Mail merge with envelopes

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.

Go to File > New > Blank document.
Go to Mailings > Envelopes.
In the Delivery address box, type a sample address to test how an envelope looks when printed.
Type your address in the Return address box.
Select Options > Envelope Options and do the following:
- Choose the size that matches your envelope or choose Custom size to set size.
- If needed, choose a font and the left and top offset position for Delivery address and Return address.
On the Printing Options tab, confirm the correct Feed method is selected, load the envelope to match the illustration, and then choose OK.
Choose Print, and then choose Yes to save the return address as the default address.

Go to Mailings > Start Mail Merge > Envelopes.
In the Envelope Options dialog box, check your options, and then choose OK.
If you'd like to add a return address, or logo, to your envelope now is a good time to add that.
Choose File > Save.

Go to Mailings > Select Recipients.
Choose a data source. For more info, see Data sources you can use for a mail merge.
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 (¶).

Place your cursor were you want the address block to go.
Go to Mailings > Address Block and choose a format. For more info, see Insert Address Block.
Choose a format in the Insert Address Block dialog box, for the recipient's name as it will appear on the envelope.
If you want, choose Next or Previous to move through a few records in your data source to see how they look.
Choose OK.
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.

Choose Next or Previous to move through a few records in your data source to see how they look.
Choose Finish & Merge > Print Documents.

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.