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: Maintaining Delivery Address Information for Envelopes.

Maintaining Delivery Address Information for Envelopes

by Allen Wyatt
(last updated December 18, 2015)

1

Don is having a problem using the envelope-printing feature of Word. To create an envelope, he displays the Envelopes tab of the Envelopes and Labels dialog box (See Figure 1.) and enters the address in the Delivery Address box. Once Don clicks the Print button, the address is sent to his printer and the dialog box closes. If for any reason the envelope is not printed (e.g., forgot to put envelope in printer, put envelope in the wrong way, etc.) Don has to re-enter the address because the Delivery Address box is empty the next time he displays the Envelopes and Labels dialog box. Don wondered if there was some way to tell Word to keep that address in the Delivery Address box until he is done with it.

Figure 1. The Envelopes tab of the Envelopes and Labels dialog box.

The short answer is that no, there is no way. However, there are some really easy things you can do to get that address back in the dialog box quickly, without the necessity of retyping. The first is to get in the habit of using the Clipboard. Just before you click the Print button, select all the text in the Delivery Address box and press Ctrl+C. The address is now in the Clipboard, and if you have to again display the Envelopes and Labels dialog box, you can click once in the Delivery Address box and press Ctrl+V to paste the address you previously saved.

An even handier way to handling the addressing of the envelope is to type the address in the Word document directly. Then select the address and display the Envelopes tab of the Envelopes and Labels dialog box. Whatever text you selected before displaying the dialog box (the address you typed) automatically appears in the Delivery Address box, ready for an envelope to be printed. If you click Print and the printing fails (or if you simply need to print a second envelope to the same address), then the address is still selected in the Word document, and you just need to display the dialog box to again print another envelope.

This naturally leads to a handy technique if you have a group of people to whom you regularly address envelopes. You can create a document that contains nothing but addresses. When you need to print an envelope to one of these regular contacts, just open the document, select the three or four lines of the appropriate address, and display the Envelopes tab of the Envelopes and Labels dialog box.

One thing you may consider if you print a lot of envelopes: Create a template for your envelopes. You can then just create a new document based on the template, modify the addresses you want on the envelope, and print. Some people find this approach much easier than messing with the frustrations of the Envelope and Labels dialog box.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (414) 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: Maintaining Delivery Address Information for Envelopes.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Defining Styles

Styles are a powerful component of Word. You use them to determine the way that your text should appear. This tip ...

Discover More

Odd Sorting

Word is great at sorting simple information in tables and paragraphs. If you have more complex information (such as ...

Discover More

Jumping to a Range

Need a quick way to jump to a particular part of your worksheet? You can do it by using the Go To dialog box.

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (menu)

Using FIM Barcodes

Adding a Facing Identification Mark (FIM) barcode to your envelopes.

Discover More

Adding Text to an Envelope

Need to customize the way that Word prints envelopes? There are a couple of approaches you can use, as discussed in this tip.

Discover More

Printing Unwanted Blank Envelopes

When you try to print an envelope in Word, it can be vexing if the envelope always goes through the printer and remains ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is four minus 0?

2018-03-26 12:17:15

Pauline

Regarding question from Don about addressing envelopes.

Yes there is an easy way to make sure the address stays put after you've sent to print. After you've typed the address in the Delivery address box, go to the bottom and click on Add to Document. This creates the actual envelope. Send to print making sure you click on "Current Page" before loading envelope in printer. Save if you need to.


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.