“Of Mice and Megabytes Supplement”

ADDRESSING ENVELOPES IN MS WORD
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Though these how-to’s are specific to Microsoft Word, I’d be happy to print the same tips submitted by readers who use Wordperfect or other word processors.

ADDRESSING ENVELOPES IN MICROSOFT WORD - SCENARIO #1
Let’s say you’ve finished writing a formal letter.

  1. In the letter, highlight the recipient’s name and mailing address.
  2. Select the menu item “Tools,” then “Envelopes and Labels.”
  3. The recipient’s name and address will appear in a window in a dialogue box titled “Envelopes and Labels.” (You can also type any changes if necessary.)
  4. In this same diaIogue box, note the illustration in the lower right indicating how to feed the envelope into your printer.
  5. At the bottom of this dialogue box, also read the instructions for printing the envelope. (Some printers require the envelope be inserted and positioned prior to your clicking the “Print” button. Other printers will prompt you to insert the envelope.)
  6. Click the “Options” button to select fonts for both the addressee’s and your return address.
  7. Also located here are options to include the “Delivery Point Barcode” (these are the series of short, vertical lines printed above the delivery address), as well as the envelope size.
  8. When completed, click OK.
  9. Click “Print.”

SCENARIO #2:
In corresponding with a friend, you probably wouldn’t include the entire mailing address in the letter. In this situation start with step #2 above, then in the blank “Delivery Address” window, type the name and mailing address, then proceed with the rest of the steps.

SCENARIO #3
Start with step #2, but at step #3, click on the icon that looks like a book positioned to the right of the words, “Delivery address.” This is your address book. You can either select recipients and their addresses or, if they aren’t already listed, add new ones. One caveat: Only the business address information will be inserted as the “Delivery address.”

AN ALTERNATIVE TO SCENARIO #3
Save regularly used names and addresses in a document file called addresses. When you need to print only an envelope, highlight the addressing info you need then print the envelope.

Re-printed from the Rafu Shimpo, March 2002. Copyright©2002 Rafu Shimpo. All rights reserved.