Print Postage from Microsoft Word or Outlook

Use the 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 PC software is installed on your computer.

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

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

Install the PC Software Plug-In

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

  1. Open and log into the 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.

    The plug-ins tab is selected and the checkboxes for the plug-ins are highlighted. After selecting the plug-in to install, click Next.
  4. Click the Restart button.

    The application needs to restart. The restart button is selected.

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

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


The 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.

  2. Select the Envelopes tab. Then, enter the Delivery and Return addresses.

  3. Check the Add electronic postage checkbox to enable adding postage to the envelope.

  4. (Optional) Click the E-postage Properties button to enable additional postage options, such as Certified Mail® or Registered Mail®.

  5. Click the Print button when you are ready to print the envelope with postage.


    The PC software plug-in will launch.

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

  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.

  8. Verify that the correct printer is selected and that it is configured to print to a #10 envelope.

  9. (Optional, but recommended) Print a sample to ensure that the envelope will print properly.

  10. Click Print Postage to print your envelope with postage.


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 one 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.

  2. Click Start Mail Merge and select 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.

  4. Select Change document layout. Then, click Envelope Options.


    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


    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.


    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.


    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.

  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.

    • 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.

    • Electronic Postage: Click the Electronic postage option in the wizard to add electronic postage to the envelope.

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

  10. Verify the layout of your envelope is correct. Then, click Next: Complete the merge.

  11. Click Print. Then, specify the records to print and click OK.

  12. Select your printer, verify your printer settings, and click OK.


The plug-in will launch:

  • If prompted, sign in to your account.

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

  • 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.


Print Postage from Microsoft Outlook

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

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

  2. Click the Stamps menu. Then, select Print Postage.

  3. Enter your software username and password. Then click Sign In.


    The 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.


    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.

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

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