Tag Archive for printing envelopes

Envelopes and Labels

I’ve been receiving a lot of question about printing address labels and envelopes using a contact list or address book. So I’ll be starting a series of articles today on various printing methods relative to the questions I’ve received.

One of the simplest methods for maintaining an address book or contact list is with Microsoft Word.  The two most commonly found versions today are Word 2003 and Word 2007, though some people are still using Word XP (2002).  Word XP (2002) and 2003 are very similar to one another and their preceding versions, but Word 2007 is very different, and will most likely “put off” anyone familiar with the older versions. If you’d rather stay with the familiar, plenty of used and new copies of Word 2003 can be found online through Amazon or eBay.

Simple Contact Management with Word 2003

There are several methods you can use for storing addresses in Microsoft Word. The easiest method works best if you only print one address label or envelope at a time.

To store your contact information just type a list of addresses as you would if you were addressing an envelope. Place the first and last name on one line, the street address on the next line, and the city, state, and postal code on the thrid line.  Additional information such as phone numbers and email addresses can be entered beneath that.

Skip a line between each individual person or business on your list.

Some may ask, “How do I sort this list?” Well, there’s no easy way to do that with this method, you have to do your sorting by hand, either by cutting and pasting to rearrange items, or by dragging and dropping.

The easiest way to make your way around a long list of names is to use CTRL +F on the keyboard, or select “Find” on the “Edit” menu. Then you can type a name or some piece of information that you’d like to find.

Printing Single Labels or Envelopes

This contact list is very easy to use when printing single address labels or envelopes. All you have to do is highlight a name and address in the list. Then click Tools > Letters and Mailings > Envelopes and Labels.

  • If you’re printing a single address label, click the Labels tab, then click the “Single label” option. If you’re reusing a sheet of labels, specify the “column” and “row” for the label to be printed on. You can use the “Options” button to specify which label product and size you are printing on.
  • If you’re printing an envelope, click the “Envelopes” tab, fill in a “Return Address” if you wish, and specify the envelope size with the “Options” button.

Envelopes and Labels Tool

Envelopes and Labels Tool

Come back tomorrow for more methods on managing address lists and printing envelopes and labels. We’ll be working our way up to mail merges for mass mailings, and I’ll show you some other printing tools and software packages along the way.


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Setting Up Envelopes with Word 2007

Gary from Bayshore, Long Island writes in:

I upgraded to Microsoft Word 2007 last month, and the new design has confused me. All the menus have changed, and now I can’t find page setup to create an envelope. Help! Are you familiar with Word 2007?

Word 2007 icon
Word 2007 icon

Thanks for writing, Gary. I’ve had Word 2007 since March 2007, just three months after its retail release in January 2007, and I know what you mean about the “new look”. I was confused, too, and I actually hated it for a couple of months, but I eventually caught on.

The new design of the Office 2007 products (Word, Excel, Access, Publisher, Outlook, etc.) was intended to reveal useful features that were “buried” in previous versions. The toolbars are replaced with “the ribbon”. The “menus” are replaced by “tabs”.  As you click the labeled tabs, the ribbon buttons change. So a task that may have required 4 or 5 clicks to get to, can now be accessed in 1 or 2 clicks.

As for your question on setting up envelopes. Just as before there are two ways to setup an envelope. You can use either the “Envelopes tool” which is useful for printing a single envelope. Or you can use “Page Setup” which is useful for printing more than one envelope. I’m with you, Gary, I prefer using Page Setup, too, even though it can be a bit more complicated, but once you know how to do it, it’s easy enough.

The page setup routine of prior versions has changed in Word 2007, but it’s so much easier once you figure it out.  Here’s what to do:

  1. Start Word 2007 (of course).
  2. Click the “Page Layout” tab. On the ribbon:
    1. Click “Size” and “Envelope 10” (or another size if needed)
    2. Click “Orientation”, then “Landscape”
    3. Click “Margins”, then “Narrow”
  3. Click the “View” tab. On the ribbon click “Print Layout” and “One Page”.
Click to enlarge
Word 2007 & envelope

And that’s it!  You should be able to type up your envelope from there in the usual way.

Once you setup your envelope, you can save it for later use, and you can quickly print it out by using the combination CTRL + P on your keyboard.

Thanks again for your question, Gary.

If anyone has a question, please email them to me using the Contact link, or, if it relates to today’s question, please use the Comment and Question link below. I’m looking forward to answering your questions.