WD: Templates to Make Printing Envelopes Easier (MW0164)

Last reviewed: February 5, 1998
Article ID: Q81775

The information in this article applies to:

Microsoft Word for the Macintosh, versions 3.0, 3.01, 3.02, 4.0, 5.0, 5.1

SUMMARY

The following is a description of an Application Note available for Microsoft Word for the Macintosh. The Application Note is titled, "MW0164: Printing Envelopes."

For information about how to obtain a copy of this document, see the "To Obtain This Application Note" section at the end of this article.

  Microsoft(R) Product Support Services Application Note (Text File)
                      MW0164: PRINTING ENVELOPES

                                                              9/93
                                                   1 Disk Included

The following information applies to Microsoft Word for the Macintosh(R), versions 3.0, 3.01, 3.02, 4.0, 5.0, and 5.1.

| INFORMATION PROVIDED IN THIS DOCUMENT AND ANY SOFTWARE THAT MAY     |
| ACCOMPANY THIS DOCUMENT (collectively referred to as an Application |
| Note) IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER      |
| EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED      |
| WARRANTIES OF MERCHANTABILITY AND/OR FITNESS FOR A PARTICULAR       |
| PURPOSE. The user assumes the entire risk as to the accuracy and    |
| the use of this Application Note. This Application Note may be      |
| copied and distributed subject to the following conditions:  1) All |
| text must be copied without modification and all pages must be      |
| included;  2) If software is included, all files on the disk(s)     |
| must be copied without modification;  3) All components of          |
| this Application Note must be distributed together;  and  4) This   |
| Application Note may not be distributed for profit.                 |
|                                                                     |
| Copyright(C) 1988-1993 Microsoft Corporation. All Rights Reserved.  |
| Microsoft is a registered trademark of Microsoft Corporation.       |
| PostScript is a registered trademark of Adobe Systems, Inc.         |
| Apple, LaserWriter, Macintosh, and StyleWriter are registered       |
| trademarks of Apple Computer, Incorporated.                         |
| Hewlett-Packard and HP are registered trademarks and DeskWriter is  |
| a trademark of Hewlett-Packard Company.                             |

INTRODUCTION

This Application Note describes a general procedure for printing envelopes on the Apple(R) StyleWriter(R), StyleWriter II, LaserWriter(R), LaserWriter Plus, LaserWriter IISC, Personal LaserWriter SC, Personal LaserWriter LS, Personal LaserWriter NT, Personal LaserWriter NTR, Personal LaserWriter IIF, Personal LaserWriter IIG, LaserWriter IINT, LaserWriter IINTX, LaserWriter Pro, and the Hewlett-Packard(R) (HP(R)) DeskWriter(TM).

If your PostScript(R) printer is not listed above, follow the instructions for either right- or center-feed printers. If you're not using the Apple LaserWriter driver and your printer driver supports printing envelopes, select that option and choose the OK button. Then from the File menu, choose Print Preview (or Page Preview in versions 3.x) and make sure the orientation is set to Landscape (in 3.x, Wide).

Depending on the font and printer you are using, you may need to change the margin settings as well as add or delete carriage returns for the desired address placement when printing a return address.

The disk included with this Application Note contains template documents created using the specified settings listed below. To use one of these documents:

From the enclosed MW0164 disk, select the template document from the disk that corresponds to the printer selected in the Chooser.
NOTE: The filename designations "w/ RA" and "w/o RA" mean "with return address" and "without return address," respectively.
Change the text within the document to reflect the information to be printed on your envelope.

Note to users of the LaserWriter driver versions 6.0 and later: The Number 10 Envelope option in the Page Setup dialog box does not work with these settings. We recommend that you use the settings below for the best output. If the printer being printed to supports the Larger Print Area option, the top and left margins for printing an envelope with a return address can be reduced to approximately 0.25 inch. To set this option:

From the File menu, choose Page Setup. In 3.x, hold down the SHIFT key while you choose Page Setup.
Choose the Options button and select Larger Print Area.
Choose the OK button twice to exit the dialog boxes.

