Microsoft Office Tutorials and References
In Depth Information
You’ll Still Have to Lick It: Printing Envelopes
You’ll Still Have to Lick It:
You don’t have to print to labels if you’re planning a mass mailing; you can
print directly onto the envelopes that you’re sending. With luck, your printer
has an envelope feeder. Feeding envelopes one at a time gets old fast.
To print addresses directly onto your envelopes, follow exactly the same steps
that I describe in the previous section for creating mailing labels. The only
difference you’ll notice is that in Step 8, the Envelope Options dialog box appears,
with a choice of envelope sizes. Pick the type of envelope you’re using (usually
number 10, the standard business envelope) and follow the rest of the steps.
If you’ve never printed multiple envelopes on your printer before, start small.
Try printing four or five, just to make sure that your printer feeds envelopes
properly. Word and Outlook happily send your printer a command to print
hundreds of envelopes in a flash. If your printer chokes on the fourth envelope,
however, fixing the problem can take a long time.
If you’re printing only one envelope, your best bet is to go right to Microsoft Word
and click the Envelopes button in the Ribbon. That opens the Envelopes and
Labels dialog box, which has a tiny Address Book icon. Click the icon and choose
a name from your Outlook Contacts list to add it directly to an envelope or label.
Merging to E-Mail
Another appealing Mail Merge feature is the ability to create merged e-mail.
Usually, you don’t need to use merge e-mail because you can send a single
message to as many people as you want — but if you want to send an e-mail
message to a bunch of people and customize each message, you can do that
with a mail merge to e-mail. That way, you won’t send your “Dear John”
message to George, Paul, or Ringo.
To merge to e-mail, follow Steps 1–3 in “Form Letter Formalities.” In Step 4,
choose E-Mail (instead of New Document) from the Merge To list in the Mail
Merge Contacts dialog box.
If you’re using Outlook on a Microsoft Exchange network, your document goes
right to your recipient as soon as you click the Merge button. If you’ve made a
mistake, there’s no chance to fix it. I recommend testing your e-mail merge by
sending an e-mail to yourself first. Click your own name in the Contacts list and
then put together your merge message. When you’re sure that you’ve said what
you meant to say, select all the people you want to contact and then merge. If
you use Outlook at home, you can press Ctrl+Shift+O to switch to your Outbox
and see the collection of messages before pressing F9 to send your messages.