Print Postage from Microsoft Word or Outlook

Use the Stamps.com PC software plug-ins to print envelopes and shipping labels with domestic postage directly from Microsoft Word or Outlook.

  • Microsoft Word: Print First-Class Mail® postage directly on envelopes.

  • Microsoft Office: Print postage directly on envelopes or on shipping labels for larger packages.

Before You Begin

Prior to following the steps in this article, ensure that:

  • The most recent version of Stamps.com PC software is installed on your computer.

  • You can log into the Stamps.com PC software. You will need your Stamps.com username and password when printing postage from Word or Outlook.

  • You have installed Microsoft Word and/or Outlook on your computer.

Install the Stamps.com PC Software Plug-In

To print postage from Microsoft Word or Outlook, you must first install the software plug-in.

  1. Open and log in to the Stamps.com PC software.

  2. Expand the Help menu and select Download Plug-ins.

    The help menu is expanded and download plug-ins is selected.
  3. Select the Plug-ins tab and check the box for the plug-in (Word, Outlook, or both) that you wish to install. Then, click Next.

    Box shows plug-ins tab is selected. checkbox options for plug-ins are highlighted. After selecting the plug-in to install, click Next.
  4. Click the Restart button.

    Popup reads, The Stamps.com application needs to restart. A box highlights the Restart button.

    The Stamps.com software will close, and the selected plug-ins will be installed.

  5. Click the OK button on the Component installation results screen.

    Component installer popup with Success messages for MS Outlook & Word install. A Box highlights the OK button

The Stamps.com software will open automatically. You are now ready to print postage directly from Microsoft Word or Outlook.

Print Postage from Microsoft Word

Print First-Class Mail® postage directly on envelopes from within Microsoft Word:

  1. Select Mailings, then select Envelopes.

    MS Word. Boxes highlight Mailings tab & Envelopes button
  2. Select the Envelopes tab. Then, enter the Delivery and Return addresses.

    MS WORD Envelopes & Labels popup. Envelopes tab. Boxes highlight the Delivery and Return Address fields
  3. Check the Add electronic postage checkbox to enable adding postage to the envelope.

    Postage Details. Box highlights checked option to add electronic postage on envelope
  4. (Optional) Click the E-postage Properties button to enable additional postage options, such as Certified Mail® or Registered Mail®

    Box on the E-postage properties button. Opens the Additional Options popup. Certified Mail. Return Receipt, Restricted Delivery, and more
  5. Click the Print button when you are ready to print the envelope with postage.

    MS WORd Envelopes & Labels popup. Box on the Print button

    The Stamps.com PC software plug-in will launch.

  6. Enter your Stamps.com software username and password. Then click Sign In.

    Stamps PC version. Sign-in popup. Arrows point to the Username & Password fields. Box highlights Sign-In button

    The Stamps.com envelopes and packages interface will open.

  7. Enter the correct Weight, Mailing Date and Cost Code (if needed).

    Valid weight is 1 - 15.99 oz for an envelope sent via First-Class Mail.

    Box Highlights Weight, Mailing Date, & Cost Code Fields
  8. Verify that the correct printer is selected and that it is configured to print to a #10 envelope.

    Box highlights printer name and paper feed fields, as well as the configure button
  9. (Optional, but recommended) Print a sample to ensure that the envelope will print properly.

    Box highlights the Print Sample button
  10. Click Print Postage to print your envelope with postage.

    Box highlights the print postage button

Print Postage with Microsoft Word Mail Merge

Use Microsoft Word's mail merge feature to automate printing postage on envelopes for multiple recipients.

This example will import a list of addresses from an Excel spreadsheet. However, you can also import from an Outlook contact list or a custom data source. The basic process is the same; just be sure to select your data source when specifying your list of contacts.

Excel Mail Merge File

Row 1 of your Excel file must contain the following column headers: FirstName, LastName, Company, Address1, City, State, PostalCode.

We have attached a template, MailMergeSample.xls, to the end of this article for your convenience.

  1. Open a new Word document. Then, select Mailings.

    For this example, we are using MS Word 365 (2021). However, the steps will be similar in previous versions of Word.

    MS Word. Box on the Mailings tab
  2. Click Start Mail Merge and select Step-by-Step Mail Merge Wizard.