Note to all Word versions 3.0, 3.01, and 3.02 users: Please note the following differences between Word versions 3.x and versions 4.0 and later:

In Word 3.x, margins are not changed by choosing Document from the Format menu but are changed by choosing Page Setup from the File menu.
In Word 3.x, the page orientation option is not an icon (Portrait or Landscape) but rather an option button called Tall or Wide.

Note to all Word versions 5.0 and 5.1 users: Please refer to pages 103-108 and 640-641 in the "Microsoft Word User's Guide" for extensive information about printing envelopes in Word.

PRINTING ENVELOPES ON RIGHT-FEED PRINTERS

Printing Envelopes on the LaserWriter or LaserWriter Plus

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, set the orientation to Landscape (in 3.x, Wide), and select US Letter for the paper size.

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  2.5   Left:    4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    0.5 Left:    0.5
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines), including
       the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select Manual Feed.
Feed the envelope through the manual-feed slot of the LaserWriter, with the top edge of the envelope against the right edge of the manual-feed slot of the LaserWriter.
During the manual feed, it is best to place a slight amount of pressure on the envelope as it is fed into the printer. This will ensure that the paper-feed mechanism will pull the paper smoothly and will reduce the risk of a paper jam.

Printing Envelopes on the LaserWriter LS and Personal LaserWriter SC

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, select Number 10 Envelope, and set the orientation to Landscape (in 3.x, Wide).

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  2.5   Left: 4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    0.25   Left: 0.25
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines),
       including the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select either the Multipurpose or the Manual Feed tray.
Feed the envelope through the manual-feed slot of the LaserWriter, with the address side face down and the top edge of the envelope facing toward the center of the tray.

Printing Envelopes on the Personal LaserWriter NT or NTR

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, set the orientation to Landscape (in 3.x, Wide), and select US Letter for the paper size.
Choose the Options button and select Larger Print Area.
Choose the OK button twice, once to exit the Options dialog box and once more to exit the Page Setup dialog box.

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 5:

      Top:     7.0   Left: 4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    4.5 Left: 0.25
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 14 paragraphs (lines), including
       the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select Manual Feed.
Feed the envelope through the manual-feed slot of the LaserWriter, with the address side face down and the top edge of the envelope facing toward the center of the tray.

PRINTING ENVELOPES ON CENTER-FEED PRINTERS

Printing Envelopes on the LaserWriter IINT, IINTX, IIF, or IIG

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below. When printing envelopes on the LaserWriter IINT or IINTX, the margins must be set properly to compensate for the envelope feeder, which centers the envelope.

From the File menu, choose Page Setup, set the orientation to Landscape (in 3.x, Wide), and select US Letter for the paper size.

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  4.25  Left: 4.5
      Bottom:  2.25  Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    2.5 Left: 0.5
         Bottom:  2.25  Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines),
       including the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select Manual Feed.
Feed the envelope through the manual-feed slot of the LaserWriter, with the top edge of the envelope against the right edge of the manual-feed slot of the LaserWriter with the address side facing up.

Printing Envelopes on the LaserWriter IISC

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, select Number 10 Envelope, and set the orientation to Landscape (in 3.x, Wide).

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  2.5   Left: 4.5
      Bottom:  0.5   Right:   0.5

        NOTE: In Word 3.x, you must set the left margin to 3.5 and the
        right margin to 0.4.

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    0.5 Left: 0.5
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines),
       including the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select Manual Feed.
Feed the envelope through the manual-feed slot of the LaserWriter, with the top edge of the envelope against the right edge of the manual-feed slot of the LaserWriter with the address side facing up.

PRINTING ENVELOPES ON LEFT-FEED PRINTERS

Printing Envelopes on the LaserWriter Pro

NOTE: The disk included with this Application Note does not contain documents created using the specified settings listed below.

From the File menu, choose Page Setup, set the orientation to Landscape (in 3.x, Wide), and select US Letter for the paper size.
Choose the Options button and select Larger Print Area.
Choose the OK button twice, once to exit the Options dialog box and once more to exit the Page Setup dialog box.

