Print Labels and Envelopes

You can now print address labels and addressed envelopes for a selection of contacts, straight from the screens you already use to generate letters and statements. Labels and envelopes come out of the same pass over the same people in the same order, so a stack of letters, a sheet of labels, and a tray of envelopes all line up.

Where to find it

Look for Print Labels & Envelopes in the same menu you use for Generate Letters:

Screen	Menu	Who gets printed
Contacts	Statements	The contacts you have ticked in the grid
Donations	Statements	The donors behind the donations you have ticked, kept in donation order
A saved contact list	Actions on the list	Everyone on the list

The donation screen keeping donation order matters: print receipts from a set of donations, then print envelopes from the same set, and the two stacks stay in step.

Labels, envelopes, or both

The dialog has a section for each, and you can turn on either or both. Turning on both produces two documents from one screening pass, covering the same people in the same order.

Label sheets

Pick the sheet you have in the drawer:

Format	Per sheet	Label size
Avery 5160 / 8160	30	2.625 in x 1 in, the usual address label
Avery 5161 / 8161	20	4 in x 1 in
Avery 5162 / 8162	14	4 in x 1.33 in
Avery 5163 / 8163	10	4 in x 2 in, shipping labels
Avery 5164 / 8164	6	4 in x 3.33 in
Avery 5167 / 8167	80	1.75 in x 0.5 in, return address labels
Avery L7160 (A4)	21	63.5 mm x 38.1 mm

Start at label lets you finish a part-used sheet. Count across and down from the top left, starting at 1, and enter the first free label. Everything before it is left blank.

Envelopes

Choose #10 (the standard US business envelope), #9 (the reply envelope that fits inside a #10), 6 in x 9 in booklet, A7 for invitations and note cards, or A2 for thank-you notes.

Print our address in the corner puts your organization's name and address in the top left as the return address. It is on by default, and worth leaving on: an envelope with no return address comes back to nobody when it cannot be delivered. The address comes from your organization's location record, so check that is current before a large run.

Addressing options

Open Addressing options for control over what gets printed and for whom.

Option	Choices
Name line	Formal addressee, informal addressee, full name, household name, or company name.
Which address	Primary with the second as a fallback, primary only, second with the primary as a fallback, or second only. With an "only" option, a contact whose chosen address is blank is left out.
Households	One piece per contact (the default), combine contacts who share both a household name and an address, or combine everyone at the same address whether or not a household name is set.
Order	As selected, by name, or by postal code, which is what bulk mail preparation wants.
Font, size, bold	Arial, Helvetica, Calibri, Times New Roman, or Georgia, at 6 to 24 point.

Addresses are composed as lines with the empty parts dropped, so a contact with no city gives you "NY 10001" rather than ", NY 10001." Addresses in your own country print without a country line.

Do not mail

Contacts marked do not mail are left out by default, and the summary tells you how many. Include contacts marked do not mail overrides that. It is there for a notice you are legally required to send. Leave it off for anything that is marketing.

What you get back

Click GENERATE and the dialog returns a Word document for each output you asked for, with a page count on the button: sheets for labels, envelopes for envelopes. Click to download.

Above the downloads is a summary line: how many pieces will print, and who was left out and why, counted separately for no mailing address, marked do not mail, and combined into households. If none of the selected contacts has a mailing address, you get told so instead of an empty document you have to open to discover is empty.

Print at actual size. Labels are printed to exact measurements, so any scaling by the printer driver throws the whole sheet off. In the print dialog, set scale to 100 percent, or Actual Size, and turn off fit-to-page or shrink-to-fit.

Check your printer first, with the alignment sheet

Alignment sheet, at the bottom left of the dialog, prints a numbered outline of the label grid you have selected and nothing else. Print it on plain paper and hold it against a real label sheet up to the light. If the boxes sit over the labels, your printer is not scaling the page and you can print the real run. If they creep, fix the scaling setting before you spend a sheet of labels.

It needs address labels turned on, since it is a picture of a label grid. It is about the printer rather than about anyone's address, so it needs no selection and is not recorded as a print run.

Reprinting, and adding to a batch

Earlier print runs, at the bottom of the dialog, lists your recent runs with the date and what each one printed.

Reprint produces the same pieces again, in the same order.
Add envelopes appears on a run that printed only labels, and Add labels on a run that printed only envelopes. That covers the common follow-up: labels went out yesterday, envelopes for the same batch today.

A reprint uses the addresses as they were when the run was made. That is deliberate: a reprint has to match the stack you already printed and the letters it goes with. If you want addresses updated since then, print a new run instead.

Matching addresses in your letters

Two merge fields make a letter's inside address match the envelope it goes into:

Address Block (multi-line) gives the address as separate lines with the empty ones dropped.
Address (one line) gives the same address on a single line, for a signature block or a footer.

Both compose the address the same way the labels and envelopes do, so you no longer have to write out , in a template and accept the stray punctuation when a part is blank.