Printing envelopes might seem straightforward, but getting them to feed correctly through your printer and ensuring the addresses are aligned can sometimes be tricky. This guide will walk you through the process of printing envelopes effectively, focusing on achieving professional results whether you’re using a Canon printer, or another brand, and Microsoft Word.
Understanding Your Printer and Envelopes
Before you start, it’s important to consider a few key aspects to ensure a smooth printing process.
Check Printer Compatibility
Most modern printers can handle envelopes, but it’s always best to check your printer’s specifications. Look for information about supported paper types and sizes. This information is usually found in your printer’s manual or on the manufacturer’s website. Knowing your printer’s capabilities will help you avoid paper jams and misprints.
Envelope Types and Sizes
Standard envelope sizes like #10 are commonly supported. However, if you’re using a less common size or a thicker, more rigid envelope, you’ll want to ensure your printer can manage it. Using the correct settings for your specific envelope type is crucial for proper printing.
Setting Up Your Printer for Envelopes
The first step in printing envelopes is configuring your printer settings correctly. Here’s how to do it, particularly if you are using a Canon printer, but the general principles apply to most brands.
Accessing Printer Properties
Whether you’re using Windows or macOS, you’ll need to access your printer properties. This is usually done through the print dialog box when you’re about to print a document. Find the “Properties” or “Preferences” button in the print dialog to open up the printer settings.
Selecting Envelope Settings
Once in the printer properties, look for settings related to paper type and size.
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Paper Type: Ideally, you should find an option specifically for “Envelopes.” Selecting this tells your printer to handle the paper differently, often adjusting the print speed and roller pressure to accommodate thicker media.
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Orientation and Size: Set the orientation to “Landscape” and the “Output Size” to your envelope size, for example, “Envelope No. 10”. “Landscape” orientation is typically required for envelope printing to ensure the address prints correctly relative to the envelope’s longer side.
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If “Envelopes” Isn’t Available: If you don’t see a specific “Envelopes” option under paper type, don’t worry. You can often achieve successful printing by selecting “Landscape” for orientation and the correct “Envelope No. 10” (or your specific size) for output size.
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Creating a Custom Envelope Profile: For frequent envelope printing, consider creating a custom profile. In your printer properties, there might be an “Add” or “Save As” button, often found when adjusting paper type settings. You can save your current settings (Landscape, Envelope No. 10, etc.) as a new profile named “Envelopes.” This makes it quicker to select the correct settings next time.
Preparing Your Envelope in Microsoft Word
Microsoft Word has a built-in feature to simplify envelope creation and printing.
Using the Mailings Tab and Envelopes Wizard
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Open Microsoft Word: Start with a new blank document.
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Go to Mailings: Click on the “Mailings” tab in the Word ribbon.
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Select Envelopes: In the “Create” group, click on the “Envelopes” option. This opens the “Envelopes and Labels” dialog box.
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Enter Addresses: In the “Envelopes and Labels” dialog, you’ll see fields for the delivery address and return address. Type in the recipient’s address in the “Delivery address” box and your return address in the “Return address” box. You can choose to omit the return address if you prefer.
Customizing Envelope Size and Addresses
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Options Menu: In the “Envelopes and Labels” dialog, click on the “Options” button. This opens the “Envelope Options” dialog where you can customize the envelope size, font styles for addresses, and printing options.
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Envelope Size: Select the correct envelope size from the “Envelope size” dropdown menu. If your size isn’t listed, you can enter custom dimensions.
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Font and Address Positioning: Under the “Envelope Options” tab, you can also adjust the font, size, and position of both the delivery and return addresses using the “Delivery address options” and “Return address options” sections. This allows you to fine-tune the appearance of your printed envelope.
Previewing and Adjusting Print Options
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Printing Options Tab: In the “Envelope Options” dialog, switch to the “Printing Options” tab. Here, you can confirm the feed method for your envelopes based on your specific printer.
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Feed Method: The “Feed method” section visually shows how the envelope will be fed into the printer. This is crucial for ensuring the print is correctly positioned on the envelope. The correct feed method depends on your printer model. For a Canon MF264DW, the envelope is fed “Face up” in the multi-purpose tray. Word usually tries to detect your printer and suggest a feed method, but it’s always good to double-check this against your printer manual or by experimenting.
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Tray Selection: You can also choose the paper tray from which to feed the envelope. Often, for manual envelope feeding, you’ll use the multi-purpose tray or manual feed slot if your printer has one. On the Canon MF264DW, it defaults to “Auto” which utilizes the multi-purpose tray. You can manually select a specific tray if needed.
Loading Envelopes into Your Printer
Once your settings are configured in both your printer properties and Word, it’s time to load the envelopes into your printer.
Tray Selection
Decide whether you’re using the main paper tray (if it supports envelopes) or the multi-purpose tray. The multi-purpose tray is often easier for envelopes as it generally provides a straighter paper path, reducing the chance of jams.
Envelope Orientation
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Canon MF264DW Example: For the Canon MF264DW and many similar printers, load the envelope right side up in the center of the multi-function tray. The opening of the envelope should typically be to the left. Align the bottom edge of the envelope to the appropriate paper size marking on the tray, such as A6 as indicated for the Canon MF264DW.
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General Orientation: Always refer to your printer’s manual for the correct envelope loading orientation. Some printers require envelopes to be face down, or with the flap to the right. Incorrect loading is a common cause of print errors and jams.
Printing and Troubleshooting
Test Print
Before printing a batch of envelopes, always do a test print on a plain envelope or a piece of paper cut to envelope size. This helps you verify that your settings are correct and the addresses are positioned as expected.
Common Issues and Solutions
- Paper Jams: If envelopes jam, ensure you are using the correct paper type setting and that the envelope isn’t too thick or damaged. Check that the paper guides in your tray are correctly adjusted and not too tight.
- Misaligned Printing: If the address is printing off-center or too high/low, revisit your print settings in Word and your printer properties. Double-check the envelope size and feed method settings. You might need to slightly adjust the address positions in Word’s “Envelope Options.”
- Ink Smearing: If the ink is smearing, especially on glossy envelopes, ensure you have selected the correct paper type setting (“Envelopes” or a similar media setting). You might also need to use envelopes designed for inkjet or laser printers, depending on your printer type.
Conclusion
Printing envelopes at home or in the office can be efficient once you understand the process. By correctly setting up your printer properties, utilizing Microsoft Word’s envelope features, and carefully loading your envelopes, you can achieve professional-looking printed envelopes every time. Remember to always test print and consult your printer manual for model-specific instructions. With a little practice, you’ll be printing envelopes like a pro.
