Microsoft KB Archive/146649

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{| The information in this article applies to:
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 * Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a

SUMMARY
This article describes how to print envelopes correctly from Microsoft Word to the Hewlett-Packard (HP) 5MP printer, using both the Envelopes And Labels dialog box and the Mail Merge feature.

You need version 8.0 or later of the LaserWriter or Hewlett-Packard LaserJet driver in order to print envelopes correctly to these printers.

MORE INFORMATION
Before printing envelopes in Word, the correct PPD (printer description file) must be selected using the Chooser.

Configuring the Printer Driver
In order to print envelopes correctly, you need version 8.0 or later of the Apple LaserWriter or HP LaserJet driver; version 8.1.1 or later is recommended.

To configure the printer driver, follow these steps:

 On the Apple menu, click Chooser. Locate the printer driver for your LaserWriter or LaserJet and select it. Select the actual printer in the "Select a  Printer" list. Click Setup.  Click Auto Setup. Click OK. The PPD should be automatically selected for you. NOTE: If you get a warning message that the correct PPD cannot be located, make sure that you have the PPD for your printer in the Printer Descriptions folder (either in the System folder or in the Extensions folder). If you ran the standard setup for the driver, this file should already be properly installed. You must use the HP 5MP PPD to print envelopes on this printer.  Close the Chooser.

To Print Envelopes from the Envelope Dialog Box
  From the Tools menu, choose Envelopes And Labels. Select the Envelope tab. </li> Type the Return and Destination addresses.</li> Click Options. Select the Printing Options tab.</li> Choose the Left Portrait icon (fourth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared.</li> Select the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 in). If desired, add bar codes and change the font of the return and/or destination addresses. Choose OK.</li> Be sure the printer is on and ready (Power Ready light is on).</li> Click the Print button. The Printer dialog box should appear.</li> Open the multi-purpose tray on the front of the printer, and open the rear output tray.</li> Slide the paper width guide to the left until it is at the envelope setting (as indicated on the engraved diagram). Slip the envelope into the gap between the left side of the paper tray and the paper width guide until it just touches the feed wheel, and adjust the guide until it is against the envelope, but not too snug.</li> In the dialog box, click Print (auto select should already be selected).</li></ol>

The envelope should now print correctly.

To Print Envelopes Using Mail Merge
 From the Tools menu, choose Mail Merge.</li> In the Mail Merge Helper dialog box, under Step 1: Main Document, click Create Envelopes. Click Active Window or New Main Document.</li>  Under Step 2: Data Source, click Create Data Source. If your data file has already been created, select Get Data, and then select Open Data Source from the list that appears. Select your data file in the Open dialog box and click Open. NOTE: Skip steps 4, 5, and 11 if you opened an existing data file in step 3. </li> Choose the fields you want (for example, Title, First Name, Last Name, Address, and so forth) and select OK.</li> Give the data source (data document) a name in the Save Current Document As box and save the document.</li> <li>In the next dialog box, choose the Set Up Main Document button, which opens the Envelope Options dialog box.</li> <li>Select the Envelope Options tab and select the envelope size (Size 10).</li> <li>Select the Printing Options tab. Choose the Left Portrait icon (fourth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared. Choose OK.</li> <li>In the Envelope Address dialog box, insert the merge fields for the destination address. Choose the Insert Postal Bar Code button if you want to add a postal bar code or a FIM-A courtesy reply mail bar code to your envelopes. Click OK.</li> <li>In the Mail Merge Helper dialog box, under Step 2: Data Source, select Edit Data: < > and enter your data in the data form. Click OK.</li> <li>The main document is now set up properly to print envelopes and be merged with the data source (data file). Click Merge under Step 3: Merge the Data with the Document, select Merge To Printer, and click Merge.</li> <li>Slide the paper width guide to the left until it is at the envelope setting (as indicated on the engraved diagram). Slip the envelopes into the gap between the left side of the paper tray and the paper width guide until it just touches the feed wheel. Adjust the guide until it is against the envelopes, but not too snug.</li> <li>To print envelopes continuously, start the PrintMonitor. On the File menu, click Preferences, select Give No Notification, and then click OK. If you omit this step you need to feed envelopes one at a time until the mail merge is completed.</li> <li>Return to Word, select Manual Feed, and then click Print in the dialog box (auto select should already be selected). If you skipped step 13, add more envelopes as needed until the mail merge is completed.</li></ol>

NOTE: If you merge the envelopes to the printer with Auto Select, you have to make sure you have at least as many envelopes as the number of records being merged. If you do not, the printer automatically starts pulling paper from the paper cassette when the envelope supply runs out.
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Last reviewed: February 5, 1998

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