what is the best way to put addresses into a computer to print them on envelopes?

by DIY wedding planner on April 3, 2013

i need to put alot of addresses into my computer so that i can print them on envelopes for wedding invitations. i am not exactly sure how to do this… should i use microsoft word? excel? another program?? how would i go about doing this??

{ 3 comments… read them below or add one }

zakaluka April 3, 2013 at 2:20 pm

What you want to do is called “mail merge”. Look at http://office.microsoft.com/en-us/help/HA010349201033.aspx for a step-by-step guide on how to do it using Microsoft Word.


Southern_Northener April 3, 2013 at 3:10 pm

First, measure your envelopes. Now you need to use some software like MS Publisher or Serif Pageplus or just Microsoft Word and select your appropriate size for the envelope (there will either be already configured settings for the envelope or you just alter the page to the measurements you took earlier). If you use MS Word, you will be able to use MailMerge which will make it quicker and easier. You can research this on the internet as it is quite long to explain here.


The Phlebob April 3, 2013 at 3:37 pm

You’re talking about a Mail Merge operation. Mail Merges are run with a Word document as the letter, envelope or label template and another file providing the names and addresses. These files can be any of a broad range of file types, but the most common are Excel and Access.

Because you’re more likely to be used to Excel, I’d recommend you use that. Here are some general tips:

1.For the most flexibility with the mail merge fields in Word, keep first and last names in separate cells. Ditto for the parts of the address (street address, city, state, zip).
2.Word’s Mail Merge can be found in the Tools->Letters and Mailings menu item in early versions of Word, or on the Mailings tab on the ribbon in Word 2007
3.Before wasting pages of labels, run tests on regular paper and hold the sheets up against the labels to check the layout.
4.Don’t leave the setting up to the last minute. Mail Merge can be frustrating and take more time to set up than one would think.
5.For test runs, use only enough names to be sure you’re not losing any — a little over a page should do. Accidentally skipping every other name is real easy to do.
6.The real power of a Mail Merge is that the database of addresses can be updated and reused in the future.

Keep a sense of humor while you’re wrestling with it. It will be worth it the second time around.

Hope that helps.


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