Printing a clean, properly aligned address on an envelope is one of the most common tasks people try to accomplish in Microsoft Word. Whether you are sending a formal business letter, wedding invitations, or personal mail, the way your envelope is addressed affects both readability and deliverability.
Why Address Formatting Matters
An envelope is more than just a container for your letter. It is the first thing the recipient sees, and it also needs to meet postal standards so your mail is delivered without delays.
Poorly aligned addresses, tiny fonts, or text placed too close to the edges can cause problems such as:
• Mail being returned due to unreadable addresses
• Envelopes jamming in printers
• Unprofessional appearance
• Incorrect placement for postal scanning
Microsoft Word gives you the tools to control layout and formatting, but you need to know where to find them and how to use them correctly.
What You Need Before You Start
Before printing an address on an envelope in Word, make sure you have:
• A compatible printer that supports envelope printing
• The correct envelope size (for example, #10 or DL)
• Microsoft Word installed (desktop version recommended)
• The recipient and return address text ready
Using the desktop version of Word gives you more control over layout and printer settings than the web version.
Step 1: Open the Envelope Tool in Word
Open Microsoft Word
Click the Mailings tab in the top menu
Select Envelopes
A small window will appear with two main fields:
• Delivery Address
• Return Address
These are the text boxes where you enter the address information that will be printed on the envelope.
Step 2: Enter the Recipient Address
In the Delivery Address box, type the full mailing address exactly as you want it to appear.
Example:
John Smith
456 Oak Avenue
New York, NY 10001
Use proper capitalization and standard address formatting. Avoid using very long lines that might wrap awkwardly on smaller envelopes.
Step 3: Add the Return Address
In the Return Address box, enter your own address. This is usually placed in the top-left corner of the envelope.
Example:
Jane Doe
123 Pine Street
Boston, MA 02110
If you do not want a return address printed, you can leave this field blank. However, most postal services recommend including one.
Step 4: Choose the Correct Envelope Size
Click the Options button in the Envelopes window.
Under the Envelope Options tab:
• Select the correct envelope size (such as #10, DL, C5, etc.)
• Make sure the dimensions match the physical envelope you are using
Choosing the wrong size will cause the address to print in the wrong position.
Step 5: Adjust Address Position
Still inside the Options window, switch to the Printing Options tab.
Here you can:
• Set the feed method (how the envelope goes into your printer)
• Adjust the distance from the left and top edges
If your printer prints too high, too low, or off to one side, these margin controls help fine-tune the placement.
For most #10 envelopes, the default settings work well, but you may need small adjustments depending on your printer model.
Step 6: Format the Address Text
To change how the address looks, click the Font button in the Envelopes window.
You can adjust:
• Font family (Arial, Times New Roman, Calibri, etc.)
• Font size
• Bold or regular weight
Recommended settings for readability:
• Font size: 10–12 pt
• Simple sans-serif or serif fonts
• Avoid decorative or script fonts
Clear, readable text helps postal scanners and looks more professional.
Step 7: Preview the Layout
Before printing, always preview how the address will appear.
Click Add to Document instead of Print.
Word will create a new page showing the envelope layout. This lets you:
• See exact text placement
• Check spacing
• Adjust formatting
If the address looks off-center or too close to the edges, go back to the Options menu and adjust the margins.
Step 8: Print the Envelope
Once the layout looks correct:
Place the envelope in your printer tray
Make sure the flap orientation matches Word’s settings
Click Print
Many printers require envelopes to be loaded face-down with the flap on the left or right. Check your printer’s icon or manual for the correct orientation.
Common Address Placement Issues
Address Prints Too Far Left or Right
This usually happens when the envelope size is incorrect or the margins need adjustment. Go back to Printing Options and move the horizontal position slightly.
Text Is Cut Off
Increase the distance from the edges. Some printers cannot print very close to the envelope borders.
Address Appears Crooked
Make sure the envelope is inserted straight in the tray. Skewed placement often causes angled printing.
Font Looks Too Small
Increase the font size to 11 or 12 pt for better visibility.
Postal Address Formatting Tips
To improve delivery accuracy:
• Use uppercase or title case consistently
• Avoid punctuation where possible
• Use standard state abbreviations
• Keep the address centered on the right half of the envelope
Example of clean formatting:
JOHN SMITH
456 OAK AVENUE
NEW YORK NY 10001
Printing Return Address vs Recipient Address
The recipient address is the main focus of the envelope and should be larger and more prominent.
The return address should:
• Be smaller in size
• Sit in the top-left corner
• Use the same font family
Avoid placing the return address too close to the envelope edges.
Using Custom Fonts and Styles
While Word allows you to use custom fonts, it is best to keep envelope addresses simple.
Avoid:
• Handwriting fonts
• Script styles
• Very thin fonts
• Extremely bold weights
Postal scanners rely on clean text shapes, not decorative designs.
When Word Is Not Enough
Microsoft Word works well for basic envelope address printing, but it has limitations:
• Manual alignment takes time
• No live drag-and-drop positioning
• Limited preview accuracy for some printers
• No visual envelope background
If you need more control over address placement, layout, and design, dedicated online envelope tools offer:
• Real-time visual previews
• Drag-and-drop address positioning
• Background color options
• Logo support
• Export-ready print files
These tools are especially useful when precision matters.
Final Checklist Before Printing
Before clicking Print, confirm:
• Envelope size is correct
• Address text is readable
• Margins are adjusted
• Printer feed direction is correct
• Ink levels are sufficient
A quick check saves wasted envelopes and ink.
Summary
Printing an address on an envelope in Microsoft Word is straightforward when you use the built-in Envelopes tool correctly. By selecting the proper size, formatting the text clearly, and adjusting margins, you can produce clean, professional-looking envelopes for personal or business use.
This guide focused only on formatting and printing a single envelope address. For bulk printing, mail merge, or spreadsheet-based workflows, use the dedicated guides designed for those purposes.
If you need more visual control, faster setup, or modern design features, online envelope tools can provide a more flexible alternative to Word.