Printing Problems

How to Fix Word Mail Merge Printing Every Other Envelope

Huma Ashraf Ch Sep 25, 2026 869 views

Question details

The user needs to prevent their printer from skipping every other envelope when performing a mail merge.

How to Fix Word Mail Merge Printing Every Other Envelope

Product: Microsoft Word
Device & OS: not provided
Scenario: Executing a mail merge to print a batch of addressed envelopes.
Observed behavior: The printer skips alternating envelopes, printing only every other one due to layout constraints caused by address fields overflowing.

Before you start

Ensure you have the document containing your mail merge template open and verify that your printer driver settings match your physical envelope size.

Solution 1Recommended

Resize the Address Field Layout

Adjusting the width of the address box ensures the ZIP code fits on the same line, preventing page overflow that causes the printer to output a blank second page.

When the address field in a mail merge template is too narrow, the ZIP code or extra text may get pushed to a new line that extends beyond the printable bottom margin of the envelope. The word processor interprets this overflow as a second page, resulting in alternating blank envelopes during the print job.

Select the address block

Open your Microsoft Word document containing the envelope mail merge template and click anywhere inside the address block to reveal the text box boundaries.

Widen the text box

Click and drag the sizing handles on the right side of the text box to widen the address field.

Align the ZIP code

Ensure that the city, state, and ZIP code all fit properly on a single line without wrapping to a new line.

Run a test print

Navigate to the Mailings tab, click 'Finish & Merge', and print a small batch to confirm the printer no longer skips envelopes.

Layout Fixed: Keeping the address block compact and within the printable margins prevents the software from generating invisible secondary pages.

Create and Print Envelopes Seamlessly with WPS Writer

WPS Writer offers a highly compatible and intuitive Mail Merge feature that properly formats address blocks without hidden layout overflow issues, ensuring every envelope prints correctly the first time.

1. Open WPS Writer: Launch WPS Office and open your existing envelope template or create a new document by navigating to Menu > New.
2. Access Mail Merge: Navigate to the 'References' tab on the top ribbon and click on 'Mail Merge' to initialize the process.
3. Insert Merge Fields: Click 'Open Data Source' to connect your spreadsheet, then use 'Insert Merge Field' to place your address data within the text box.
4. Merge and Print: Preview your results, then click 'Merge to Printer' to flawlessly print all your envelopes without alternating skipped pages.

Easily adjust envelope dimensions and address layouts without hidden page overflows.Fully compatible with Microsoft Word (.docx) files and existing mail merge templates.Lightweight alternative with a familiar, user-friendly interface for seamless migration.

Frequently Asked Questions

Why does my printer skip every other page during a mail merge?

This usually happens when the text box or layout boundaries of your document are slightly larger than the printable area of the envelope. The printer interprets the overflow as a blank second page, resulting in alternating blank or skipped envelopes.

How can I preview envelopes before printing to avoid wasting paper?

In the Mailings tab, use the 'Preview Results' feature to verify data. Additionally, you can go to File > Print to check the print preview. If you see blank pages between your envelopes in the preview window, you must adjust the text box sizing before sending the job to the printer.

Does this envelope skipping issue only happen with HP printers?

While frequently reported on HP printers due to their specific hardware margin handling, this layout overflow issue can occur on any printer brand if the Microsoft Word address field is pushing text onto a new, hidden line.

Document & File Issues