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Delivery Address Won't Print on Envelopes

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Delivery Address Won't Print on Envelopes.

John has a business letter that includes both a return address and a delivery address. When he displays the Envelope & Labels dialog box to print an envelope, Word correctly picks up both addresses and places them in the proper places in the dialog box. When he prints that envelope, however, the delivery address does not print at all. The return address prints in the expected location on the envelope, but the delivery address is completely missing. John wonders what could be going wrong.

Trying to track down envelope-printing problems can be a challenge. A good first step is to not print your envelopes directly to the printer. Instead, add the envelope to your document. The idea is to see what Word adds to the document, just to see if it looks right. (Adding the envelope to the document is a troubleshooting step only. Once you get the problem ironed out, you can again print directly to the printer.)

Once the envelope is added to the document, check it out to see if it shows the same problems. Is the delivery address missing? Perhaps it is moved someplace that is not printable on your printer. Perhaps it is really there, but the font is in some color (such as white) that your printer cannot print. Check out what is in the document—in the added envelope—and you may be able to get the problem figured out.

Next, check to make sure your printer driver matches your printer. When printing envelopes, Word needs to be concerned with where that relatively small piece of paper (the envelope) is located in the feed tray and what its orientation is. If Word guesses incorrectly, then the envelope may not print correctly, if at all. When you make sure the printer driver on your system matches the make and model of your printer, then you increase the chances that Word will work with the printer correctly.

Finally, you may need to check the styles used by Word to create your envelope. It is the styles that control how your printed envelope appears. You can find out which styles Word is using simply by inspecting what Word adds to the document when you choose to add the envelope. Since the problem is with your delivery address, check the style used for that address first. (Hint: It is probably the Envelope Address style. Check to make sure the font color is set to black and the frame used by the style is printable.)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3509) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Delivery Address Won't Print on Envelopes.

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Comments for this tip:

ww    25 Oct 2015, 21:06
Dave, envelope printing is a vexing problem and I think that each of us will find a different solution. I just found a solution to my problem, and wrote it up as a Comment in Word 2010 article corresponding to this one. Not sure if it can solve your problem, or if the sequence of clicks I used even works in your version of Word. But here is what I wrote anyway:

Found a solution to the following: I have a printer with a separate manual feed for envelopes. You slip the envelope in the long way, then adjust the guides to meet the envelope. The envelope ends up feeding up the *center* of the printer width. But the printer kept printing my envelopes as if the paper was Letter size; i.e., the return address was placed at the very top (in landscape mode), which is way off the top of the envelope. Only the very bottom of the destination address made it onto the envelope.

After trying many things, I finally solved it by: in Word 2010: Page Layout->Size. Noted that "Envelope#10" was correctly selected. Clicked "More Paper Sizes", noted that Paper size Envelope#10 is still already selected in the dialog. But Paper source was set to "Default Tray (Automatically Select)". Instead I changed it to "Manual Envelope". That solved the problem.

However, I have to do this separately for every envelope document. I haven't found a way to set Paper Source to "Manual Envelope" as a default for Paper Size "Envelope #10".

DAVE AARON    13 Jun 2015, 16:40
My LEXMARK use to print envelopes of all size fine. However for the last year it refuses to print on envelopes. Even if I put in a full sheet of paper and type it as an envelope the paper still comes out blank. Oh what strange items lurk in our computers Can anyone help? I have tried everything. Yet if I type a document or letter it prints just fine.
Thanks all
DAVE AARON
THE UFO AUDIO VIDEO CLEARINGHOUSE
YUCAIPA, CA 92399 USA
 
 

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