Microsoft KB Archive/144967

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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 Word to the Hewlett-Packard (HP) DeskWriter and DeskWriter C (HP DeskWriter 500 Series ColorSmart), using either the Envelope And Labels dialog box or the Mail Merge feature of Word.

NOTE: Version 6.0.3 of the DeskWriter driver is recommended for best results when printing envelopes without Background Printing enabled. For information on how to obtain the latest DeskWriter driver from HP, see the "Obtaining the Latest Driver" section at the end of this article.

MORE INFORMATION
The DeskWriter is manufactured by Hewlett-Packard, a vendor independent of Microsoft; we make no warranty, implied or otherwise, regarding this product's performance or reliability.

How To Print Envelopes from the Envelope Dialog Box
 On the Tools menu, click Envelopes And Labels. On the Envelopes tab, type the Return and Destination addresses. Click Options, and then click the Printing Options tab. Click the Center Landscape icon (second from the left). Select Face Down and clear the Clockwise Rotation check box if necessary. Click the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 in). Under Return Address, set From Left to .5 inches and From Top to .4 inches, and then click OK. Ensure the printer is on and ready (Power and Ready lights are on). Click Print on the toolbar.  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). NOTE: The DeskWriter can only print on U.S. Number 10 or DL size envelopes. </li>  Remove the plastic paper-path cover and insert the envelope face down. Slide it under the feed wings until it touches the printer wheels. NOTE: The envelope is fed face down horizontally with the top edge of the envelope feeding into the printer. </li> Click Print, and then press the Select key on the printer when prompted to do so.</li></ol>

The envelope now prints correctly.

How To Print Envelopes Using Mail Merge
<ol> On the Tools menu, click Mail Merge.</li> Under Main Document, click Create and then click Envelopes. Click Active Window or New Main Document.</li>  Under Data Source, click Get Data and then either click Create Data Source (follow procedure "a" below), or Open Data Source (follow procedure "b" below). Then go to step 4. a. To create a data source, follow these steps: 1) In the Create Data Source dialog box, choose the desired fields under "Field names in header row" (for example, Title, FirstName, LastName, Address, and so forth) and then click OK. 2) In the Save Current Document As box, enter a name for the data source (data document). Click Save, and then click Edit Data Source. 3) In the Data Form dialog box, enter the information into the fields for each of the records in your data source. When all records are entered, press OK. 4) On the Tools menu, click Mail Merge. 5) Under Main Document, click Setup. 6) In the Envelope Options dialog box, click the Printing Options tab. 7) Click the Center Landscape icon (second from the left). Select Face Down and clear the Clockwise Rotation check box if necessary. 8) Click the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 in). Under Return Address, set From Left to .5 inches and From Top to .4 inches, and then click OK. 9) Skip to step 4 below. b. To open a data source, follow these steps: 1) Select the data file from the list that appears and then click Open. 2) Click Set Up Main Document, and click the Printing Options tab. 3) Click the Center Landscape icon (second from the left). Select Face Down and clear the Clockwise Rotation check box if necessary. 4) Click the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 in). Under Return Address, set From Left to .5 inches and From Top to .4 inches, and then click OK. </li></ol>

4. Click Insert Merge Field to select the merge fields for the destination address. Click Insert Postal Bar Code to add a postal bar code or a FIM- A courtesy reply mail bar code to your envelopes. Click OK. Under "Merge the data with the document," click Merge. Under Merge To, select Printer, and then click Merge. NOTE: If you merge to a new document, you may get an extra print dialog after printing the last envelope, followed by an error message that the margins of that section are "outside the printable area." You can ignore this message; click Continue to print the envelopes correctly.

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). NOTE: The DeskWriter can print only on U.S. Number 10 or DL size envelopes.

8. Remove the plastic paper-path cover and insert the envelope face down. Slide it under the feed wings until it touches the printer wheels.

NOTE: The envelope is fed face down horizontally with the top edge of  the envelope feeding into the printer. Click Print, and then press the Select key on the printer when prompted to do so. The first envelope will print, then the following message will appear: Insert the next envelope when the printer "ready" light blinks. Press the printer select key. Click Cancel to terminate printing. Press the Select key on the printer, and continue feeding envelopes until the Mail Merge is completed.

Obtaining the Latest Driver
To obtain the latest version of the DeskWriter driver, contact the HP Driver Distribution Center at (303) 353-7650. You can also find current versions of the DeskWriter driver on Hewlett Packard's website at http://www.hp.com or on CompuServe in the HP Peripheral (GO HPPER) or HP Special Forum (GO HPSPECIAL).

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.