How to Print Address on Envelopes using MS-Word

Printing address on envelopes is customary especially in business correspondence. Since there are various envelope sizes available and there is no standard envelope printing method for printing envelopes on your PC, this can be a tricky proposition. But here’s an easy way to print your envelopes in your printer using MS Word.

print addresses on envolopes using ms-word


STEP 1: Prepare the letter with the address

The final objective is to print the recipient’s address on the front face of the envelope. This address can
be picked up either from the  letter or from the Outlook Address book.  In this step, we’ll type a  letter
with the recipient’s name and address.

  1. Type the address on the top of the letter.
  2. Leave a blank line immediately after the address.
  3. Save the file and give it a suitable name.


STEP 2: Define the delivery address

In this step, we’ll start developing the envelope for printing. Here, we’ll pick up the recipient’s address
typed in Step 1, put it on the face of the envelope, and align it.

  1. Select the address in the letter.
  2. Select "Tools > Letters and Mailings > Envelopes and Labels".
  3. Notice that the address text has already been picked up for the envelope.
  4. Click on the "Options" button, and then click on the "Font" tab.
  5. If required,define the font, font style, and size of the address text on the envelope.
  6. Complete the process by clicking "OK" until you return to the "Envelopes and Labels" dialog box


STEP 3: Define the return address

The return address will appear in a smaller font at the top of the envelope (near the postal stamp). You
can either type it out or pick it up from the Outlook address book.

  1. Click in the “Return Address” box.
  2. Type your own name and postal address.
  3. Change the font and other parameters as you did earlier for the recipient’s address.
  4. If your name and address had earlier been entered in the MS Outlook Address book, then click on the "Insert Address" button. Select your address from the list and click "OK". Before doing this, ensure that MS Outlook is open.


STEP 4: Set the envelope dimensions

Word recognizes a list of standard envelope sizes that are used globally. There are standard international sizes (recognized by Word). But  in case your envelope  is of a non-standard size, you can either take the closest available size (in the list) or define your own custom size.

  1. Use your scale to measure the dimensions of your envelope in millimeters or inches. Make a note of
    these measurements.
  2. Click on the "Options" button. Click in the box under "Envelope Options".
  3. Scroll through the list of sizes and choose the size nearest or equivalent to the dimensions of your envelope.
  4. Complete this by clicking "OK".


STEP 5: Set up the envelope feed

Among all the various printers, there is no single method for loading envelopes in the printer. To determine the proper method to feed the envelopes into your printer, consult your printer manual and also look at the paper feed tray. In this step, we’ll inform Word in advance how you plan to feed the envelope.

  1. In the “Envelopes and labels” dialog box, click on the “Options” button.
  2. Select the "Printing Options" tab.
  3. Depending on how your printer accepts envelopes, choose either the "Face up" or "Face down" option
  4. If you’ve chosen the "Face down" option, then you can choose the "Clockwise rotation" option in accordance with your printer’s requirements.
  5. Under "Feed from", select "Manual Feed".
  6. Click on "OK" to complete the procedure.

After all the envelope printing options have been selected, load the envelope in the manner specified, and then click on the "Print" button in the dialog box.

Note: One should carefully consider the finish of the paper of the envelope. Some printers cannot print properly on glossy or glaze finishes. It is a good idea to consult the printer manual to check the type of papers that your printer can print on. You can also check the “Printer Properties” (under “File > Print”) to get an idea about the supported paper types.


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