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This article is based on legacy software.

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This document has been prepared to illustrate how to work with envelopes and to build awareness of some special issues related to printing envelopes.

Things to Consider

Computer-printed envelopes can be used to help you convey a professional image with your correspondence. Word offers two ways to create envelopes:

  • Creating an envelope for each address
    This may be helpful when you want to print envelopes for mailing but the names are not already typed into Microsoft Word.

  • Creating custom envelopes using mail merge
    This allows you to print unique envelopes based on a mailing list. This is especially helpful if you already have the names in a Word data file.

Purchasing Your Envelopes

Envelopes are available in a variety of sizes. The most popular size for business correspondence is the Number 10 envelope (4 1/8 X 9 1/2 ). Word also supports several other envelope sizes and provides the option to specify your own envelope size.

Tips for Printing Your Envelopes

Generally, envelopes are inserted into your printer using the manual feed. However, refer to your printer documentation, if available, for specific instructions. Instructions or guidelines may also appear on the printer itself.

Selecting Envelope Size

The Envelopes and Labels dialog box is a large part of the envelope printing process and will be used often. If you wish, a button can be added to your toolbar, allowing faster access to the Envelopes and Labels dialog box. For instructions on how to add the button to your toolbar, refer to Additional Options for Creating Envelopes.

Selecting Envelope Size: Pre-defined Sizes

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Microsoft Word offers many pre-defined envelope sizes for you to choose from. A frequent choice is the Number 10 envelope (4 1/8 X 9 1/2 ), which is the standard business size. When creating envelopes, always verify, from the Envelopes and Labels dialog box, that the envelope size is the one you want.

  1. From the Tools menu, Envelopes...
    The Envelope dialog box appears.

  2. Click CUSTOM...
    The Custom Page Options dialog box appears.

  3. From the Envelope size pull-down list, select the correct size for the envelope you will be using
    NOTE: If the size you will be using is not listed, refer to Custom Envelope Sizes below.

  4. Click OK
    You return to the Envelope dialog box.

  5. Continue with Generating Envelopes below

Selecting Envelope Size: Custom Sizes

  1. From the Tools menu, select Envelopes...
    The Envelope dialog box appears.

  2. Click CUSTOM...
    The Custom Page Options dialog box appears.

  3. From the Envelope size pull-down list, select Custom size...
    The Envelope Size dialog box appears.

  4. In the Width text box, type the new dimension or use the nudge buttons

  5. In the Height text box, type the new dimension or use the nudge buttons

  6. Click OK
    This returns you to the Custom Page Options dialog box.

  7. Click OK
    This returns you to the Envelope dialog box.

  8. Continue with Generating Envelopes below

Generating Envelopes

The Envelopes and Labels feature can be used to easily generate envelopes. With the Envelopes and Labels feature, you can specify the size of the envelope, the return address (if any), and the address for the envelope. The formatting of the envelope can be adjusted in the Envelope Options dialog box. For instruction on formatting envelopes, refer to Using Envelope Options.

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A Single Envelope: Directly to the Printer

  1. From the Tools menu, Envelopes...
    The Envelope dialog box appears.
    NOTE: If the envelope that you are using is not selected, refer to Selecting Envelope Size above.

  2. In the Delivery address scroll box, type the address for the person the envelope will be going to

  3. In the Return address scroll box, verify the return address
    If it is not correct, make the appropriate changes.
    NOTE: You will have the option to save your current return address as the default return address upon printing or adding the address to your document.

  4. OPTIONAL: If you do not want a return address, select Omit

  5. Insert your envelope into the printer based on your printer's requirements

  6. Click PRINT...
    The Print dialog box appears.

  7. Complete the Print dialog box

  8. Click PRINT
    NOTE: Depending on your printer, you may be prompted to manually feed the envelopes.

A Single Envelope: Insert in Word Document

  1. Open the Word document that will contain the envelope

  2. If the address is already typed, select the information

  3. From the Tools menu, select Envelopes...
    The Envelope dialog box appears.
    NOTE: If the envelope size that you are using is not selected, refer to Selecting Envelope Size above

  4. In the Delivery address and Return address scroll boxes, verify that the correct addresses appear

  5. Select Insert this envelope into the active document

  6. Click OK
    Your envelope appears on the screen. It is now a separate section at the beginning of the document from which it was created.

  7. To print,
    1. Place your insertion point within the envelope
    2. From the File menu, select Print...
      The Print dialog box appears.
    3. To print only your envelope, in the Print dialog box, from the Pages options, select Current page
      NOTE: The default setting in Page Range option is All and will print both your envelope and the document associated with it.
    4. Insert your envelope into the printer based on your printer's requirements

    5. Click PRINT

Creating Envelopes Using Mail Merge

Another way to generate envelopes using Microsoft Word is by using mail merge. Mail merge allows you to set up one mailing envelope (your starting document). Using data from a table or external database, you can print one envelope with different information for each record in the database or table. For information on setting up and performing mail merges, refer to Mail Merge: Creating Merged Envelopes.

