How To Print Multiple Envelopes In MS Word: A Step-by-Step Guide

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5 min. read

Published on October 23, 2025

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Printing envelopes in Microsoft Word can seem daunting, especially when you need to print several at once. However, with the right approach, it’s a straightforward process that can save you time and effort. This guide will walk you through the necessary steps to print multiple envelopes efficiently using Microsoft Word.

Whether you’re sending out invitations, announcements, or business correspondence, mastering the art of printing multiple envelopes is a valuable skill. This step-by-step guide will provide clear instructions and helpful tips to ensure your envelopes look professional and are printed correctly.

How Do I Print A Batch Of Envelopes In Microsoft Word?

Preparing Your Data Source

Before you can print multiple envelopes, you need a data source containing the addresses. This can be an Excel spreadsheet, an Access database, or even a Word table.

Create or open your data source: Ensure it includes columns for first name, last name, address, city, state, and zip code.
Verify data accuracy: Double-check that all the information is correct and properly formatted.
Save the data source: Make sure to save your data source in a location you can easily access.

Starting the Mail Merge Process

Mail merge is the key to printing multiple envelopes efficiently. Here’s how to start:

Open Microsoft Word: Launch Word and create a new blank document.
Go to the “Mailings” tab: This is where you’ll find all the tools needed for mail merge.
Click “Start Mail Merge”: A dropdown menu will appear.
Select “Envelopes…”: This opens the Envelope Options dialog box.

Configuring Envelope Options

Now, let’s configure the envelope size and layout:

Choose the envelope size: Select the appropriate size from the “Envelope size” dropdown. The most common size is “Size 10” (4.125 x 9.5 inches).
Adjust the font: Click “Font…” under “Delivery address” to customize the font, size, and style of the address.
Adjust the font: Click “Font…” under “Return address” to customize the font, size, and style of the return address.

Selecting Recipients

Next, you’ll connect your data source to the mail merge:

In the Mailings tab, click “Select Recipients”: A dropdown menu will appear.
Choose “Use an Existing List…”: This will open a file explorer window.
Locate and select your data source: Find the Excel spreadsheet, Access database, or Word table you prepared earlier.
Select the correct sheet or table: If your data source has multiple sheets or tables, choose the one containing your address information.

Inserting Merge Fields

Now it’s time to insert the placeholders for the addresses:

Click on the envelope where you want the delivery address to appear: This is usually in the center of the envelope.
In the Mailings tab, click “Insert Merge Field”: A dropdown menu will appear with the column headers from your data source.
Insert the fields in the correct order: Typically, you’ll insert “First Name,” “Last Name,” “Address,” “City,” “State,” and “Zip Code” on separate lines.
Add spaces and commas: Ensure there are spaces between first and last names, and a comma between city and state.
Add a return address: Type your return address in the upper-left corner of the envelope.

Previewing and Finishing the Merge

Before printing, preview your envelopes to ensure everything looks correct:

In the Mailings tab, click “Preview Results”: This will show you how the first envelope will look with the data from your data source.
Use the navigation buttons: Click the arrow buttons to cycle through the different records in your data source and preview each envelope.
Make any necessary adjustments: If you notice any errors, go back and correct them.
Click “Finish & Merge”: A dropdown menu will appear.
Select “Print Documents…”: This will open the Print dialog box.
Choose your print settings: Select your printer, the number of copies, and other relevant settings.
Click “OK”: Your envelopes will now start printing.

Tips For Successful Envelope Printing

Test print: Always print a test envelope before printing the entire batch to ensure proper alignment and formatting.
Use the correct paper tray: Make sure your printer is set to use the correct paper tray for envelopes.
Adjust printer settings: Some printers have specific settings for printing envelopes. Check your printer’s manual for instructions.
Double-check your data source: Ensure your data source is accurate and up-to-date to avoid errors.
Consider using labels: If you’re having trouble printing directly onto envelopes, consider using adhesive labels instead.

Printing Perfection Achieved

Printing multiple envelopes in Microsoft Word can be a breeze with the right steps and a little preparation. By following this guide, you can efficiently create professional-looking envelopes for all your mailing needs.

FAQ

How do I print envelopes in Word if I don’t have a data source?

You can manually type each address into the envelope layout in Word. However, for multiple envelopes, creating a data source is highly recommended.

Why is my printer not feeding envelopes correctly?

Ensure you’re using the correct paper tray for envelopes and that your printer settings are configured for envelope printing.

How do I change the font size on my envelopes?

In the Envelope Options dialog box, click “Font…” under “Delivery address” or “Return address” to customize the font, size, and style.

Can I add a logo to my envelopes in Word?

Yes, you can insert a picture or logo into your envelope layout in Word. Just position it where you want it to appear.

What if my addresses aren’t aligning correctly on the envelope?

Adjust the margins or position of the merge fields in your envelope layout until the addresses align properly.

Comparing Envelope Printing Methods

Feature	Direct Printing on Envelopes	Using Adhesive Labels
Professionalism	High	Medium
Cost	Low	Medium
Convenience	Medium	High
Printer Support	Requires Printer Compatibility	Works with Any Printer
Customization	High	Medium