Word - Print envelopes with mail merge Tutorial
In this video, you will learn how to print envelopes with mail merge using Microsoft 365. The video covers the steps to create and customize envelopes, including selecting the size, adjusting the layout, and setting up the printing options.
It also demonstrates how to add recipients and addresses, preview the results, and add a return address.
This tutorial will help you efficiently print envelopes for your mail merge tasks.
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Objectifs :
This document aims to provide a comprehensive guide on how to create mail merge envelopes using Microsoft Word, detailing each step involved in the process, from setting up the document to printing the envelopes.
Chapitres :
-
Introduction to Mail Merge Envelopes
Mail merge envelopes allow users to efficiently create personalized envelopes for mass mailing. This guide will walk you through the steps to create envelopes that match your email messages or letters. -
Starting the Mail Merge Process
To begin, close the current document and ensure it is saved. Then, navigate to 'File', select 'New', and open a blank document. On the 'Mailings' tab, click 'Start Mail Merge' and choose 'Envelopes'. -
Setting Envelope Options
You will first need to select the envelope size. Choose from standard sizes or enter a custom size. A preview of the envelope will be displayed. Adjust the layout for the return and delivery addresses as needed, and click 'Font' to change font formatting. For this guide, we will use the default settings. -
Configuring Printing Options
Next, click on the 'Printing Options' tab. This section provides instructions on how to feed envelopes into your printer. For instance, some printers require the envelope to be placed against the top and right edges of the printer tray, facedown and rotated clockwise. It is advisable to print a test envelope before proceeding with the final mail merge. If the test print does not come out correctly, you can adjust the settings or press 'Reset' to revert to the recommended feed method for your printer. -
Adding Recipients
Now, it's time to add the recipients. Click 'Use an Existing List', locate your recipient list, and click 'Open'. If you need to make changes to the list, you can click 'Edit Recipient List', but for this guide, we will leave it unchanged. -
Inserting Address Blocks
To add addresses, click in the area designated for the delivery address. Select the paragraph that Word has placed for the address block. You can view paragraph marks by going to the 'Home' tab and clicking 'Show/Hide Paragraph Marks'. Click 'Address Block' to set it up similarly to previous instructions. Choose a less formal name format, uncheck 'Insert Company Name', and select 'Never Include the Country or Region in the Address'. Uncheck 'Format Address According to the Destination Country or Region' and click 'OK'. -
Previewing and Saving the Envelope
Click 'Preview Results' to review the names. Next, add a return address in the paragraph that Word has added in the upper left corner. Save the envelope by selecting a location and typing a name. Since this envelope is for a specific letter, save it in the same folder with the same name, appending 'envelope' to the end for easy identification. -
Finishing the Mail Merge
Finally, click 'Finish & Merge' and select 'Print Document'. Load your envelopes into the printer and click 'OK'. If you are using a new printer, it is wise to print one envelope first as a test by selecting 'Current Record'. If everything prints correctly, you can then select 'All' and click 'OK'. -
Conclusion and Further Learning
You now have the essential knowledge to perform basic mail merge tasks. However, there is much more to explore, such as adding rules, custom fields, and working with Excel spreadsheets. For further learning, please refer to the links provided in the course summary.
FAQ :
What is mail merge and how is it used?
Mail merge is a process used to create personalized documents, such as letters or envelopes, by combining a template with a recipient list. It is commonly used for sending bulk mailings efficiently.
How do I set up envelope options in Word?
To set up envelope options in Word, go to the Mailings tab, click on Start Mail Merge, and select Envelopes. From there, you can choose the size, layout, and font formatting for your envelopes.
What should I do if my envelope doesn't print correctly?
If your envelope doesn't print correctly, check the Printing Options tab to ensure the envelope is fed into the printer correctly. You can also print a test envelope to troubleshoot any issues.
Can I edit my recipient list during the mail merge process?
Yes, you can edit your recipient list during the mail merge process by clicking on Edit Recipient List after selecting your existing list.
What is the purpose of the Preview Results feature?
The Preview Results feature allows you to see how the merged documents will appear with the actual recipient data before you finalize and print them.
How can I save my envelope after creating it?
To save your envelope, click on File, then Save, choose a location, and type a name for the envelope. It's helpful to append 'envelope' to the name for easy identification later.
Quelques cas d'usages :
Sending Invitations for an Event
Use mail merge to create and print envelopes for invitations to a corporate event. By merging a list of attendees with a template, you can efficiently send personalized invitations, ensuring each guest receives their own envelope.
Mailing Newsletters to Clients
A marketing team can utilize mail merge to send out monthly newsletters to clients. By preparing a recipient list and using a standard newsletter template, they can quickly print and mail personalized newsletters, improving client engagement.
Creating Personalized Thank You Letters
After a fundraising event, a nonprofit organization can use mail merge to send personalized thank you letters to donors. This process allows them to efficiently acknowledge each donor's contribution with a tailored message.
Automating Holiday Cards for Employees
An HR department can automate the process of sending holiday cards to employees using mail merge. By merging a list of employee names and addresses with a festive card template, they can ensure everyone receives a personalized greeting.
Streamlining Customer Follow-Up
A sales team can streamline their follow-up process by using mail merge to send personalized follow-up letters to potential clients. This approach allows them to maintain a professional image while efficiently reaching out to multiple leads.
Glossaire :
Mail Merge
A process that allows users to create multiple documents (like letters or envelopes) from a single template by merging it with a data source, such as a list of recipients.
Envelope Options
Settings that allow users to select the size and layout of envelopes for printing, including the arrangement of return and delivery addresses.
Address Block
A placeholder in a document that is replaced with the actual address information from the recipient list during the mail merge process.
Printing Options
Settings that specify how to feed envelopes into a printer, including orientation and placement within the printer tray.
Recipient List
A collection of names and addresses that are used in a mail merge to personalize each document for different recipients.
Preview Results
A feature that allows users to view how the merged documents will look with the actual data filled in before finalizing the print.
Paragraph Marks
Symbols that indicate the end of a paragraph in a document, which can be shown or hidden to help users see formatting.
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