How to Print Envelopes: Step-by-Step Guide

What You’ll Need

A printer that can handle envelopes (check your printer manual for envelope support)
Envelopes of the correct size (standard US #10 is 4.125 x 9.5 inches; A4 envelopes for international)
Your computer with word processing software (Microsoft Word, Google Docs, or your email client)
The recipient’s address and your return address
Optional: envelope paper or labels if your printer can’t handle envelopes directly

Step-by-Step

Check your printer’s envelope capacity – Look in your printer manual or on the manufacturer’s website to confirm it can print envelopes. Most inkjet and laser printers have a manual feed slot or a tray that adjusts for envelopes. If your printer doesn’t support envelopes, you’ll need to use labels or print on paper and attach it.
Prepare your envelopes – Make sure the envelopes are flat, not curled, and free of any sticky residue. If they have a flap, ensure it’s folded back and not catching on anything. Fan the envelopes to separate them and prevent jams.
Adjust the printer tray or manual feed – Open the rear or manual feed slot if available. Slide the width guides to fit the envelope width. Place the envelopes with the side to be printed facing up (usually the front of the envelope, where the address goes). The top of the envelope should go in first, with the flap on the left or right depending on your printer’s instructions.
Open your word processor or email program – In Microsoft Word, go to the Mailings tab and click Envelopes. In Google Docs, use the Mail Merge or third-party add-on, or use a template. In Gmail, you can print directly from the email by selecting the envelope icon if available.
Enter the addresses – Type the recipient’s address in the Delivery Address field and your return address in the Return Address field. If you don’t want to print the return address (e.g., if you have pre-printed envelopes), leave it blank or uncheck the option.
Set envelope size and orientation – In the Envelope Options dialog, select the correct envelope size (e.g., Size 10 for #10). If your envelope size isn’t listed, choose Custom and enter the dimensions. Set the orientation to landscape or portrait as your printer requires. Most envelopes print in landscape.
Load the envelope and print a test – Before printing on your final envelope, do a test print on a plain piece of paper cut to the same size. This helps you check alignment without wasting envelopes. Adjust the feed direction or the address position if needed.
Print the envelope – Once the test looks good, load a single envelope (or a few if your printer supports it) into the manual feed or tray. Click Print. Watch the envelope feed to ensure it doesn’t jam. If it jams, cancel the print job and gently remove the envelope, then retry.

Common Mistakes

Using envelopes that are too thick or have a glossy finish that smudges.
Not adjusting the printer guides properly, causing the envelope to feed crooked.
Printing on the wrong side of the envelope – most printers print on the side facing up, but some print on the side facing down.
Forgetting to change the paper size settings in the print dialog to match the envelope.
Overfilling the tray – envelopes should be loaded one at a time or in small batches.

Tips

Always print a test on plain paper first to avoid wasting envelopes.
If your printer has a manual feed slot, use it for single envelopes – it’s more reliable than the main tray.
Keep the envelope flap flat and tuck it in if possible to prevent it from catching.
Use the envelope’s grain direction – print along the length of the envelope for best results.
For multiple envelopes, consider using a mail merge feature in Word to print a batch with different addresses.

Troubleshooting

Envelope jams: Turn off the printer, gently pull the envelope out in the direction it was feeding, and check for any torn paper. Reload and try again.
Print is crooked: Adjust the paper guides, ensure the envelope is pushed all the way in, and check the envelope size setting in the print dialog.
Print is on the wrong side: Flip the envelope over and try again. Check your printer’s manual for which side faces up.
Text is cut off: Reduce the margins in the envelope settings, or move the address position in the Envelope Options dialog.
Smudged ink: Use envelopes with a matte finish, or let the ink dry longer before stacking. For laser printers, use envelopes rated for laser printing.
Printer doesn’t pull the envelope: Make sure the envelope is not too thick or too thin. Try using the manual feed slot if available.

Frequently Asked Questions

Can I print envelopes with any printer?

Most home printers can handle envelopes, but some compact or budget models may not have a manual feed slot. Check your printer’s specifications or manual. If not, use labels or print on paper and attach.

Do I need special envelopes for printing?

Regular paper envelopes work fine for most inkjet and laser printers. However, avoid envelopes with a glossy coating or those that are too thick, as they may smudge or jam.

How do I print a return address on the envelope?

In Word, go to Mailings > Envelopes and enter your return address in the Return Address field. If you don’t want it printed, uncheck the box for printing it.

Can I print envelopes from Gmail?

Yes, you can print an envelope directly from Gmail by opening the email and clicking the printer icon, then choosing the envelope size in the print settings. Alternatively, copy the address into Word.

Why is my envelope printing blank?

This usually happens when the envelope is loaded upside down or the print side is facing the wrong way. Flip the envelope and try again. Also check that the envelope is not too thick for the printer.

How do I print multiple envelopes with different addresses?

Use a mail merge in Word: create a data source with addresses, then go to Mailings > Start Mail Merge > Envelopes. This allows you to print a batch with different addresses.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.