Table 5.13.1. Envelope sizes, Envelopes When preparing envelopes: + Ensure that the envelope is large enough to accommodate the letter and any enclosed items. Table 5.13.1 summarises the international standard sizes of envelopes and the paper size tor which each is appropriate. You should review this table so that ‘you will be able to select the appropriate envelopes for your assignments, + Unless you are using a mail merge, itis best to type the envelope for each letter immediately after typing the letter. Figure 5.13.1 shows the formatting guidelines you should follow. Name | Measurement | Measurement in | Content format inmm inches (approx.) G_[szaxase [12x18 ‘AS sheet flat, A2 sheet folded once A _[229xs2a [9x12 "Ad sheet flat; AB sheet folded once S Tezx 229 |@wns “AE sheet ft; Ad chest folded once © Tax te [4ax 6% ‘6 sheet fat; AS sheet folded once; Ad sheet folded in quarters ce [ax229 [alax9 ‘Ad sheet folded in thirds ce [aixier [3% 6s [AS sheet folded in thirds a [axia [suxae ‘Aé sheet folded once; AS sheet folded in quarters Ba 250% 353 | 9% 13% GA envelope, Ad fat sheet 85 176x250 [7x CS envelope, AS fat sheet 86 125x176 [5x7 ’Ad folded in quarters DL [t10%220 [aux 8% ‘Ad sheet folded in thirds, AS sheet folded in half lengthaise {this envelope is similar in size to the C5/6) fae ‘Automatically address an envelope to Danika Housen of 23 Railway Road, Siparia. Use your home address as the return address. Manually addressing envelopes To manually address an envelope in your word-processing program: 1 Enter the dimensions of your envelope in the Page layout or Page setup dialogue box. For example, for a C5/6 envelope set the paper height to 11.4cm (4.5 inches} and the width to 22.9cm (9 inches) : 2 Set the top margin to one-half the height of the envelope, and the left margin to one-third its width. For example, for a C5/6 envelope, set the top margin to 3.9cm (1.5 inches) and the left margin to 7.6cm (3 inches).3 Type the recipient's address on the first line of the document. 4 Ifyou are including the sender's address, type this in the header section of the document. 5 Print the envelope, using the manual feed tray of your printer. RECORDERED DELIVERY Senders name address ‘CONFIDENTIAL Recipients name ‘adress ine | ‘ess ine 2 ow TOWN, 012 3WN) Guidelines for envelopes Automatically addressing envelopes Most word processors enable you to automatically address envelopes. In Microsoft Word the sender's and recipient's addresses are automatically copied from the letter and inserted into an envelope template. However, you may make any desired changes to these entries._ 5.13 (continued) To automatically address an envelope, type the letter then: 2 weer 1 In Word 2003, click the Tools menu, ees es point to Letters and Mailings, and then click Envelopes and Labels..., then click [Relves adda: the Envelopes tab. [Mr Jason Hi In Word 2007, click on the Mailings tab eaacuas and then cick the Envelopes button n [Trinidad the Create section. The Envelopes and Labels dialogue box will appear (similar Prana to that shown in Figure 5.13.2). a: 2. Ensure that the Envelopes tab is selected enema: 1 rome Ps ‘ihr ans ta et nope er ee eon Figure 5.13.2] An envelopes and labels dialogue box 3. Enter or edit the addresses. 4 Insert the envelope into the printer as shown in the Feed box and click Print. If you do not want to print the envelope immediately, click Add to Document. The envelope will be added to the document in a separate section with its own formatting Labels A label is a piece of paper, with an adhesive on one side, on which information such as an address is printed (see 5.1). The ISO sizes for labels are A7, AB and AQ. However, labels are often sold in letter sized sheets so that they can be easily loaded into a printer. The sheets are scored or perforated to make it easier to delacti eaclt label Creating labels ‘To create a single label, type the letter then use the Envelopes and Labels dialogue box as described above. This time ensure the Labels tab is selected before you enter the address details. ‘When printing, choose one of the following options under Print: + Click Single label to print a single label, then type or select the row and column number an the label sheet for the label you want 10 print. * Click Full page of the same label to print the same information ona sheet of labels. EXAM TIP coiae ect the b bel type, the type of robles appli P * Click the Options button to select the label type, the type of paper ei nes feed and other options and then click OK. merge wher. preparing etal eH pres fate sur Yox | Using mail merge for envelopes and labels mastered this skill, By now you should have mastered performing mail merge (see 5.9). You may also use this feature to create and print envelopes and labels.