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 5:

      Top:  7.0   Left: 4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    4.5 Left: 0.25
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 14 paragraphs (lines),
       including the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print and select Manual Feed.
Feed the envelope through the manual-feed slot of the LaserWriter Pro, with the address side facing up and the flap facing the right side of the printer.

MISCELLANEOUS PRINTERS

Printing Envelopes on the StyleWriter and StyleWriter II

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, select Number 10 Envelope, and set the orientation to Portrait (in 3.x, Tall).

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  2.5   Left: 4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address:

    a. Set the margins as follows:

         Top:    0.5 Left: 0.75
         Bottom:  0.5   Right:   0.5

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines),
       including the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.

To print envelopes on the StyleWriter, use the following steps. To print envelopes on the StyleWriter II, skip to step 5.

    a. Open the front panel of the printer and set the thickness indicator
       to the picture of the envelope.

    b. Turn the printer on but have no paper loaded.

    c. From the File menu, choose Print. Select the Manual Feed option and
       then choose the Print button. Word displays the following message:

         Please insert the next sheet of paper. Choose OK to continue,
         or choose Cancel to terminate printing.

    d. When the above message appears, press the Ready button on the
       printer to turn off the Ready light.

    e. Feed the envelope into the back of the printer with the flap end
       facing forward and the address side up. The printer will then grab
       the envelope and pull it into the printer.

    f. On the printer, press the Ready button to turn on the Ready light.

    g. In Word, choose the OK button to print.

    For more information on printing envelopes on the StyleWriter, refer
    to pages 43-48 in the "StyleWriter Reference Manual".

To print envelopes on the StyleWriter II, do the following (skip this step if you are using a StyleWriter printer):

    a. Open the front panel of the printer and set the thickness indicator
       to the picture of the envelope.

    b. Turn the printer on but have no paper loaded.

    c. From the File menu, choose Print and select Sheet Feeder.

    d. Place the envelope in the sheet feeder so the flap end feeds first,
       with the address side up.

    e. In Word, choose the Print button.

Printing Envelopes on the Hewlett-Packard (HP) DeskWriter

NOTE: The disk included with this Application Note contains documents created using the specified settings listed below.

From the File menu, choose Page Setup, select Envelope, and set the orientation to Portrait (in 3.x, Tall).

From the Format menu, choose Document (in 3.x, choose Page Setup from the File menu).

To print an envelope without a return address, set the margins as follows, and go to step 3:

      Top:  2.5   Left: 4.5
      Bottom:  0.5   Right:   2.0

   To print an envelope with a return address

    a. Set the margins as follows:

         Top:    0.25   Left: 0.75
         Bottom:  0.5   Right:   2.0

    b. Type the return address.

    c. Press return enough times to create 12 paragraphs (lines), including
       the return address.

    d. Display the ruler and set the left indent to 4.5.

Type the mailing address.
From the File menu, choose Print.
Remove the plastic paper-path cover and insert the envelope face down, sliding it under the feed wings until it touches the printer wheels. Once this is done, choose OK in the Print dialog box and then press the Select button on the printer when the printer prompts you to do so.

The DeskWriter can print only on Number 10 or DL-sized envelopes. For more information on printing envelopes, see pages 1-27 and 1-28 of the DeskWriter manual.

TO OBTAIN THIS APPLICATION NOTE

The following file is available for download from the Microsoft Software Library:

 ~ MW0164.HQX (size: 59207 bytes)

For more information about downloading files from the Microsoft Software Library, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q119591
   TITLE     : How to Obtain Microsoft Support Files from Online Services

If you are unable to access the source listed above, you can have this Application Note mailed to you by calling Microsoft Technical Support Monday through Friday, 6:00 A.M. to 6:00 P.M. Pacific time at (425) 635-7200. If you are outside the United States, contact the Microsoft subsidiary for your area. To locate your subsidiary, call Microsoft International Customer Service at (425) 936-8661.

Additional query words: macword5 appnote softlib macword
Keywords : kbenvelope macword kbappnote kbfile kbprint
Version : 3.0 3.01 3.02 4.0 5.0 5.10

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Last reviewed: February 5, 1998
© 1998 Microsoft Corporation. All rights reserved. Terms of Use.