Erin Wright Writing

Writing-Related Software Tutorials

How to Print Multiple Envelopes in Microsoft Word from an Excel File

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This tutorial shows how to print multiple envelopes to different recipients in Microsoft Word using addresses stored in an Excel File.

This process can be used for mass mailings such as advertising, billing, holiday greetings, or legal notices.

First, we will prepare the Excel file. Next, we will address the envelopes using Word’s Mail Merge. Then, we will customize the envelope formatting. Lastly, we will print the envelopes.

Table of Contents

Watch this tutorial in real-time on my YouTube channel:

These steps apply to Word for Microsoft 365, Word 2024, Word 2021, Word 2019, and Word 2016. These steps don’t apply to Word for the web or Word for mobile.

Important Note: Not all printers can print envelopes. Therefore, check your printer’s manual for compatibility and feed instructions before starting this process.

How to Prepare the Excel File

  1. Open your Excel file.
  2. Ensure each piece of address information is in its own column in a table.
  3. Confirm that the first row contains column headers (e.g., First Name, Last Name, Street Address, City, State, and Zip Code).
  4. Remove any blank rows.
  5. Save and close the Excel file.

How to Address Envelopes Using Mail Merge

  1. Open a new document in Microsoft Word.
  2. Select the Mailings tab in the ribbon.
  3. Select Start Mail Merge in the Start Mail Merge group.
  4. Select Envelopes from the drop-down menu.
  5. Select the envelope size in the Envelope Options dialog box. (The standard is size 10 in the United States.)
Pro Tip: The envelope size information is usually printed on the envelope packaging.
  1. Select the OK button.

The work canvas will turn into the shape of an envelope.

Enter the Return Address

Skip to the next section if you are using envelopes with preprinted return address.

  1. Ensure that your cursor is near the top, left corner.
  2. Type your return address.

Choose the Recipients

  1. Select Select Recipients in the Start Mail Merge group.
  2. Select Use an Existing List from the drop-down menu.
  3. Locate and select your Excel file in the Select Data Source dialog box.
  4. Select the Open button.
  5. Select the worksheet containing your addresses in the Select Table dialog box.
  6. Select the OK button.
Important Note: If your Excel file only has one worksheet, the Select Table dialog box may not appear.

Edit the Recipient List

  1. Select Edit Recipient List in the Start Mail Merge group.
  2. Uncheck any recipients you want to exclude in the Mail Merge Recipients dialog box.
Pro Tip: If this is your first time printing envelopes, strongly consider selecting only a few recipients to test your printer’s orientation and alignment settings before printing a large batch.
  1. Select the OK button.

Insert Address Fields

Important Note: Although Word includes an Address Block option, it is not recommended because it can introduce inconsistent spacing and formatting, especially when working with Excel files.
  1. Ensure your cursor is positioned in the delivery address area of the envelope.
  2. Select Insert Merge Field (not the menu arrow) in the Write & Insert Fields group.
  3. Select the fields you want to include (such as First Name, Last Name, Street Address, City, State, and Zip Code), inserting each one individually.
  4. Place your cursor between fields and press Enter to move the fields to the next line, as necessary.
  5. Insert a space between the First Name and Last Name. Insert a comma and space between the City and State. Also insert a space between the State and Zip Code.
  6. Select Preview Results to review the first address.
  7. Reselect Preview Results to return to the field view.
Pro Tip: Fields that don’t apply to every recipient (such as apartment numbers) won’t create blank lines if left empty.

How to Customize Envelope Formatting

Adjust Line Spacing

  1. Select all the address fields.
  2. Right-click one of the fields.
  3. Select Paragraph from the shortcut menu.
  4. Adjust the indentation (space between the address box border and the address) and the spacing before and after lines in the Paragraph dialog box.
  5. Select the OK button.

Adjust the Font and Size

  1. Select all the address fields.
  2. Right-click one of the fields.
  3. Select Font from the shortcut menu.
  4. Choose your preferred font and size in the Font dialog box.
  5. Select the OK button.
Pro Tip: Simple fonts such as Arial, Calibri, or Times New Roman are easier for postal scanners to read.

How to Print Envelopes

  1. Load your envelopes into the printer according to your printer’s feed instructions.
  2. Select Finish & Merge in the Finish group.
  3. Select Print Documents from the drop-down menu.
  4. Select OK in the Merge to Printer dialog box.
  5. Select OK in the Print dialog box.

Now, let’s use mail merge to address the letters that go into the envelopes you just printed!

Related Resources

How to Print Multiple Copies of an Envelope in Microsoft Word

How to Add Images to Envelopes in Microsoft Word

How to Create Address Labels in Microsoft Word from an Excel File (PC & Mac)

How to Create Address Labels in Microsoft Word from Gmail Contacts (PC & Mac)