Office 365 (Outlook 2013) - Set up Mail Merge for Envelopes

Important: Beginning March 1st, 2017, Office 2013 will no longer be available for installation from the Office 365. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

Setting up envelopes for mail merges in Outlook is a lengthy process, but is worth the time it will save you in the long run.

Set up the envelope and check how it prints out

Before you run a batch of envelopes the wrong way through your printer, test the printer options and change them if you need to.

  1. Click File > New > Blank document.

  2. Click Mailings > Envelopes.

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  3. In the Delivery address box, type some text.

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    This is for testing the how the envelopes will look when you print them. It will not show up in your mail merge.

  4. In the Return address box, type your return address.

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  5. Click Options > Envelope Options tab.

  6. In the Envelope size box, click the choice that matches the size of your envelopes.

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    If none of the choices matches your envelope size, scroll to the bottom of the list, click Custom size, and type in the height and width of your envelope.

  7. Click Font in the Delivery address and Return address sections to choose a font.

  8. Make any position changes you want in the From left and From top boxes.The Preview area shows you the envelope layout.

  9. Click the Printing Options tab. Your printer will send Word information about which way the envelope should be loaded into the printer. This information will appear under Feed method.

  10. Load the envelope the way shown under Feed method.

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  11. Click OK.

  12. Click Print to print the envelope.

  13. When Word prompts you to save the return address, click Yes.

  14. Check that the envelope printed correctly.

  15. If the envelope did not print correctly, try adjusting the Feed method options.

When your test envelope prints the way you want, you are ready to begin the merge.

Start the mail merge

  1. Click Mailings > Start Mail Merge > Envelopes.

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  2. In the Envelope Options box, click OK.

    You already set this up when you were printing your test envelope. Word creates a document that is sized to the envelope dimensions. The return address appears in a frame on the page. To see the frame for the delivery address, click where you expect the address to appear.

Connect the envelopes to your address list

On the Mailings tab, click Select Recipients and click the option that matches your list.

If your mailing list is in an Excel spreadsheet, an Access database, or another type of data file, click Use an Existing List. Then browse to your list and click Open.

If you are using your Outlook contacts, click Choose from Outlook Contacts.

If you do not have a list yet, choose Type a New List

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If you are printing envelopes for everyone on your list, skip ahead to step 4. If you are contacting only some of the people on your list - for example, people who live within 20 miles of your event - choose which people you would like to include.

  1. Click Edit Recipient List.

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  2. Check the names of those people to whom you would like envelopes addressed.

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    You can also sort or filter the list to make finding names and addresses easier.

Add the Address Block to the envelope

  1. Click where you want the addresses to appear, and then click Address Block.

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  2. Choose how you want the name to appear.

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    NOTE: To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.

Print the envelopes

  1. Click Preview Results, and then click the arrows to make sure the names and addresses on the envelopes look right.

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  2. Click Finish & Merge > Print Documents.

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Save your mail merge envelope for next time

When you save the mail merge envelope document, it stays connected to your mailing list. To use the mail merge envelope again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which addresses include in the merge, click Edit Recipient List to sort, filter, and select them.