Having issues printing envelopes in mail merge

Heather Claridge 20 Reputation points
2026-09-24T18:30:43.49+00:00

I have selected the proper size envelope in word, the paper source and orientation. I go to file, then to print, go into my printer properties and see that the right size and tray are selected and it will not end the job to my printer, the job sits in idle. I have reinstalled my printer drivers and cannot seem to get it to print.

Windows for home | Previous Windows versions | Devices and drivers
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AI answer

2026-09-24T18:31:14.8166667+00:00

Since the envelope settings in Word and the printer properties already match, focus on the Windows print path and printer queue. A job that stays Idle usually points to the printer connection, spooler, or driver path rather than the envelope layout itself.

  1. Confirm the issue is not Word-only.
    • Try printing a simple file from another app such as Notepad or Paint.
    • Also try printing a different file from Word.
    • If other apps print normally, continue with Word-specific checks.
  2. Verify the selected printer in Word.
    • In Word, select File > Print.
    • Make sure the intended physical printer is selected.
    • Confirm the printer status shows Ready.
    • Make sure Print to PDF or Print to file is not selected.
  3. Print a Windows test page.
    • In Windows 11: Start > Settings > Bluetooth & devices > Printers & scanners.
    • Select the printer, then Printer properties.
    • On the General tab, select Print Test Page.
    • If the test page does not print, the problem is with the printer connection, queue, or driver rather than the envelope document.
  4. Restart the Print Spooler service.
    • Press Windows key + R, type services.msc, and press Enter.
    • Locate Print Spooler.
    • Right-click it and select Restart.
    • Then try the envelope print job again.
  5. If jobs still remain idle, clear and reset the print spooler.
    • Warning: this removes pending print jobs.
    • Open Services from the taskbar search.
    • Double-click Print Spooler and select Stop.
    • In the taskbar search, enter %WINDIR%\system32\spool\printers and open that folder.
    • Delete all files in the folder.
    • Return to Print Spooler, select Start, set Startup Type to Automatic, and select OK.
  6. Remove and reinstall the printer in Windows.
    • Go to Settings > Bluetooth & devices > Printers & scanners.
    • If the printer is listed, remove it.
    • Then select Add a printer or scanner or Add device to install it again.
    • After reinstalling, print a test page before retrying the mail merge envelope.
  7. Update or reinstall the printer driver again from Windows Device Manager if needed.
    • Select Start > Device Manager.
    • Expand Printers.
    • Right-click the printer and select Update driver.
    • If no update is available, select Uninstall device, restart the PC, and let Windows reinstall the printer driver.
  8. If Windows can print but Word still cannot, repair Office.
    • Go to Start > Settings > Apps > Installed apps.
    • Select Microsoft 365.
    • Select Advanced options > Quick Repair.
    • Test printing again.
    • If needed, run Online Repair.

If the printer works from Windows test pages and other apps, but the mail merge envelope still fails, the remaining issue is likely specific to Word’s print handling rather than the envelope size selection.

References:

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  1. Hendrix-V 19,300 Reputation points Microsoft External Staff Moderator
    2026-09-25T04:05:00.9333333+00:00

    Hi Heather Claridge,

    Since the print job is being created but remains in an Idle state, it may be helpful to determine whether the issue is related specifically to the mail merge envelope output rather than general printing.

    Could you try the following quick test:

    1. In Word, complete the merge and select Finish & Merge > Edit Individual Documents.
    2. This will create a new document containing the merged envelopes.
    3. Attempt to print that new document instead of printing directly from the mail merge.

    If the merged document prints successfully, the issue may be related to how Word is sending the mail merge job to the printer. If the job still remains idle, please let me know:

    • Your printer make and model.
    • Whether a single envelope created through Mailings > Envelopes prints correctly.
    • Whether the printer is connected by USB or over the network.

    These details can help narrow down whether the behavior is specific to mail merge processing, envelope printing, or communication with the printer.

    Was this answer helpful?

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