How Can I Print Envelopes from Word?

Printing envelopes directly from Microsoft Word can streamline your mailing process, whether for personal correspondence or business needs. However, users sometimes encounter issues where addresses don’t print correctly on envelopes, even when they appear correctly on the screen preview in Word. This guide will walk you through the steps to successfully print envelopes from Word and troubleshoot common problems you might face.

Step-by-Step Guide to Printing Envelopes in Word

Word provides a dedicated feature for creating and printing envelopes, simplifying the process. Here’s how to use it:

Using the Mailings Tab

Open Microsoft Word: Launch Word and open a new document or an existing document if you’re sending a letter.
Go to the Mailings Tab: In the Word ribbon, click on the “Mailings” tab.
Select Envelopes: In the “Create” group, click on “Envelopes.” This will open the “Envelopes and Labels” dialog box.
Enter Delivery and Return Addresses:
- In the “Delivery address” box, type the recipient’s address.
- If you want to include a return address, type it in the “Return address” box. You can check the “Omit” box if you don’t want a return address.
Adjust Envelope Size and Feed Options:
- Click on “Options…” in the “Envelopes and Labels” dialog box.
- In the “Envelope Options” tab, select the appropriate envelope size from the “Envelope size” dropdown menu. Standard sizes like “Size 10” are commonly used.
- Go to the “Printing Options” tab to configure how the envelope feeds into your printer. Word usually detects the correct feed method, but you can adjust it based on your printer model and envelope orientation.
Preview and Print:
- Click “OK” to close the “Envelope Options” dialog box.
- Back in the “Envelopes and Labels” dialog box, click “Print” to send the envelope directly to your printer.
- Alternatively, click “Add to Document” to insert the envelope as a page in your Word document, which allows you to save it or make further adjustments before printing.

Adjusting Printer Settings

Sometimes, the issue isn’t with Word itself but with the printer settings. Ensure your printer is correctly configured to handle envelopes:

Access Printer Settings: Go to your computer’s settings and find the “Printers & scanners” section (on Windows) or “Print & Scanners” in “System Preferences” (on macOS).
Select Your Printer: Choose the printer you are using from the list of available printers.
Check Paper Handling: Look for settings related to paper handling or media type. Ensure that “Envelope” is selected as the paper type if available.
Verify Envelope Size: Confirm that the printer settings match the envelope size you selected in Word.

Troubleshooting Common Envelope Printing Issues

If you are still experiencing problems, here are some common issues and solutions:

Address Not Appearing on Printed Envelope

If the address shows correctly in the Word preview but doesn’t print on the envelope, the problem might be related to the printer driver or the printing system.

Restart Printer and Computer: A simple restart can often resolve temporary glitches. Turn off your printer, wait a few seconds, turn it back on, and then restart your computer.
Update Printer Driver: Outdated or corrupted printer drivers can cause printing problems. Visit your printer manufacturer’s website to download and install the latest driver for your printer model and operating system.
Reset Printing System (macOS): On macOS, resetting the printing system can resolve driver-related issues.
1. Go to “System Preferences” > “Printers & Scanners.”
2. Right-click (or Control-click) in the printers list sidebar and select “Reset printing system…”.
3. Confirm the reset and re-add your printer.
Check Printer Connection: Ensure your printer is properly connected to your computer, whether via USB cable or Wi-Fi network.

Envelope Size and Format Issues

Incorrect envelope size settings in Word or the printer can lead to misaligned or improperly printed addresses.

Double-Check Envelope Size in Word: Verify that you have selected the correct envelope size in the “Envelope Options” in Word, matching the physical envelopes you are using.
Ensure Correct Paper Size in Printer Settings: Make sure the paper size setting in your printer driver also corresponds to the envelope size.

Printer Driver Problems

As mentioned earlier, printer driver issues are a common cause of printing problems.

Reinstall Printer Driver: Uninstall your current printer driver and then reinstall the latest version from the manufacturer’s website. This can fix corrupted driver files.
Try a Different Printer Driver (if available): Some printers offer alternative drivers (like PCL or PostScript drivers). Trying a different driver might resolve compatibility issues.

By following these steps and troubleshooting tips, you should be able to successfully print envelopes from Word. Ensuring correct settings in both Word and your printer, along with maintaining an updated printer driver, are key to a smooth envelope printing experience.