How to print envelopes in Word
Quick Answer: How to Print an Envelope in Word
To print an envelope in Word: Go to Mailings tab → Click Envelopes → Enter delivery and return addresses → Select envelope size (typically #10) → Choose correct feed orientation for your printer → Click Print. Most envelope printing issues stem from incorrect paper orientation or size settings.
What You'll Need
- Microsoft Word (any recent version)
- Envelopes (standard #10 size recommended)
- Printer capable of envelope printing
- Delivery and return address information
Step-by-Step Guide to Printing Envelopes
Step 1: Access the Envelope Feature
Open Microsoft Word and navigate to the Mailings tab in the ribbon. Click on Envelopes in the Create group. This opens the Envelopes and Labels dialog box, which is your control center for envelope printing.
Step 2: Enter the Delivery Address
In the "Delivery address" field, type the recipient's complete address. Include the full name, street address, city, state, and ZIP code. Word will automatically format the address with proper spacing and alignment for professional appearance.
Step 3: Add Your Return Address
Enter your return address in the designated field. If you frequently print envelopes, you can save this information permanently by going to File > Options > Advanced and entering your address in the "General" section under "Mailing address."
Step 4: Select Envelope Size
Click the "Options" button to access size settings. The most common envelope size is #10 (4⅛" × 9½"), which is the standard business envelope size. Other popular options include #9, A2, and DL sizes. Select the size that matches your physical envelopes.
Step 5: Configure Feed Orientation
In the Options dialog, check the "Feed" section. The correct orientation depends on your printer brand and model. Most printers require envelopes to be fed face-up with the flap on the left side, but some require face-down feeding.
Envelope Feed Orientation by Printer Brand
Different printer manufacturers require specific envelope feeding methods:
HP Printers: Feed envelopes face-down with the flap on the right side. Use the rear feed tray for best results and adjust the paper guides snugly against the envelope edges.
Canon Printers: Insert envelopes face-up with the flap positioned on the left side. Most Canon models have envelope guides in the paper tray that should be adjusted to fit securely.
Epson Printers: Feed face-up with the flap facing away from you. Many Epson printers have a specific envelope setting in their driver software that optimizes print quality.
Brother Printers: Typically require face-down feeding with the flap on the left. Use the manual feed slot rather than the main paper tray when available.
Pro Tip
Always check your printer manual or manufacturer's website for specific envelope feeding instructions. Test with one envelope before printing multiple copies to avoid waste.
Saving Return Address for Future Use
To permanently save your return address in Word:
1. Go to File > Options
2. Select Advanced from the left panel
3. Scroll down to the General section
4. Enter your complete address in the "Mailing address" field
5. Click OK to save
Once saved, this address will automatically appear in the return address field whenever you create new envelopes, saving time and ensuring consistency across all your mailings.
Mail Merge for Multiple Envelopes
When printing multiple envelopes with different addresses, use Word's Mail Merge feature:
In the Envelopes dialog box, click "Add to Document" instead of Print. This creates an envelope template in your document. Then use the Mailings tab to start a mail merge, selecting "Envelopes" as your document type and connecting to your address list (Excel spreadsheet, Outlook contacts, or other data source).
Insert merge fields for recipient names and addresses, then complete the merge to generate individual envelopes for each contact in your list. This method is perfect for invitations, holiday cards, or business correspondence.
Troubleshooting Common Envelope Printing Problems
Envelope Jams: Usually caused by incorrect feeding orientation or worn printer rollers. Ensure envelopes are flat and unwrinkled before feeding. Clean your printer's paper path monthly to prevent buildup that can cause jams.
Crooked Printing: Adjust your printer's paper guides to fit snugly against the envelope without being too tight. Bent or warped envelopes should be replaced as they rarely feed straight.
Ink Smearing: Allow extra drying time for envelope printing, especially on glossy or coated envelope surfaces. Reduce print quality to "Draft" mode if smearing persists.
Wrong Size Detection: Manually select the correct envelope size in both Word's envelope settings and your printer's driver settings. Don't rely on automatic size detection for envelopes.
Prevention Tip
Store envelopes flat in a dry location to prevent curling and feeding problems. Humidity can cause envelopes to stick together or curl, leading to jams and printing errors.