Mail merge with envelopes

Mail merge with envelopes

When you could have bulk mail to ship to individuals in your mailing listing, you should use mail merge to create a batch of addressed envelopes. Every envelope will comprise an deal with in your mailing listing. You can even create and print envelopes with out utilizing mail merge.

Notes: 

  • In the event you’re in search of learn how to create and print labels with mail merge, see Create and print labels utilizing mail merge

  • Or, when you’re seeking to create letters utilizing mail merge, see Use mail merge to personalize letters for bulk mailings

  • Or, if you wish to create and ship electronic mail utilizing mail merge see, Use mail merge to ship bulk electronic mail messages

Three files in the mail merge process, which is a main document plus a mailing list that produces sets of letters or email messages, envelopes, or labels.

These are the paperwork concerned in creating and printing envelopes utilizing the mail merge course of:

  • Your important doc
    This doc comprises textual content and graphics (a brand or a picture, for instance) which are similar for every model of the merged envelope. The return deal with on the envelope is an instance of similar content material.

  • Your mailing listing
    This doc comprises the addresses to be printed on the envelopes.

Whenever you mix these two paperwork utilizing the steps beneath you will have your addressed envelopes.

Step 1: Arrange your mailing listing

The mailing listing is your information supply. It may be an Excel spreadsheet, a listing of Outlook contacts, an Entry database, or an Workplace deal with listing. It comprises the information Phrase pulls info from to construct the addresses to be printed on the envelopes.

Suggestions

  • If you do not have a mailing listing, you possibly can create one throughout mail merge. Earlier than you begin the mail merge course of, acquire all your deal with lists, and add them to your information supply.

  • In the event you’re utilizing an Excel spreadsheet, ensure the column for ZIP Codes or postal codes is formatted as textual content in order that you do not lose any zeros. For extra info see Format mail merge numbers, dates, and different values in Excel

  • If you wish to use your Outlook contacts, ensure Outlook is your default electronic mail program.

Step 2: Check your envelope format

A preliminary step within the mail merge course of is to arrange the envelope for the merge. It is all the time an excellent observe to run a small check batch of envelopes earlier than you do an actual mail merge.

Observe: In the event you’re snug with printing envelopes in your system you possibly can skip to step 3.

  1. In Phrase, select File > New > Clean doc.

  2. On the Mailings tab, within the Create group, select Envelopes.

    Print envelopes

  3. Within the Supply deal with field, sort a pattern deal with to check how an envelope will look when it is printed.

    Envelope delivery address box

    Observe: The pattern deal with will not present up in your mail merge.

  4. Within the Return deal with field, sort your deal with.

    Return address box

  5. Select Choices > Envelope Choices and do the next:

    • Within the Envelope measurement drop-down listing, select the scale that matches your envelope or select Customized measurement.

      Envelope options tab for setting envelope size and address fonts

      Observe: In the event you select Customized measurement, enter the envelope dimensions within the Width and Peak containers. Select OK when carried out.

    • Beneath Supply deal with and Return deal with, select a font and the left and prime offset place for every deal with.

      Observe: Primarily based on the preview of the envelope format, make any crucial changes to your decisions.

  6. On the Printing Choices tab, affirm the proper Feed methodology is chosen, load the envelope to match the illustration, after which select OK.

    Observe: Your printer sends Phrase details about which manner the envelope must be loaded within the printer. This info seems beneath Feed methodology.

    Feed options diagram for feeding envelopes into the printer

  7. Select Print, after which select Sure to save lots of the return deal with because the default deal with.

    Observe: If the envelope printed accurately, congratulations, you are able to go to the following step within the mail merge course of. If the envelope did not print as you anticipated, return to step 5 and readjust the envelope format choices and the Kind Feed choices as crucial.

Step 3: Begin the mail merge

  1. On the Mailings tab, within the Begin Mail Merge group, select Begin Mail Merge > Envelopes.

    Start Mail Merge menu

  2. Within the Envelope Choices dialog field, arrange the envelope by selecting choices as in Step 2: Check your envelope format, after which select OK.

    Observe: Phrase creates a doc that is sized to the envelope dimensions and exhibits the place the return deal with seems on the envelope.

  3. If you would like so as to add a return deal with, or brand, to your envelope now is an effective time so as to add that.

  4. Select File > Save, and add a file title.

Step 4: Hyperlink your mailing listing to your important doc

Now you are able to open the info supply in your mailing listing.

