Microsoft KB Archive/122408

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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

SUMMARY
This article demonstrates how to print envelopes correctly from Word to the Hewlett-Packard (HP) DeskWriter 520, 540, 550, 560 and 600. It covers printing from both the Envelope And Labels dialog box and from Word's Mail Merge feature.

Version 6.0 of the DeskWriter driver is recommended for best results printing envelopes, with Background Printing disabled. See the "Obtaining the Latest Driver" section at the end of this article for information on how to obtain the latest DeskWriter driver from HP.

Printing Size 10 Envelopes to the DeskWriter 520, 540, 550, 560 and 600
 On the Tools menu, click Envelopes And Labels. Click the Envelope tab. Type the return and destination addresses. Click the Options button. Click the Printing Options tab. Click the Right Portrait icon (third from the right), clear the Clockwise Rotation option (leave Clockwise Rotation checked for the Deskwriter 600), and click Face Down. Click 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. If printing to a DeskWriter 540, change the From Left measurement in the Return Address box to .75 inch to print the Return Address properly. Click OK.  On the printer, remove the paper from the lower feed tray: a. Remove the upper tray. b. Place the envelope in the paper feed tray face down (flap up), with the top of the envelope against the right edge of the paper feed tray. c. Set the envelope guide (the one that slides left-to-right) to the right, so it rests lightly against the bottom edge of the envelope. d. Pull out the gray paper feed tab as far as it will go. Lift the fence to the upright position so that it remains upright. e. Push in the paper feed tab until the fence just contacts the end of the envelope nearest you. f. Be sure the printer is on and ready (Power and Ready lights are on).  Click the Print button.</li> In the Page Setup dialog box, click Portrait orientation, and set the Media size to No. 10 Envelope (or Envelope if using the 5.0 driver). Click OK.</li> Click Print in the Print dialog box.</li>  If you receive the following error message when printing The margins of section # <where # is the current section being printed > are set outside the printable area of the page. Do you want to continue?

do the following:

a. Click the No button.

b. Repeat steps 1-6 above. In step 6, change the Return Address From Left measurement to .5 inch or .75 inch if printing to the DeskWriter 540.

c. Proceed to steps 8-10 listed above. </li></ol>

Mail Merging Envelopes on the DeskWriter 520, 540, 550, and 560 Printers
<ol> On the Tools menu, click Mail Merge.</li> In the Mail Merge Helper dialog box under Step 1: Main Document, click Create and then click Envelopes. Click Active Window or New Main Document.</li>  Under Step 2: Data Source, click Get Data and then click Create Data Source; or if your data file has already been created, click Open Data Source, select your data file, and click OK. NOTE: Skip steps 4, 5, and 11 if you opened an existing data file in step 3. </li> Choose the desired fields (for example, Title, First Name, Last Name, Address) and click OK.</li> Give the data source (data document) a name in the Save Current Document As box and save the document.</li> In the next dialog box, select the Set Up Main Document button, which will open the Envelope Options dialog box.</li> Click the Envelope Options tab and select the envelope size (Size 10). If desired, change the font of the return and/or destination addresses.</li> Click the Printing Options tab. Click the Right Portrait icon (third from the right), clear the Clockwise Rotation check box, and select the Face Down option. Click OK.</li>  In the Envelope Address dialog box, insert the merge fields for the destination address. (Postal bar codes do work in a print merge.) To add a bar code or FIM-A Reply Mail code, do the following: a. Click the Insert Postal Bar Code button. b. In the Merge Field With ZIP Code list, click the field name that contains the ZIP Code. c. In the Merge Field With Street Address list, click the field name that contains the street address. d. Click the FIM-A Courtesy Reply Mail check box, if desired. e. Click OK. Click OK in the Envelope Address dialog box. </li> In the Page Setup dialog box, change the orientation to Portrait and set the Media size to No. 10 Envelope (Envelope if using the 5.0 driver). Click OK.</li> In the Mail Merge Helper dialog, under Step 2: Data Source, select Edit Data: < > and enter your data in the data form. Click OK.</li> The Main Document is now set up properly to print envelopes and be merged with the data source (data file). Click the Merge To Printer button on the Mail Merge toolbar. Or, if you are still in the Mail Merge Helper dialog box, click the Merge button under Step 3: Merge The Data With The Document, select Merge To Printer, and click Merge.</li>  If you receive the following error message when printing The margins of section # <where # is the current section being printed > are set outside the printable area of the page. Do you want to continue?

do the following:

a. Click the No button.

b. On the File menu, click Document Layout.

c. Make sure the Apply To option is set to Whole Document.

d. Change the Left margin to .5 inch or .75 inch if printing to a      DeskWriter 540. </li></ol>

NOTE: If you make this change on the main document, you will not need to change the margins the next time the merge is performed with this main document.

OBTAINING THE LATEST DRIVER
To obtain the latest version of the DeskWriter driver, contact the Hewlett- Packard (HP). For information about how to contact HP, query in the Knowledge Base for one of the following articles:

ARTICLE-ID: Q65416 TITLE    : Hardware and Software Third-Party Vendor Contact List, A-K

ARTICLE-ID: Q60781 TITLE    : Hardware and Software Third-Party Vendor Contact List, L-P

ARTICLE-ID: Q60782 TITLE    : Hardware and Software Third-Party Vendor Contact List, Q-Z The third-party contact information included in this article is provided to help you find the technical support you need. This contact information is subject to change without notice. Microsoft in no way guarantees the accuracy of this third-party contact information.
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Last reviewed: February 5, 1998

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