WD6X: Printing Envelopes from MacWord to Apple LaserWriter 16/60

• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a

                                  SUMMARY
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                             MORE INFORMATION
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Configuring the Printer Driver

The Apple LaserWriter 16/600 can use any of several different base printer drivers, but the recommended driver is:

• Apple LaserWriter printer driver version 8.0 or later

• Apple LaserWriter printer driver version 7.x

1. On the Apple menu, click Chooser.

2. Locate the printer driver for your LaserWriter and select it.

3. Select the printer in the "Select a <Printer Driver Name> Printer" list.

4. Click Setup.

5. Click Auto Setup. Click OK.

   The PPD will automatically be 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).

6. Click Configure.

7. Click Envelope Feeder and from the list, select Installed. There may be other settings in this dialog box. Choose the correct settings for your printer. Click OK, and then click OK again.

   NOTE: If you do not know certain items of your printers configuration, the Printer Info button in the Printer Setup dialog may provide the information. The dialog box lists whether or not certain options are installed, including the types of networks supported and how much memory is installed in the printer.

8. Close the Chooser.

Setting the Printer Heuristic in Word

Word has a setting (called a printer heuristic) that forces the Page Setup dialog box to appear after you click the Print button in the Envelopes dialog box. This dialog box allows you to set the paper size to that of an envelope so that the printer will use the envelope feeder when you send the print job.

NOTE: You need set this heuristic only once for your selected printer. You do not need to set the heuristic each time you print an envelope.

To set this heuristic:

1. In Word, click Macro on the Tools menu.

2. Type "ToolsAdvancedSettings" (without the quotation marks). Click Run.

3. In the Advanced Settings dialog box, select your printer from the Categories list. (It should be something like LaserWriter 8.0 or LaserWriter 8.1.1)

4. Press the TAB key to select the text in the Option text box. Delete the text (if any) and type "Flags" (without the quotation marks).

5. Press the TAB key to select the text in the Setting text box. Delete the text and type "132" (without the quotation marks). Then, click Set and click OK.

6. Quit Word and then restart Word. (The setting is not saved until you quit Word.)

Setting Up the Optional Envelope Feeder

With the envelope feeder installed on the printer, turn the printer off, then turn it back on to make the printer recognizes that the feeder is installed.

For additional information, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q142106
   TITLE     : LaserWriter Pro Doesn't Recognize Envelope Feeder

To Print Envelopes from the Envelope Dialog Box

1. On the Tools menu, click Envelopes and Labels. Click the Envelope tab.

2. Type the Return and Destination Addresses.

3. Click Options. Click the Printing Options tab.

4. Click once on the Center Landscape icon (second from the right), make sure that the Face Up option is selected and the Clockwise Rotation check box is cleared.

5. Click the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 in). If needed, add bar codes and change the Font of the return and destination addresses. Click OK.

6. Click the Print button. The Page Setup dialog box appears.

7. In the Page Setup dialog box, select Paper "Comm 10 Envelope" and Landscape orientation. Click OK. The Print dialog box appears.

8. Place the envelope in the feeder.

   NOTE: Place the envelope face up (with the edge against the left side of the paper guide) and with the left side of the envelope feeding into the printer first. This is different from the preview displayed in the Envelope dialog box.

   For further instructions on setting up the printer for printing envelopes, see pages 229-231 of the LaserWriter 16/600 User's Guide.

9. In the Print dialog box, click Print.

To Print Envelopes Using Mail Merge

1. On the Tools menu, click Mail Merge.

2. In the Mail Merge Helper dialog box, under Step 1: Main Document, click Create Envelopes. Select Active Window or New Main Document.

3. 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 10 if you opened an existing data file in Step 3.

4. Choose the desired fields (for example, Title, First Name, Last Name, Address, and so forth) and select OK.

5. Give the data source (data document) a name in the Save Current Document As box and save the document.

6. In the next dialog box, click Set Up Main Document. This opens the Envelope Options dialog box.

7. Click the Envelope Options tab and select the Envelope Size (Size 10).

8. Click the Printing Options tab and select the Center Landscape icon for the Feed Method (second from the right). Also, make sure that Face Up is selected and Clockwise Rotation is not selected. Click OK.

9. In the Envelope Address dialog box, insert the merge fields for the destination address. Click Insert Postal Bar Code if you want to add a Postal Bar Code or a FIM-A Courtesy Reply Mail bar code to your envelopes. Click OK. The Page Setup dialog appears.

10. In the Page Setup dialog, select paper "Comm 10 Envelope" and Landscape orientation. Click OK.

11. In the Mail Merge Helper dialog box, under Step 2: Data Source, click Edit Data: <<document name>> and type your data in the data form. Click OK.

12. The Main Document is now set up properly to print envelopes and to merge 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.

    NOTE: You can merge to a new document first to check for errors before printing, then simply print the resulting envelope document.

13. Place the envelope in the feeder (the printer will pull the envelope appropriately).

    NOTE: Place the envelope face up (with the edge against the left side of the paper guide) and with the left side of the envelope feeding into the printer first. This is different from the preview displayed in the Envelope dialog box.

    For further instructions on setting up the printer for printing envelopes, see pages 229-231 of the LaserWriter 16/600 User's Guide.

14. In the Print dialog box, click Print.

15. Continue feeding envelopes until the Mail Merge is completed.

REFERENCES

"LaserWriter 16/600 User's Guide," pages 229-231.