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Fast And Efficient Envelope Addressing Using MS Word

Tuesday, November 16th, 2004 by | Filed Under: MS Word

Fast And Efficient Envelope Addressing Using MS Word

You just finished a letter. It’s beautifully written, printed, and ready to go. Now all you need is an envelope.

For this next step I’m sure most of us are aware of the nifty little function in the Tools menu of MS Word that allows you to go in and address envelopes for printing.

You go to Tools menu, Envelopes and Labels choice (in the newest versions of Word you’ll find this choice in the Letters and Mailings submenu).

On the Envelopes tab you type in your return address at the bottom and the delivery address at the top.

Works great—envelopes look awesome and professional.

But, could there be a faster, more efficient way?

Of course.

Since there are two pieces of information involved in printing envelopes (return address & delivery address) we need to cover the best way for both.

Let’s begin with the return address:

You could choose to type your return address into the envelopes tab every time you print an envelope – OR – you could choose to store the information in MS Word’s User Information section. (It will then automatically insert the address for you when you open the Envelopes and Labels window.)

Hmmm… let’s see, type it once or every time I write a letter? Tough choice, wouldn’t want to be in your shoes!

So, assuming that you’re going for the “type it once” option, you’ll need to go to the Tools menu, Options choice.

Next you’ll need to click to the User Information tab.


In the Mailing Address box at the bottom you’ll need to type in your address (or the address you’d like to have printed as the return address on your envelopes). Notice that in order to have a name with the return address you’ll have to type that here as well. I’d also like to add that this information can be edited with each envelope you print in the Envelopes and Labels window so it’s not exactly written in stone. It’s just a way to save time with your most frequently used information.

Once you’ve got the address set, click OK.

Now when you open the Envelopes and Labels window, the address will be in the Return Address box exactly as you typed it.

That’s one item streamlined, one to go.

The delivery address obviously changes from letter to letter so setting an address somewhere just won’t do the trick.

But, there is a faster way…

In all likelihood, you’ve already typed the delivery address in the letter, right?

Yes? Good.

Now highlight the address.

With the delivery address highlighted, go to the Tools menu, Envelopes and Labels choice. (Again, in the newest versions of Word you’ll find this choice in the Letters and Mailings submenu).

Take a look on the Envelopes tab now.


See that the delivery address is already filled in?

Now you’re ready to select your envelope size and print. (Each printer handles envelopes in its own way. You’ll need to consult your printer information on how to load envelopes properly.)

And there you have it—quick and easy envelopes.

~ April

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