How to post
How to post mail-merged letters from Word
Already mail merge your letters in Microsoft Word? Keep doing it. Merge the whole list into one file, upload it to Intelliprint and split it into separate letters. We pick up each address from the envelope window, then print and post every letter from our UK facility. About 15 minutes the first time, and a few clicks after that.
Last reviewed · By Intelliprint Team
Before you start
- An Intelliprint account
- Microsoft Word, with your letter and recipient list set up for mail merge
- The address placed where the envelope window will show it (step 1)
Put the address where the envelope window shows it
In your Word letter, place the address merge fields (name and address lines) where the envelope window sits. For a standard C5 window envelope, that's 20mm from the left edge and 45mm from the top, in an area about 90mm wide by 40mm tall. Keep the address on the first page of each letter.
Merge the whole list into one file
In Word, go to Mailings, then Finish & Merge, then Edit Individual Documents, and merge all records. Word creates one document with every letter in it, one after another.
Save it as a PDF, or keep it as a Word file: Intelliprint accepts both. For a print-ready result, a PDF is best.
Upload the file to Intelliprint
Sign in to Intelliprint, select New print, then Upload a PDF. Drop in your merged file, and the draft opens with the whole file in it.
Split it into separate letters
Your file holds lots of letters, so split it. Select Split into letters, then choose how: Split by number of pages if every letter is the same length, or Split by phrase presence if each letter starts with the same words, such as "Dear". Select Save splitting.
Check that the letter count matches the number of people on your list.
Check each letter and its address
Step through the letters using the recipient list. Each address is picked up from the envelope window. If one sits slightly outside it, use the arrows on the draft to move the document 1mm at a time.
Choose postage and send
Pick a postage service and envelope. If your pages won't fit, the envelope is upgraded for you. Leave the mail date blank for the next available date, or schedule it up to a month ahead.
Check the total, then select Send to print. You can follow every letter in Print History.
See it in the dashboard
Send a letter in minutes: an interactive walkthrough, shown with sample data.
Troubleshooting
The letter count doesn't match my mailing list
If you split by number of pages, check every letter really is the same length: one longer letter throws the count out. Splitting by a phrase that starts every letter, such as "Dear", copes with letters of different lengths. Phrase matching is case-sensitive, and the phrase has to be real text in the file, not part of an image.
An address isn't showing in the envelope window
Use the arrows on the draft to move the document in 1mm steps. If a letter has no address in the window position at all, select Add address sheet to add an addressed first page, then check the new page count and cost.
Can I reuse this every month?
Yes. Merge and upload the same way each time. If you'd rather not export from Word at all, you can write the letter once in Intelliprint's letter builder and mail merge it with a mailing list there.