  1. On the Mailings tab, within the Begin Mail Merge group, select Choose Recipients, after which select an possibility.

    Type a New List command

  2. Do one of many following:

    • If you do not have a mailing listing, select Sort a New Record and create one.

      or

    • In case your mailing listing is in an Excel spreadsheet, an Entry database, or one other sort of knowledge file, select Use an Present Record. Then browse to your listing and select Open.

      or

    • In the event you’re utilizing your Outlook contacts, select Select from Outlook Contacts.

  3. Select File > Save.

Edit your mailing listing

In the event you’re printing envelopes for everybody in your listing, go to Step 5: Add the deal with block to the envelope. If you wish to print envelopes for individuals in your listing who stay, for instance, inside 20 miles of an occasion you are internet hosting, then use a filter like a ZIP Code or a postal code to slim the listing. For extra info on filtering your information see Type and filter the info for a mail merge.

Tip: You could discover it helpful to make use of the filter characteristic to filter out contacts for whom you do not have a postal deal with. That manner you do not waste envelopes that you simply will not be capable of mail.

To decide on particular person individuals in your listing that you simply want to create envelopes for, do the next:

  1. Select Edit Recipient Record.

    Screenshot of the Mailings tab in Word, showing the Edit Recipient List command as highlighted.

  2. Verify the names of the individuals who you need to obtain your mailing.

    Select rows by checking the check box

    You can also kind or filter the listing to make it simpler to seek out names and addresses.

Step 5: Add the deal with block to the envelope

The deal with block is a mail merge area. Also called a placeholder, you employ the merge area to mark the place the place you need addresses to seem on the envelope.

Observe: It is usually simpler to correctly align the deal with block when you activate displaying paragraph marks (¶) first. To show them on go to the Residence tab of the Ribbon and click on the Present /Conceal ¶ button or press CTRL+SHIFT+8.

  1. Place your cursor had been you need the deal with block to go. When you have present paragraph marks turned on, click on instantly after the paragraph mark (¶) that Phrase has positioned in the midst of the envelope.

  2. On the Mailings tab, within the Write & Insert Fields group, select Handle Block.

    Insert Address Block merge field

  3. Within the Insert Handle Block dialog field, select a format for the recipient’s title as it’ll seem on the envelope.

    Address block options

    Observe: Beneath Preview, select the Subsequent Next record button for mail merge preview results or Earlier Previous record button for mail merge preview results document button to maneuver by way of information in your information supply and look at how an deal with will seem on the envelope.

  4. Select OK.

  5. Select File > Save to save lots of your merge doc earlier than continuing.

Confirm merge area names

Be certain Phrase places the names and addresses out of your mailing listing in the correct locations in your envelope.

  1. On the Mailings tab, within the Write & Insert Fields group, select Match Fields.

  2. Within the Match Fields dialog field, the column on the left are the sector names that Phrase makes use of in an Handle Block. The column on the correct enables you to match up fields in your information supply to these area names. Confirm that the sector names that seem on the left facet match the names of column headings for information in your mailing listing so Phrase can put the proper information within the appropriate place in your envelope.

    Match Fields dialog box

  3. Do one of many following:

    • If the sector names proven match column headings you used for information in your mailing listing information supply, do nothing.

      or

    • If (not matched) seems in a area title that you simply anticipated to match a column heading in your information supply, select the drop-down arrow, after which select the sector title in your mailing listing information supply. Repeat as crucial.

  4. Select OK.

Step 6: Preview and print the envelopes

Do a closing examine earlier than you print the envelopes.

  1. Select Preview Outcomes, after which select the Subsequent Next record button for mail merge preview results or Earlier Previous record button for mail merge preview results document button to verify the names and addresses on all of the envelopes look proper.

    Screenshot of the Mailings tab in Word, showing the Preview Results group.

    Tip:  To go to the beginning of the listing, select the First First record button for mail merge preview results document button, and to go to the top of the listing, select the Final Last record button for mail merge preview results document button.

  2. Select End & Merge > Print Paperwork.

    Screenshot of the Mailings tab in Word, showing the Finish & Merge command and its options.

Step 7: Save your mail merge envelope doc

Whenever you save the mail merge envelope doc, it stays linked to your mailing listing so as to use it in your subsequent bulk mailing.

To reuse your envelope mail merge doc

  • Open the mail merge doc for envelopes and select Sure when Phrase prompts you to maintain the connection.

To alter addresses within the envelope mail merge doc

  • Open the mail merge doc for envelopes and select Edit Recipient Record to kind, filter, and select particular addresses.

See additionally

  • Mail Merge – A free, 10 minute, video-based coaching.

  • Insert mail merge fields

Do you could have a query about Phrase mail merge that we did not reply right here?

Put up a query within the Phrase neighborhood discussion board

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