How to Print Envelopes in Microsoft Word

Writing a formal business letter in Microsoft Word is easy, but getting that letter to the recipient requires an envelope. Trying to manually format a standard Word document to look like a #10 envelope by aggressively changing the margins and guessing where the text should go usually results in a jammed printer and wasted stationery.

Fortunately, Microsoft Word has a dedicated Envelopes tool that handles all the complex formatting and printer orientation for you automatically.

How to Format an Envelope

Before you load any blank envelopes into your printer, you should set up the digital template.

1. Open Microsoft Word. You can start with a blank document or open the letter you just wrote.
2. Click on the Mailings tab at the top of the ribbon.
3. On the far left side of the ribbon, click the Envelopes button.
4. A small dialog box will appear. In the Delivery address box, type the name and address of the person receiving the letter. (If you had an address highlighted in your document before you clicked the button, Word will automatically paste it here).
5. In the Return address box, type your own name and address.

Choosing the Right Envelope Size

By default, Word assumes you are using a standard #10 business envelope (4 1/8 x 9 1/2 inches). If you are using a different size, like a small greeting card envelope, you must tell Word before printing.

1. In the Envelopes dialog box, click the Options… button.
2. Under the Envelope Options tab, look for the “Envelope size” drop-down menu.
3. Select the size that matches the physical envelopes you bought.
4. Click OK to save the setting.

How to Feed the Printer Correctly

The most difficult part of printing an envelope is knowing how to physically place it into the printer tray. Should it be face up? Face down? Flap to the left or right?

Word actually knows the answer to this based on your specific printer drivers.

Look at the Feed section in the Envelopes dialog box. Word will display a small picture showing you exactly how to load the blank envelope into your printer tray.

Once you have loaded the envelope exactly as the picture shows, simply click the Print button. Word will send the perfectly formatted text to the printer.