Applies ToWord for Microsoft 365 Word for Microsoft 365 for Mac Word 2024 Word 2024 for Mac Word 2021 Word 2021 for Mac Word 2019 Word 2019 for Mac Word 2016

Step 1: Set up your mailing list

The mailing list is your data source. For more info, see Data sources you can use for a mail merge.

Tips

  • If you don’t have a mailing list, you can create one during mail merge. Collect all of your address lists, and add them to your data source.

  • If you're using an Excel spreadsheet, format the ZIP Codes or postal codes column as text to preserve any zeros. For more info see Format mail merge numbers, dates, and other values in Excel.

  • If you want to use your Outlook contacts, make sure Outlook is your default email program.

If necessary, run a test on a small test batch of envelopes before you do a real mail merge.

  1. Go to File > New > Blank document.

  2. Go to Mailings > Envelopes.

    Print envelopes

  3. In the Delivery address box, type a sample address to test how an envelope looks when printed.

  4. Type your address in the Return address box.

    Return address box

  5. Select Options > Envelope Options and do the following:

    • Choose the size that matches your envelope or choose Custom size to set size.

      Envelope options tab for setting envelope size and address fonts

    • If needed, choose a font and the left and top offset position for Delivery address and Return address.

  6. On the Printing Options tab, confirm the correct Feed method is selected, load the envelope to match the illustration, and then choose OK.

    Feed options diagram for feeding envelopes into the printer

  7. Choose Print, and then choose Yes to save the return address as the default address.

  1. Go to Mailings > Start Mail Merge > Envelopes.

    Start Mail Merge menu

  2. In the Envelope Options dialog box, check your options, and then choose OK.

  3. If you'd like to add a return address, or logo, to your envelope now is a good time to add that.

  4. Choose File > Save.

  1. Go to Mailings > Select Recipients.

    Type a New List command

  2. Choose a data source. For more info, see Data sources you can use for a mail merge.

  3. Choose File > Save.

If you need to edit your mailing list, see Mail merge: Edit recipients.

The address block is a mail merge field that you place where you want addresses to appear on the envelope. To better see where, press CTRL+SHIFT+8 to turn on paragraph marks (¶).

  1. Place your cursor were you want the address block to go.

  2. Go to Mailings > Address Block and choose a format. For more info, see Insert Address Block.

    Address block options

  3. Choose a format in the Insert Address Block dialog box, for the recipient's name as it will appear on the envelope.

  4. If you want, choose Next Next record button for mail merge preview results or Previous Previous record button for mail merge preview results to move through a few records in your data source to see how they look.

  5. Choose OK.

  6. Go to File > Save to save your merge document.

If any part of your address is missing, see Mail merge: Match Fields to fix.

Do a final check before you print the envelopes.

  1. Choose Next Next record button for mail merge preview results or Previous Previous record button for mail merge preview results to move through a few records in your data source to see how they look.

  2. Choose Finish & Merge > Print Documents.

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

When you save the mail merge envelope document, it stays connected to your mailing list for future use.

To reuse your envelope mail merge document, open the document and choose Yes when Word prompts you to keep the connection. To change addresses in the envelope mail merge document, open the document and choose Edit Recipient List to sort, filter, and choose specific addresses.

See also

Do you have a question about Word mail merge that we didn't answer here?

Post a question in the Word community forum

Need more help?

Want more options?

Explore subscription benefits, browse training courses, learn how to secure your device, and more.