How to Print on an Envelope Using Microsoft Word: A Step-by-Step Guide

Printing envelopes using Microsoft Word is a handy feature that lets you address envelopes quickly and professionally right from your computer. After setting up the document, you can print directly onto an envelope of your choice. It’s faster than handwriting and gives a clean, typed look that’s perfect for business or formal correspondence.

After you’ve successfully printed your envelope, it can be mailed out to the recipient with a professional and polished appearance.


In today’s fast-paced world, efficiency is key. Whether you’re a small business owner sending out invoices, a job seeker mailing out resumes, or just someone who likes to add a personal touch to their correspondence, printing envelopes using Microsoft Word can save you time and improve the presentation of your mail. With this skill, you can say goodbye to hand-addressing envelopes, which can be time-consuming and sometimes difficult to read.

Microsoft Word is not just for typing up documents; it’s a versatile tool that, believe it or not, can also handle your envelope printing needs. The process is fairly straightforward, but there are some tips and tricks that can make it even easier and help ensure your envelopes come out looking great every time. This skill is relevant to virtually anyone who sends mail, from professional settings to personal use. Plus, it adds a touch of class to your letters that recipients will surely appreciate.

Step by Step Tutorial: Printing on an Envelope Using Microsoft Word

Before we dive into the steps, it’s important to understand what we’re aiming to achieve. By following these steps, you’ll be able to set up a document in Microsoft Word specifically formatted for printing onto an envelope. This will include setting the correct size, positioning the address properly, and selecting your printing options.

Step 1: Open Microsoft Word and Start a New Document

Begin by opening Microsoft Word and starting a new blank document.

When you open Microsoft Word, you’ll usually be greeted with a selection of templates. For printing on an envelope, start with a blank document as it gives you a clean slate to work with.

Step 2: Go to the Mailings Tab

Navigate to the Mailings tab on the ribbon at the top of the Word window.

The Mailings tab is where all the mailing-related functions are found, including envelope and label printing.

Step 3: Click on Envelopes

In the Mailings tab, click on the ‘Envelopes’ button to open the Envelopes and Labels dialog box.

This is where you’ll enter the delivery and return addresses and adjust your envelope settings.

Step 4: Enter the Recipient’s Address

In the Delivery Address box, type the recipient’s address as you would like it to appear on the envelope.

Make sure to include all the necessary information, such as the recipient’s name, street address, city, state, and ZIP code.

Step 5: Enter the Return Address

In the Return Address box, type your own address.

If you’re using pre-printed envelopes with your return address, you can leave this box blank.

Step 6: Adjust the Feed Method

If necessary, adjust the feed method to match how your printer accepts envelopes.

This step ensures that the envelope will be printed correctly and not come out of the printer upside down or backwards.

Step 7: Select the Correct Envelope Size

Click on the ‘Options’ button and select the appropriate size for your envelope from the Envelope size drop-down menu.

It’s important to choose the right size so the addresses fit properly on the envelope and it prints correctly.

Step 8: Print a Test Envelope

Before printing on your actual envelope, do a test print on a piece of paper to check the alignment.

This step could save you from wasting envelopes if the alignment is off.

Step 9: Load the Envelope into Your Printer

Place the envelope into your printer’s feed tray according to the feed method you selected earlier.

Be sure to orient the envelope correctly based on your printer’s requirements.

Step 10: Print the Envelope

Finally, click the ‘Print’ button to print the envelope.

After clicking print, your printer will do the work, and you’ll have a professionally addressed envelope ready for mailing.


Professional AppearancePrinting on an envelope gives your correspondence a professional look that handwriting simply can’t match.
Time-EfficiencyIt’s much faster to print an address than to write it by hand, especially if you’re sending out a large number of envelopes.
CustomizationYou can use different fonts and sizes to customize the look of your addresses, adding a personal or branded touch.


Printer IssuesSometimes printers can be finicky with envelopes, leading to jams or misprints.
Limited Envelope SizesNot all envelope sizes may be supported by your printer or Microsoft Word’s settings.
Ink UsagePrinting uses up printer ink, which can be costly over time, especially if you’re printing in color.

Additional Information

Printing on an envelope using Microsoft Word is a fantastic skill to have, but it’s not without its quirks. Make sure your printer has enough ink before starting, as running out halfway through can lead to incomplete prints. You might also want to consider the type of envelope you’re using; some with glossy finishes may not hold ink as well and could result in smudging. It’s also a good idea to keep a few extra envelopes on hand in case of misprints or alignment issues.

Remember, practice makes perfect. Don’t be discouraged if your first few attempts aren’t perfect. Adjusting printer settings and getting the hang of how your specific printer feeds envelopes takes a little trial and error. Once you’ve got it down, though, you’ll be whipping out professionally printed envelopes in no time!


  1. Open Microsoft Word and start a new blank document.
  2. Navigate to the Mailings tab.
  3. Click on the ‘Envelopes’ button.
  4. Enter the recipient’s address in the Delivery Address box.
  5. Enter the return address in the Return Address box.
  6. Adjust the feed method if necessary.
  7. Select the correct envelope size.
  8. Print a test envelope to check the alignment.
  9. Load the envelope into your printer.
  10. Click ‘Print’ to print the envelope.

Frequently Asked Questions

Can I save the envelope template for future use?

Yes, you can save your document as a template to reuse for future envelope printing.

What should I do if my envelope jams in the printer?

Carefully remove the jammed envelope, check for any remaining pieces, and try printing again with a new envelope.

Can I print on different sized envelopes?

Yes, as long as your printer supports the size and you correctly adjust the settings in Microsoft Word.

Can I print on envelopes with windows?

It’s not recommended as the plastic window can melt or damage your printer. Use windowless envelopes for printing.

Can I print in color on envelopes?

Yes, you can print in color if your printer has color ink capabilities.


Mastering how to print on an envelope using Microsoft Word can elevate your professional or personal correspondence to the next level. Not only does it save time, but it also ensures that your mail stands out with a polished appearance.

Remember to do a test print, check your printer’s ink levels, and always have a few extra envelopes on hand. With practice, you’ll be printing like a pro in no time. Give it a go and see how much time and effort you’ll save while adding that professional touch to all your outgoing mail.