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How to Print Envelopes in Word

how to print envelopes in word

Printing envelopes using Microsoft Word is a convenient way to produce professional-looking mailings for businesses, events, or personal correspondence. This comprehensive guide will walk you through the process, from setting up your document to printing, with tips and tricks to ensure your envelopes look great every time.


In today’s digital age, the art of sending physical mail can add a personal touch to your communication. Whether it’s for a special occasion, a business letter, or any other purpose, printing your own envelopes can save time and add a professional flair. Microsoft Word, a widely used word processing software, offers easy-to-use features for envelope printing that can be tailored to various sizes and styles.

Preparing to Print Envelopes in Word

Before diving into the steps, ensure you have Microsoft Word installed on your computer. The process is similar across different versions of Word, though there may be slight variations in the interface.

What You’ll Need

  • A computer with Microsoft Word
  • Printer
  • Envelopes of your chosen size
  • Recipient addresses

Step-by-Step Guide to Printing Envelopes

Step 1: Open Microsoft Word

Launch Word and create a new document. If you have a specific template in mind, you can start with that.

Step 2: Accessing the Envelope Tool

Go to the ‘Mailings’ tab on the ribbon. Here, you’ll find the ‘Envelopes’ button. Click on it to open the Envelopes and Labels dialog box.

Step 3: Entering Delivery and Return Addresses

In the dialog box, you’ll see fields for the delivery address and return address. Enter the addresses in their respective fields. Word allows you to format these addresses — change fonts, sizes, and alignments as needed.

Step 4: Adjusting Envelope Settings

Click on the ‘Options’ button in the dialog box. This opens another window where you can select the envelope size and adjust printing options. Choose the size that matches your envelopes.

Step 5: Printing Options

Navigate to the ‘Printing Options’ tab in the same window. Here, you can select how the envelope feeds into your printer. This step is crucial to ensure that the envelope prints correctly. You might need to do a test print to see which settings work best for your printer.

Step 6: Saving Settings

Once you’ve adjusted the settings, save them for future use. This saves time if you plan to print envelopes regularly.

Step 7: Printing the Envelope

Insert the envelope into your printer according to the setup you chose in the printing options. Then, click ‘Print’ in the Envelopes and Labels dialog box.

Tips for Successful Envelope Printing

  • Always do a test print on a plain piece of paper first.
  • Check your printer manual for envelope printing guidelines.
  • Use high-quality envelopes for a more professional look.
  • If printing in bulk, consider using a mail merge to streamline the process.

Advanced Techniques for Envelope Printing in Word

Adding Graphics and Logos

For a more personalized touch, consider adding graphics or logos to your envelopes. In the envelope setup window, you can insert images by clicking on the ‘Insert’ tab and selecting ‘Pictures’. This feature is particularly useful for businesses looking to brand their correspondence.

Using Mail Merge for Bulk Mailings

If you’re sending out envelopes in bulk, such as for a marketing campaign or wedding invitations, use Word’s Mail Merge feature. This allows you to create a single envelope template and automatically fill in individual addresses from a data source, like an Excel spreadsheet.

Customizing Envelope Designs

Don’t limit yourself to just text; explore Word’s design features. You can add borders, use different fonts, and even insert background images to make your envelopes stand out.

Troubleshooting Common Issues in Envelope Printing

Printer Jams and Misfeeds

If your printer frequently jams when printing envelopes, check if the envelopes are loaded correctly according to your printer’s guidelines. Also, ensure that you’re using envelopes suitable for your printer type.

Address Misalignment

Misalignment is a common issue in envelope printing. If the addresses aren’t printing where they should be, adjust the position of the addresses in the envelope setup window. It might take a few tries to get it perfect.

Formatting Troubles

If the formatting of your addresses changes unexpectedly, double-check that the text is properly aligned and formatted in the envelope dialog box. Also, verify that the envelope size matches the size of the envelopes you’re using.


Printing envelopes in Microsoft Word is not just about getting the task done; it’s about adding a personal or professional touch to your correspondence. Whether you’re sending a single letter or hundreds, the ability to customize and print envelopes with ease adds a level of sophistication and personalization. With the tips, techniques, and troubleshooting advice provided, you’re now equipped to tackle any envelope printing project with confidence.

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