How to Print Envelopes in Word for Mac

Edited 3 weeks ago by ExtremeHow Editorial Team

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Printing envelopes using Word for Mac can save you a lot of time and effort, especially if you are writing multiple envelopes for an event or business correspondence. The process is simple once you understand the steps, which we will explain in detail in this guide. The purpose of this guide is to provide a complete, step-by-step approach that you can refer to whenever needed.

Introduction to printing envelopes

Microsoft Word for Mac includes a feature dedicated to creating envelopes and printing them with ease. This feature allows you to configure various settings such as envelope size, font, and layout before printing. The convenience offered by this feature is a must for those who frequently deal with mail-outs. With Word, you can also customize envelopes with your logo or graphics if needed, although this guide will mainly focus on the basics of printing generic addressed envelopes.

Setting up your document

The first step in printing envelopes using Word for Mac involves setting up your document correctly. Make sure you have all the necessary information, such as the recipient's address and return address, before you proceed. Here are the steps to set up your document:

1. Launch Microsoft Word on your Mac. You can find Word in your Applications folder or by using Spotlight (press Command+Space, type “Microsoft Word”, and press Enter).
2. Once Word opens, go to the top menu bar and click on Tools.
3. From the drop-down menu that appears, select Envelopes. This will open the Envelopes dialog box.

Configuring envelope options

In the Envelope dialog box, you can set the desired look and size of the envelope. Ensuring that you choose the right configuration is important for a smooth printing process. Follow these steps:

1. In the Envelope dialog, you'll see text boxes for entering a delivery address and a return address. Enter the recipient's address in the Delivery Address box and your address in the Return Address box.
2. Click the Options button. This will bring up settings that allow you to change the envelope size and font style.
3. In the Envelope Options tab, select the envelope size you are using from the list. It is important to select the size closest to your physical envelope to ensure proper alignment and printing.
4. If you want to customize how the text appears, click the Font button under both the Delivery Address and Return Address sections to choose the font style, size, and color you want. Make sure you choose a font that is easy to read and sized to fit your envelope.
5. Once you have configured all the necessary options, click OK to save your settings.

Insert graphics or logos (optional)

If your envelopes require a custom logo or graphic, you can add these to your envelope setup. Here's how:

1. Before printing, you can open a new Word document to work on your envelope layout.
2. Go to the Insert tab in the menu bar and select Picture, then go to the location where your logo or graphic is saved.
3. Insert the image into your document and use the text-wrapping options to place it in the appropriate place. You can also resize it as needed.
4. Once you're satisfied with the image, copy the image.
5. Return to the Envelope dialog box and paste the image in the desired location. This step may require some trial and error to ensure that your logo is properly aligned.

Printing a test page

Before printing on your actual envelopes, it's wise to do a test print on a blank piece of paper. This step will help you verify that all settings, including text alignment and any graphics, are positioned correctly. Here's what you need to do:

1. Place a regular piece of printer paper in the paper tray.
2. In the Envelope dialog box, confirm that all settings are to your liking.
3. Click the Add to Document button. This will insert your envelope setup onto the current document page.
4. Go to File > Print or press Command+P on your keyboard to bring up the Print dialog.
5. Make sure your print settings are correct (check the selected printer and the paper size set in the printer options must match 'Envelope'). This setting may vary depending on the features of your printer.
6. Click Print to make a test print on plain paper. Once printed, you can hold the paper up to a light source and place it on a real envelope to see if everything is aligned correctly.

Troubleshooting alignment and content

If the alignment or content on your test print is not satisfactory, it may need to be adjusted. Here's how you can solve common problems:

• Alignment problems: If the text is misaligned, try adjusting the Position setting in the Envelope Options box. Sometimes a slight change can solve problems.
• Text size or font issues: If the text is too large or small, revisit the Font options in the Envelope options, and adjust accordingly.
• Color issues: If you're printing colored text or logos, make sure your printer settings are set to color, and verify that your cartridges have enough ink.

Printing on envelopes

Once your test print is aligned correctly, and you're satisfied with the results, you can begin printing on your actual envelopes. Here are the steps:

1. Load the envelopes into your printer's designated tray. Make sure they are aligned correctly according to your printer's guidelines for envelope printing, usually with the flap edge down and the face up.
2. Go to File > Print, or press Command+P on your keyboard.
3. In the Print dialog box, make sure the correct printer is selected and that your print settings still correspond to envelopes based on your setup in Word.
4. Double-check that the envelope size is configured correctly in the print settings.
5. When everything is set up, click Print to begin printing your envelopes.

Troubleshooting common problems

Despite setting up your envelopes carefully, you may encounter some common problems. Here are some problems and how to solve them:

• Paper jams: If your envelopes jam, make sure they are loaded properly and not overstuffed. Sometimes adjusting the tension of the paper guides in the feed tray can help.
• Misalignment: If text consistently appears crooked, make sure your printer drivers are up to date and double-check your printer settings.
• Ink blotting: Allow printed envelopes to dry before handling them. If blotting persists, check your printer's ink settings; sometimes selecting a lower quality or plain-paper mode helps.
• Envelopes are not feeding: Check the printer settings and the alignment of the envelope. Sometimes bending the flaps slightly can provide a better grip for the printer feed rollers.

Final thoughts

Printing envelopes using Word for Mac can greatly improve your productivity and the professionalism of your correspondence. Once you are familiar with the process, it is quick and easy to set up and print high-quality envelopes with any necessary customizations. By following the detailed instructions outlined in this guide, you should be able to achieve optimal results when printing envelopes for any occasion.

Remember that practice makes perfect. The more familiar you are with your printer's capabilities and the intricacies of Word's envelope settings, the more efficient your future printing processes will be. Keep this guide handy to review whenever you need a refresher or encounter a problem. Careful preparation, patience, and attention to detail can lead to consistent results.

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