✉️ How to Use Mail Merge With Microsoft Word (Step-By-Step Guide for Elevated Envelopes Templates)

If you’ve purchased one of my printable envelope templates and prefer using Microsoft Word, you’re in the right place! Word is a fantastic option if you love having full control over alignment, printer settings, and traditional mail-merge tools. This guide will walk you through the exact steps to personalize your envelopes using Mail Merge in Microsoft Word, using the templates included in your download. Whether you’re preparing envelopes for a wedding, holiday cards, baby announcements, or everyday stationery — this tutorial makes it easy.  

📁 What’s Included in the Word Template Files

When you download a template from Elevated Envelopes, you’ll find a folder titled “Word Template Files.” Inside it, you’ll see:  

  • Font files – install these first 
  • Mail Merge Template – pre-set with merge fields 
  • Standard Template – a regular editable version 
  • Return Address Template 
  • Sample spreadsheet (Excel) 
  • This step-by-step mail merge guide 

Everything is set up for you so you can jump right in.  

Step 1: Install the Included Fonts

Before opening any Word files:  

  1. Open the Fonts folder. 
  2. Double-click each font file. 
  3. Select Install (Windows) or Install Font (Mac). 

This ensures your envelopes look exactly like the design you purchased.  

Step 2: Prepare Your Address Spreadsheet

You’ll find a sample spreadsheet in your Word folder. This makes setup faster and prevents formatting issues.  

  1. Open the sample Excel file. 
  2. Replace my sample names and addresses with your own. 
  3. Keep the column headers the same (Name, Address1, Address2, City, State, ZIP). 
  4. Save your file when finished. 
Tip: Leave Address2 blank if you don’t need it — Word will skip it automatically. 

Step 3: Open the Mail Merge Template

Next, open the file named something like: “Envelope Mail Merge Template.docx” This file already includes the merge fields in the correct positions for you. No setup needed! You will see placeholders such as:  

  • «Name» 
  • «Address1» 
  • «City» «State» «ZIP» 

These fields will pull information from your spreadsheet.  

Step 4: Connect Your Spreadsheet

In Word:  

  1. Go to Mailings in the top menu. 
  2. Click Select Recipients → Use an Existing List. 
  3. Browse to the spreadsheet you just saved. 
  4. Select the worksheet (usually “Sheet1”). 

The fields in your template are now linked to your address list.  

Step 5: Preview Your Envelopes

  1. Click Preview Results in the Mailings menu. 
  2. Use the arrow buttons to flip through your envelopes. 

Check for:  

  • Proper spacing 
  • Line breaks 
  • Long names 
  • City/State alignment 

You can adjust formatting at this point — Word will apply your formatting to all envelopes.  

Step 6: Finish Mail Merge

1. Go to Mailings → Finish & Merge.

2. Choose Edit Individual Documents. 

3. A new file will be created with all of your envelopes merged.  You should go through them before printing to make sure that all the fields are correct.  If a name or address, etc. is too long for a text field you will need to fix it in this step before moving forward.  Check all of your envelopes carefully. 

4. Save the merged envelopes as a PDF file. 

Step 7: Print Your Envelopes

Before printing:  

  • Load your envelopes according to your printer’s envelope guide. 
  • Double-check your printer settings (choose the correct envelope size). 
  • Print a test page on plain paper and hold it against an envelope to ensure the print settings are correct before you print directly on your envelopes. 

When you’re ready:  

  1. Open the PDF file that you saved. 
  2. Choose File → Print. 
  3. When the Print Settings open be sure to change your paper size to your envelope size.  Most printers will not have this size already installed so you will need to create a custom paper size (7.25"x5.25"). 
  4. Be sure to set the scale to 100%. Do not choose Scale to Fit or Fit to Page. 

Your envelopes will print one after another with each personalized address.  

Optional: Edit Manually (No Mail Merge)

If you only need a few envelopes or prefer to type by hand, you can use the Standard Template included in your download. It contains the same design but without merge fields. Just click into each text box and type your address manually. 

 

Return Address Template Included

Your download also includes a matching Return Address template. Edit it once, and print as many as you need — or save it for future use.  

Final Tips for Perfect Results

  • Always do a test print before printing your full batch. 
  • Avoid feeding envelopes through a dirty tray — lint and dust can cause jams. 
  • Use high-quality envelopes for smooth feeding and crisp printing. 
  • If your printer is pulling envelopes slightly crooked, try printing from the manual feed tray. 

Need Help? 

If you ever need help, troubleshooting tips, or advice on printing, you can always reach out to me on Etsy. 

Video Tutorial

This is a short tutorial on how to use my mail merge envelope templates in Microsoft Word! 

CLICK HERE FOR VIDEO TUTORIAL