WD98: Printing Envelopes to the HP LaserJet 5MP and 6MP

• Microsoft Word 98 Macintosh Edition

SUMMARY

This article describes how to print envelopes correctly from Microsoft Word 98 Macintosh Edition to the Hewlett-Packard (HP) 5MP and 6MP printers, using both the Envelopes And Labels dialog box and the Mail Merge feature.

In order to print envelopes correctly, you need version 8.0 or later of the Apple LaserWriter driver (version 8.1.1 or later is recommended) or the most current version of the HP LaserJet 5MP or 6MP driver.

MORE INFORMATION

Before printing envelopes in Word, the correct PPD (printer description file) must be selected using the Chooser.

Configuring the Printer Driver

To configure the printer driver, follow these steps:

1. On the Apple menu, click Chooser.

2. Locate the printer driver for your LaserWriter or LaserJet and select it.

3. Select the actual printer in the "Select a <Printer Driver Name> Printer" list.

4. Click Setup.

5. Click Auto Setup. Click OK.

   The PPD should be automatically selected for you.

   NOTE: If you get a warning message that the correct PPD cannot be located, make sure that you have the PPD for your printer in the Printer Descriptions folder (either in the System folder or in the Extensions folder). If you ran the standard setup for the driver, this file should already be properly installed.

   You must use the HP 5MP PPD or HP 6MP PPD to print envelopes to their respective printers, that is, you cannot use an HP 6MP PPD with an HP 5MP.

6. Close the Chooser.

Printing Envelopes from the Envelope Dialog Box

To print envelopes from the Envelope dialog box, follow these steps:

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

2. Type the Return and Destination addresses.

3. Click Options. Select the Printing Options tab.

4. Choose the Left Portrait icon (fourth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared.

   NOTE: If printing Landscape choose the Left Landscape icon (sixth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared.

5. Select the Envelope Options tab. Under Envelope Size, select Size 10 (4 1/8 x 9 1/2 inches). If desired, add bar codes and change the font of the return and/or destination addresses. Choose OK.

6. Be sure the printer is on and ready (Power Ready light is on).

7. Click the Print button. The Printer dialog box should appear.

8. Open the multi-purpose tray on the front of the printer, and open the rear output tray.

9. Slide the paper width guide to the left until it is at the envelope setting (as indicated on the engraved diagram). Slip the envelope into the gap between the left side of the paper tray and the paper width guide until it just touches the feed wheel, and adjust the guide until it is against the envelope, but not too snug.

10. In the dialog box, click Print (auto select should already be selected).

Printing Envelopes Using Mail Merge

To print envelopes using mail merge, follow these steps:

1. On the Tools menu, click Mail Merge.

2. In the Mail Merge Helper dialog box, under "Step 1: Main Document," click Create Envelopes. Click 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 click Open.

   NOTE: Skip steps 4, 5, and 11 if you opened an existing data file in step 3.

4. Choose the fields you want (for example, Title, First Name, Last Name, Address, and so forth) and select 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 opens the Envelope Options dialog box.

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

8. Select the Printing Options tab. Choose the Left Portrait icon (fourth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared. Click OK.

   NOTE: If printing Landscape, select the Printing Options tab, choose the Left Landscape button (sixth from the left), and make sure the Face UP option is selected and the Clockwise Rotation check box is cleared.

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 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.

11. The main document is now set up properly to print envelopes and be merged with the data source (data file). Click Merge under Step 3: Merge the Data with the Document, select Merge To Printer, and click Merge.

12. Slide the paper width guide to the left until it is at the envelope setting (as indicated on the engraved diagram). Slip the envelopes into the gap between the left side of the paper tray and the paper width guide until it just touches the feed wheel. Adjust the guide until it is against the envelopes, but not too snug.

13. (Optional) To print envelopes continuously, start the PrintMonitor.

    a. To start the Print Monitor, open the Extensions Folder in the System Folder and select the Print Monitor extension.

    b. On the File menu, click Preferences, select Give No Notification, and then click OK.

    NOTE: If you omit this step you need to feed envelopes one at a time until the mail merge is completed.

14. Return to Word, select Manual Feed, and then click Print in the dialog box (auto select should already be selected). If you skipped step 13, add more envelopes as needed until the mail merge is completed.