Using Microsoft Word and Microsoft Excel to complete an Envelope Mail Merge
Hi everybody.
Kyle here from Mizzou's IT Training, and in this lesson I want to show you how to use
Microsoft to perform a mail merge that prints directly onto envelopes.
So, as you can see in this Excel worksheet I have a list of mailing addresses and over
here I have a brand new Microsoft Word document.
I'll click on the Mailings Tab and then click on the Start Mail Merge button and choose
Envelopes...
The Envelope Options dialog box opens and in this dialog box we can choose what size
envelope we want to use as well as choose font settings for the return address and the
delivery address on the envelope.
The other tab of this dialog box is the printing options, where you can choose the feed style
of the envelope into your printer as well as the source tray from the printer.
We'll leave these all as default options right now, and click OK.
OK, I've zoomed out just a bit so that you can see the entire envelope, and I have added
my return address to the top left corner of the envelope.
Now, I'm going to click on the Home tab and I"m going to turn on the paragraph marks to
show you that there is a text box in the delivery address section of the envelope just waiting
for you to click in it.
Click towards the center of the envelope below half way and you'll activate the text box
that you can type the delivery address in.
This method would work for typing in a single envelope, but since we want to do a mail merge
of envelopes I'm going to click on the Mailings tab, and I'll click on Select Recipients and
Use an Existing List to go find the Microsoft Excel worksheet that has the mailing addresses
on it.
Choose the correct worksheet within that workbook, and click OK.
The Insert Merge Field button becomes selectable, so when we click on it we can add in the merge
fields one by one, but there's also an option to the left of it called Address Block, so
I'll click on Address Block.
I want to quickly switch over to Microsoft Excel for a moment and show you that one of
the keys to having the Address Block work correctly in Microsoft Word is having your
fields labeled in Microsoft Excel as I have done here.
I'll switch back over to Microsoft Word, and the Address Block dialog box allows me a couple
of options.
I can choose how I want the recipient's name to show up, and whether or not to include
postal address, and how to format that postal address.
I click OK, and the Address Block insertion is placed in the Delivery Address section
of the envelope.
I want to see what my envelopes are going to look like when I print them, so I am going
to click on the Home tab, and turn off the paragraph marks.
Then, I'll click back on the Mailings tab, and click on the Preview Results button.
Once I click on Preview Results I should be able to use the navigation right next to the
Preview Results button to click through the different addresses to ensure that each one
looks the way I want.
Now that I'm satisfied with how they look, I'll click the Finish and Merge button, and
once again, if I choose Print Documents from this pull down, it will send the finished
documents direct to the printer.
But, I can choose Edit Individual Documents and have one last chance to look at these
envelopes before I hit the print button.
I'll choose Edit Individual Documents, and in the dialog box that opens I'll choose Merge
Records > All, and click OK.
And now, as you can see, I have a finished document that is 12 pages because I had 12
addresses in my Excel worksheet, and each page of this document is a different envelope
with a different delivery address.
I'll take my #10 envelopes to the printer, hit print, and then I'm ready to mail.
Thanks for watching!
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