    Box & Arrow from the Start-Mail-Merge tab dropdown goes to Step-by-step Mail Merge Wizard

    The Mail Merge wizard will open.

  3. Select Envelopes from the list of available document types. Then, click Next: Starting Document.

    SDC-PC_MS-WORD_­Mail-Merge_­SEL_­Envelopes_­BTN_­Next_­MRK
  4. Select Change document layout. Then, click Envelope Options.

    MSWORD_MailMerge_SEL_CurrentDoc_BTN_Next_MRK.png

    The Envelope Options window will open.

  5. Use the tabs in the Envelope Options window to select the envelope size and to configure your printer options. Click OK. Then click Next.

    • Envelope Options tab: Select the envelope size and configure fonts.

    • Printing Options tab: Configure how your specific printer will print the envelopes.

    Envelope Options popup. Box highlights tabs for Envelope Options & Printing Options

    After clicking OK, the preview will update to display the layout for a blank envelope. You will add components to the layout after selecting your content list.

  6. Select Use an existing list. Then, click the Browse link. Go to and open the Excel file containing your contacts. Click Next: Write your letter.

    Mail Merger File selected

    Outlook Contact Lists

    You may notice there is an option to select from Outlook contacts. When you select this option, the next steps in the wizard will guide you through selecting your contact list and the contacts in the list to include in your mail merge!

  7. Select the sheet in your Excel file that contains your contacts. Click OK.

    Arrow point to the selected sheet. Box on the OK button

    The Mail Merge Recipients window will open and display the list of contacts in your Excel file.

  8. Use the Mail Merge Recipients window to select the contacts to include in your mail merge. Click OK. Then, click Next: Arrange your envelope.

    Box on selected data sources and another on the OK button
  9. Use the Arrange your envelope screen to format the layout of your envelope. Click Next: Preview your envelope when finished.

    • Return Address: Use the tools in MS Word to add your return address to the envelope.

      ReturnAddress.png
    • Address Block: Place the cursor inside of the address block. Then, click Address block in the wizard.

      The Insert Address Block window will open. Verify your settings and then click OK to add the block to your envelope.

      Arrow points to the Address Block on the envelope preview. A box highlights the Address Block button
    • Stamps.com Electronic Postage: Click the Electronic postage option in the wizard to add electronic postage to the envelope.

      If prompted, sign in to your Stamps.com account. An icon will be placed in the layout to indicate electronic postage will be applied during the mail merge.

      Arrow points to the envelope's Electronic postage. A box shows the Electronic postage option
  10. Verify the layout of your envelope is correct. Then, click Next: Complete the merge.

    A box highlights the Complete Merge option in the side nav.
  11. Click Print. Then, specify the records to print and click OK.

    Box on print button, with an arrow to the Merge to Printer popup. Box highlights the OK button
  12. Select your printer, verify your printer settings, and click OK.

    Boxes on the printer Name dropdown & on the OK button

The Stamps.com plug-in will launch:

  • If prompted, sign in to your Stamps.com account.

  • Address verification will check each address in the contact list.

    AddressVerification.png
  • First-Class Mail® will be selected for you. If needed, verify the weight of your envelopes, enter a Mailing Date, and select a Cost Code. Click Print Postage to print your envelopes.

    We suggest using the Print Sample option to print a sample envelope to ensure that your mail merge will print correctly.

    Box on the Print Postage button

Print Postage from Microsoft Outlook

Print postage on envelopes or shipping labels directly from Microsoft Outlook.

  1. Select People, then select the contact for whom you will be printing postage.

    OUTLOOK. Boxes on the People side nav icon and a Contact
  2. Click the Stamps menu. Then, select Print Postage.

    Boxes highlight the Stamps tab and the print Postage button
  3. Enter your Stamps.com software username and password. Then click Sign In.

    Stamps PC version. Sign-in popup. Arrows point to the Username & Password fields. Box highlights Sign-In button

    The Stamps.com envelopes and packages interface will open.

  4. Select the Envelopes tab to print postage directly to an envelope or the Packages tab if you will be printing to a shipping label.

    Box on the Enveleops and Packages tabs

    Then, configure your envelopes or package labels like you normally would.

  5. (Optional, but recommended) Print a sample envelope or label to ensure that it will print correctly.

    Box highlights the Print-Sample button
  6. Click the Print Postage button when you are ready to print your envelope or shipping label.

    Box on the print-postage button
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