Printed envelopes are a great way to promote your business or brand. Professionally printed envelopes could cost you quite a bit, but by using your trusty printer and your toner cartridges or printer ink you can create your own envelopes and save time and money in the process.
Most laser and inkjet printers support envelope printing. Before you start printing your envelopes, make sure that you have some envelopes on hand and that the adjustable guides have been moved to fit the envelope. You should also take any other paper out of the paper tray. This is to make sure no other paper gets picked up and that the envelopes are fed into the printer properly.
To print envelopes from a PC
1. Open Microsoft Word. For older versions of Word (2000 – 2007) open the ‘Tools’ menu, go to ‘Letters and Mailings’ and then click on ‘Envelopes and Label’s. Click on the ‘Envelopes’ tab. For newer versions of Word (2010 – 2013), click on the ‘Mailings’ tab and click on ‘Envelopes’.
2. Enter the delivery address into the ‘Delivery Address’ box.
3. You can either fill in your return address in the ‘Return Address’ box or accept the current address if there is a return address there already. You can also leave a return address off by ticking the ‘Omit’ checkbox.
4. To select your envelope size, the type of paper feed and the direction the envelope is being fed into the printer, click on ‘Options’.
5. When you’re done making those changes you can either choose to print the envelope immediately or attach it to the current Word document to edit later.
6. To print the envelope immediately, insert an envelope into the printer in the direction shown in the ‘Feed’ box and click ‘Print’.
7. To save the envelope to edit later, click on ‘Add to Document’. The envelope will be added in a separate section of your document.
To print envelopes on a Mac
1. You can use the information in your address book to print envelopes. You can't print directly from directory services, so you’ll have to drag the contacts you want to use to an ‘On My Mac’ group.
2. Select one or more contacts or an entire group. If your contacts have multiple street addresses or phone numbers, select which one you would like to use.
3. Select ‘File’ and then ‘Print’.
4. Choose the style to print from the ‘Style’ pop-up menu and then choose ‘Envelope’. If you don’t see the Style pop-up, click on ‘Show Details’ at the bottom of the print dialogue.
5. Click on ‘Layout’ and choose the type of envelope you’re using from the ‘Layout’ pop-up menu.
6. If you’re using a non-standard envelope size, click on ‘Define Custom’ and then specify the envelope dimensions (height and width). If you’re using fractions when measuring in inches, you’ll have to convert the fractions to decimals (i.e. 1 1/8 inches = 1.125)
7. Click on ‘Label’ and then specify if you want to include your return address and which address to use.
8. Choose the type of address to print for each contact from the ‘Addresses’ pop-up menu (for example a home or work address or both).
9. Use other ‘Label’ options to choose the print order, to include a company name or a country, or to add a small graphic, like your logo, to the upper left-hand corner of the envelope.
10. To choose the direction in which to feed the envelopes into the printer, click on ‘Orientation’.
Always remember to buy envelopes to suit your printer. Some envelopes are designed for use with ink cartridges, while others work best with toner cartridges. Never use envelopes with clasps or clips in your printer as this can damage the printer. Remember to stack your envelopes loosely in your paper tray to avoid jams.
You should also buy envelopes with a sharp crease in them to make printing easier. Always remember to print a test page before your print on your envelope to make sure everything lines up correctly.