Around busy holiday seasons—such as Christmas—I often see people needing to send out their gorgeous Christmas cards. Instead of writing all of the addresses out, I recommend doing a simple and effective mail merge using Microsoft Word. I am going to show you 6 easy steps you can do to create envelopes! 

FUN FACT: The same steps apply to if you want to create a letter, too!

STEP 1: CREATE EXCEL FILE

Using Microsoft Excel, create and save your address recipient list with the headings below:

  • First Name
  • Last Name
  • Address
  • City State ZIP

These headings are how the merge will be setup in the Mailings tab in Microsoft Word. Exit out of the Excel file after saving.

STEP 2: START MERGE

Launch Microsoft Word and navigate to the Mailings tab. Click on Start Merge. This is where you will select the type of mail merge you want to start creating. For this tutorial, I selected Envelopes.

STEP 3: USING YOUR RECIPIENT LIST

Select your recipient list using the dropdown. Select Use An Existing List. A new pop-up window will open asking if you want to open the entire excel file (which you do), click Yes/Ok.

STEP 4: INSERT MERGE FIELDS

This is where the “meat and potatoes” of the merge take place. Still under the Mailings tab, click Insert Merge Field, which will display a dropdown of the heading tabs you created in your excel file from step 1.

Merge Fields from Excel does not include spaces so everywhere you need a space, or a comma, you’ll need to insert them. Envelope example:

<FIRST NAME> <LAST NAME>

I prefer my address lines centered, which can easily be achieved by going to the Home tab. You can also change the font, font size, and placement by dragging the text box to the center of the screen.

STEP 5: PREVIEW YOUR LIST

To preview your list, click Preview Results. By using this tool, you can easily navigate throughout your entire excel list using the arrow keys or typing in the row number they are on in your excel file. 

STEP 6: EDIT DOCUMENTS, SAVE, AND PRINT

By this point, you should have the steps below completed and are ready to print your documents. Click Finish and Mergeon the mailings tab. A dropdown will appear, click Edit Individual Documents. 

First, you will need to save this file just to keep it on your records in-case you need to go back to it in the future. Now you should have your entire list ready to go. 

YAY! – Now, you are ready to print your envelopes.

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