Additional Options

Microsoft Word offers additional options for working with envelopes. To access this information, refer to Additional Options for Creating Envelopes.

This article is based on legacy software.

Once you have opened Word, you will be ready to create your document. The blank screen is like a blank piece of paper. The following instructions will guide you through creating a basic document with Word 2004 including saving, opening, printing, and exiting.

Creating a New Document

You can either create a new document by using the menu option or the toolbar option. The menu option gives you more options while choosing your new document. However, the toolbar is a faster and easier way of getting a blank document on your screen.

Creating a New Document: Menu Option

  1. From the File menu, select New Blank Document

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Creating a New Document: Toolbar Option

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  1. From the Standard toolbar, click NEW BLANK DOCUMENT
    A new document appears.

Saving a Document

The Save and Save As commands are located under the File menu. If you are saving a document for the first time, either selection will take you to the Save As dialog box.

Saving a Document: Save As Option

To save and name your document or to save a copy of your document under another name:

  1. From the File menu, select Save As...
    The Save As dialog box appears.

  2. From the Where pull-down list, select the desired save location
    HINT: Your personal home directory is generally your username$.
    EXAMPLE: DOEJANE$

  3. In the Save As text box, type the document name
    HINTS:
    To help you locate the file in the future, use a descriptive filename.
    Word will automatically add a .doc extension.

  4. Click SAVE

Saving a Document: Save Option

Use the Save command to save a document that has already been named and saved. If you select the Save command and you have not saved the document before, you will see the Save As dialog box (above). Use the Save command to save the changes you make to the original document.

To save a document Using a menu:

  1. From the File menu, select Save
    Word will automatically save your document to the location you previously selected.

To save a document Using a button:

  1. From the Standard toolbar, click SAVE
    Word will automatically save your document to the location you previously selected.

Opening a Document

Follow these instructions if you have already created a document or if you want to open a document already created in Word.

  1. From the File menu, select Open…
    OR
    From the Standard toolbar, click OPEN
    OR
    On the keyboard, press [command] + [O]
    The Open dialog box appears.

  2. From the Where pull-down list, navigate to the desired file
    NOTE: Although all file types are shown, only those with a .doc extension are able to be opened. The remainder are grayed out and cannot be selected.

  3. To select the document, click the name of the document you want to open

  4. Click OPEN

Selecting a Printer

In order to print any document, a printer must be selected. These instructions will show you how to select a printer and set a default printer which will remain the selected printer every time you print.

  1. From the File menu, select Print...
    The Print dialog box appears.

  2. From the Printer pull-down list, select the printer you wish to use
    Your printer is selected.

To set a default printer:

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To make selecting a printer from the Print dialog box easier, simply set a default printer that will automatically be used every time you print.

  1. From the File menu, select Print...
    The Print dialog box appears.

  2. From the Printer pull-down list, select Edit Printer List...
    The Printer List dialog box appears.

  3. From the list, select the desired printer
    OR
    If the desired printer does not appear in the list,
    1. Click ADD
      The Printer List dialog box appears.
    2. Using the pull-down list and navigation window, locate and select the desired printer

    3. Click ADD

  4. With the printer selected, click MAKE DEFAULT

  5. Close the Printer List dialog box

  6. To print, in the Print dialog box, click PRINT
    To return to your document without printing, click CANCEL

Using Print Preview

The Print Preview feature is useful for viewing your document prior to printing. You can verify that the page breaks are acceptable and that there are not any extra pages in your document. You can print directly from the Print Preview screen.

  1. From the File menu, select Print Preview
    OR
    On the Standard toolbar, click PRINT PREVIEW

  2. OPTIONAL: To print from Print Preview, on the Print Preview toolbar, click PRINT

  3. To return to your document, on the Print Preview toolbar, click CLOSE

Printing a Document

The general steps to printing an open document are as follows:

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Printing a Document: Menu Option

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  1. From the File menu, select Print…
    The Print dialog box appears.

  2. In the Copies and Pages sections, make the changes in the range of pages you want to print and/or the number of copies you want
    NOTE: For more information about printing, refer to Specifying the Pages to Print.

  3. Click PRINT

Printing a Document: Toolbar Option

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  1. From the Standard toolbar, click PRINT
    WARNING: When you use the toolbar option, all pages of your document will be printed. This print process does not take you through the Print dialog box.

Exiting Word

When you are done working with your document and would like to take it off the screen, you have two options, depending on whether you would like to start another Word document or exit Word. If you are finished using Word for the day, be sure to select the Exit command.

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To close the saved document and begin another document in Word:

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  1. From the File menu, select Close

  2. Open another document or create a new document in Word

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To close the saved document and exit Word:

  1. From the Word menu, select Quit Word
    NOTE: If you have made changes that have not been saved, a dialog box may appear asking you if you want to save the document.

  2. To save the document, click SAVE
    To close without saving, click DON'T SAVE
    To continue working, click CANCEL





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