WD6X: Printing Envelopes from MacWord 6 to the Epson StylusColor

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

SUMMARY

This article describes how to print envelopes from Word to the Epson StylusColor printer from both the Envelope And Labels dialog box and from Word's Mail Merge feature using the StylusColor drivers version 1.10E, 1.20a, and 2.01a (recommended).

MORE INFORMATION

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 recognize the correct size.

NOTE: Although Word will print envelopes to the Epson printer without this setting, the results are much more desirable if you set this heuristic.

You need to set this heuristic only once for your selected printer. You do not need to set it each time you print an envelope. You do, however, need to set the heuristic before creating a main document for the mail merge. If the main document has already been created, set the heuristic and re-create the mail merge document.

Configuring the Printer Heuristic

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 StylusColor).

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

5. Press TAB to select the text in the Setting text box. Delete the text and type "4" (without the quotation marks). Then, click Set and click OK.

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

Printing Envelopes from the Envelope Dialog Box

NOTE: For best results set the printer heuristic before you proceed with these steps. To find out how to do this, see the section, "Configuring the Printer Heuristic."

1. On the Tools menu, click Envelopes And Labels. Select the Envelope tab.

2. Type the return and destination addresses.

3. Click the Options button. Select the Printing Options tab.

4. Choose the left landscape icon (third from the left), and make sure the Face Down option is selected.

5. Select 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. Click OK.

6. Click the Print button. The Page Setup dialog box should appear. Select #10 Envelope from the Paper Size drop-down menu.

7. Click Print.

Printing Envelopes Using the Mail Merge Feature

NOTE: For best results set the printer heuristic before you proceed with these steps. To find out how to do this, see the section, "Configuring the Printer Heuristic."

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 choose Open.

   NOTE: Skip steps 4, 5, and 11 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 click 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 the Set Up Main Document button, which will open the Envelope Options dialog box.

7. Select the Envelope Options tab and select the envelope size (Size 10).

8. Select the Printing Options tab, and choose the left landscape icon (third from the left), and make sure the Face Down option is selected.

9. In the Envelope Address dialog box, insert the merge fields for the destination address. Choose the Insert Postal Bar Code button if you want to add a postal bar code or a FIM-A courtesy reply mail bar code to your envelopes. Click OK.

10. In the Page Setup dialog box, select #10 Envelope from the Paper Size drop-down menu. Click OK.

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

12. 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 in Step 3. To merge the data with the Document, select Merge To Printer, and click Merge.