You can print an individual envelope or label using the Envelopes And Labels command on the Tools menu. This command is especially useful for mailing a letter that you have just finished typing. You can also use the Word mail merge facility, described later in the chapter, to print envelopes or labels for an entire group of delivery addresses.
For information on using the mail merge facility to print groups of envelopes or labels, see "Printing Sets of Envelopes" and "Printing Sets of Mailing Labels"
To print a single envelope, this is what you do:
If Word finds an address in the document, this address will already be contained in the Delivery Address box. In this case, you can simply edit the text, if necessary.
If you have specified a personal mailing address in Word, this address will automatically appear in the Return Address box. In this case, you can edit the text, if necessary. (To specify a personal mailing address, choose Options from the Tools menu, click the User Information tab, and enter the address into the Mailing Address box.) Note that if you enter or edit text in the Return Address box of the Envelopes tab, when you click the Print or Add To Document button (in step 6), Word will ask whether you want to save the new address as your default return address. If you click Yes, Word saves the text as your personal mailing address.
If you don't want to print a return address (perhaps you're using preprinted envelopes), you can either delete any text in the Return Address box or just select the Omit option above the box.
Save Time by Using an Address Book
If you have entered addresses into an address book or your Outlook Contacts folder, you can use the Address Book button at the top of the Delivery Address box or at the top of the Return Address box to select an address from an address book rather than typing one:
Vary the Formatting of Your Envelope Text
The Envelope Options tab lets you select the basic formatting of all the delivery address or return address text. You can also change the formatting of one or more individual characters within the Delivery Address or Return Address box on the Envelopes tab (overriding the basic formatting). To do this, select the text, and press the shortcut key for applying (or removing) character formatting—for example Ctrl+B, Ctrl+I, or Ctrl+U to apply (or remove) bold, italics, or underlining. You can use any of the first 10 shortcut keys (except Ctrl+Shift+H for hidden text) that are listed in Table 7-7.
For information on setting the margins, paper size, and other page setup options for a document section, see "Adjusting the Page Setup"
Figure 14-1. The Envelope Options (A) and Printing Options (B) tabs of the Envelope Options dialog box.
You can print a single label, or you can print the same text on every label on a full sheet of labels, by doing the following:
Alternatively, you can select the Use Return Address option to have Word copy into the Address box your personal mailing address (the address you set by using the User Information tab of the Options dialog box, as described in the previous section). You could do this to print return address labels for yourself.
Also, if you have entered names into an address book, you can use the Address Book button at the top of the Address box to select an address. For more information, see the tip given under step 4 in the previous section.
Format Your Label Text
You can change the formatting of any block of text in the Address box on the Labels tab. To do this, select the text, and press the shortcut key for applying (or removing) character formatting—for example Ctrl+B, Ctrl+I, or Ctrl+U to apply (or remove) bold, italics, or underlining. You can use any of the first 10 shortcut keys (except Ctrl+Shift+H for hidden text) that are listed in Table 7-7.
Figure 14-2. The Label Options dialog box.
If your label sheet doesn't match any of the standard labels, you can specify custom label measurements by selecting the closest standard label, clicking the New Label button, and modifying the measurements in the New Custom dialog box. (See Figure 14-3.) You must give your custom label a name, and you can later delete the custom label by selecting its name in the Product Number list of the Label Options dialog box and clicking the Delete button.
Figure 14-3. The dialog box for creating custom label measurements.
When you click OK in the Label Options dialog box, you'll return to the Labels tab of the Envelopes And Labels dialog box.
Insert Postal Bar Codes for Faster Delivery
If you have selected a sufficiently large label and if the label text contains a valid postal (ZIP) code, you can select the Delivery Point Barcode option on the Labels tab of the Envelopes And Labels dialog box to have Word print a postal bar code at the top of the label. The bar code is a machine-readable representation of the postal code, and including it might expedite mail delivery.
Have Word Write Your Letters!
You can have Word automatically insert into a document all the basic elements of a letter (the date line, return and recipient's addresses, salutation, closing, and so on), and format them according to your specifications. To do this, choose Letter Wizard from the Tools menu to open the Letter Wizard dialog box. Then, on the tabs of this dialog box, choose the options you want and supply the required information about the letter sender and recipient. Of course, you will have to type in the text for the body of the letter!