Printing envelopes can seem daunting, especially if you’re new to desktop publishing. However, Microsoft Word makes setting up and printing personalized envelopes incredibly simple. Word can handle it all, whether you’re sending party invitations, business mail, or holiday cards. In this guide, we’ll break down everything you need to know about how to print envelopes in Word.
Table of Contents
How to Print Envelopes in Word: Steps
Setting Up Your Document for Envelope Printing
Before diving into the printing process, you need to set up your document correctly in Microsoft Word.
- Open Microsoft Word: Start by opening your Microsoft Word application. You can use any version from Word 2010 onward, as the steps are generally the same.
- Access the Mailings Tab: Navigate to the Mailings tab at the top of your screen. This tab contains all the tools you’ll need to manage mailing tasks, including envelope printing.
- Select Envelopes: Click on the ‘Envelopes’ button in the Create group. A new Envelopes and Labels window will appear. This window is where you’ll enter the details for your envelopes.
- Enter Mailing and Return Addresses: In the Envelopes and Labels window, you’ll see fields for the delivery address (where the mail is going) and the return address (your address). Fill these in carefully. You can type directly into the fields or use addresses stored in your Contacts.
Choosing the Right Envelope Size
Now that your addresses are ready, it’s time to choose the right envelope size.
- Hit the Options Button: In the Envelopes and Labels window, click the Options button. This action opens up another window named Envelope Options.
- Select Your Envelope Size: You’ll see various standard envelope sizes under the Envelope Size dropdown menu. Choose the one that matches your physical envelopes. Common sizes include #10 (4.125″ x 9.5″) for business letters and A2 (4.375″ x 5.75″) for invitations.
- Custom Size if Required: If your envelope size isn’t listed, you can click on the Custom Size option and input the dimensions manually. After finishing, hit OK to lock in your settings.
Formatting Text and Layout
After setting the envelope size, the next step is to format your text and layout.
- Font Selection: Choose a readable font style and size. Serif fonts like Times New Roman or serif-free fonts like Arial work well for professional mail. The text should be at least 10-point size.
- Alignment: Ensure the delivery address is centered horizontally and vertically on the envelope. Word does this automatically, but you can manually adjust it in the Envelope Options window if necessary.
- Return Address Formatting: The return address is usually at the top left corner of the envelope. Ensure that it is clear and concise.
Previewing Before Printing
Previewing your work before hitting the print button is always good to avoid wasting envelopes.
- Preview in Word: In the Envelopes and Labels window, select the ‘Preview’ button to see how the envelope will look when printed.
- Print a Test Page: If you have a spare envelope, print a test page first. Place the envelope correctly in your printer’s feed tray per the printer’s guidelines. This step helps confirm that all margins and text placements are accurate.
Printing the Envelopes
Once you’re satisfied with the preview, it’s time to print.
- Feed Envelopes into Printer: Most printers have specific guidelines for loading envelopes. Some require envelopes to be loaded in the central feed tray, while others have side trays.
- Printer Settings: Open the Print dialog box (usually found under File > Print). Select your printer and ensure you select the right settings for envelope printing.
- Print: Press the print button and watch as your envelopes get printed. Check each one thoroughly to ensure the text appears correctly.
Useful Tips for Printing Envelopes in Word
Even though printing envelopes in Word is straightforward, a few tricks can simplify it.
- Buy Quality Envelopes: High-quality envelopes are less likely to jam your printer and provide a professional finish.
- Keep printer Clean: Dust and dirt can affect print quality, so make sure your printer is clean.
- Use the Correct Feed Option: Follow your printer’s instructions for envelope feeding to avoid jams or misaligned prints.
Troubleshooting Common Issues
Occasionally, you might run into problems when printing envelopes. Here are some common issues and how to fix them:
- Misaligned Text: If your text isn’t aligning properly, double-check the envelope size and layout options and make necessary adjustments.
- Paper Jams: Feed each envelope individually, and remember to adjust the printer settings to the envelope’s size.
- Printer Not Recognizing Envelopes: Sometimes, printers may not recognize envelopes because of their thickness. Adjust the paper type in the printer settings to reflect ‘Envelope.’
Frequently Asked Questions Related to How To Print Envelopes In Word
Q. How do I start printing envelopes in Word?
A. First, open Microsoft Word. Click on the “Mailings” tab at the top. Then, look for “Envelopes” and click on it to open the envelopes dialog box.
Q. Is there an option to modify the side of the envelope in Word?
A. Yes! In the envelopes dialog box, you can click “Options” and select “Envelope Options” to choose a different envelope size or create a custom one.
Q. How do I add an address to my envelope?
A. In the envelopes dialog box, there are two text boxes. Input the recipient’s address in the “Delivery Address” box. You can also add your return address in the “Return Address” box.
Q. What if I want to change the font on my envelope?
A. You can change the font by highlighting the address text you entered. Then, go to the “Home” tab and select your desired font, size, and style.
Q. Can I print multiple envelopes at once?
A. Yes! After filling in the delivery and return addresses, click “Add to Document.” This action will create a new document where you can print multiple envelopes as needed.
Q. How do I print the envelope?
A. Click “Print” on the File menu once your envelope is ready. Select the correct printer and check the settings so it prints correctly.
Q. Do I need special paper to print envelopes?
A. It’s best to use envelopes specifically designed for printing. Most standard envelopes work, but check that they fit in your printer.
Q. What if my envelope is misaligned when printed?
A. If the envelope prints off-center, check your printer settings. Ensure you’ve selected the correct paper type and that everything is aligned properly in the envelope setup.
Q. Can I add a logo or image to my envelope?
A. Yes! You can insert an image or logo by going to the “Insert” tab, choosing “Pictures,” and placing it where you want it on the envelope.
Q. Is there a way to save my envelope design for later use?
A. Absolutely! After creating your envelope, save it as a template. Click “File,” then “Save As,” and choose Word Template to keep it for future use.
Conclusion
Printing envelopes in Word is an efficient way to streamline your mailing process for personal or business use. Following these steps, you can design and print professional-looking envelopes from your home or office. Remember always to preview your envelope, run a test print, and ensure your printer settings match your envelope specifications. Happy printing!
