Printing Wedding Invite Guest Addresses: A Step-By-Step Guide

Planning a wedding can be stressful, but there are ways to make it easier. One way is to save time by printing your wedding invitation envelopes at home. This can be done by creating an Excel spreadsheet of all your guest addresses, then using a mail merge to transpose the addresses from the spreadsheet into a Word document. You can then print out your envelopes, saving you from having to hand-write each one. There are also online tools and services that can help with this process, such as Minted's Digital Address Collection Cards, Google Forms, and Postable. These services allow you to collect your guests' addresses digitally and can even help with printing or addressing envelopes. Another option is to use wedding invitation address labels, which are stickers that display names and addresses. These can be purchased from online retailers and stationery stores, or you can print them yourself at home.

Collecting guest addresses

Finalise your guest list

Before you start collecting addresses, finalise your guest list to ensure you have a definite number of people to invite. This will save you from having to ask for addresses from people who aren't on the final list.

Use an online guest book tool

Online guest list tools, such as Minted's Digital Address Collection Cards or WeddingWire's Guest List Tool, can streamline the process of collecting addresses. These tools allow you to send a link via email or text to your guests, who can then input their contact information directly into your online guest list. This method is efficient and reduces the risk of errors.

Ask each guest directly

If you prefer a more personal approach, you can simply ask each guest for their address. This ensures you have accurate and up-to-date information. Contact your guests via phone, text, email, or social media to request their full address, including any relevant apartment or suite numbers.

Recruit your family for help

If you have a large guest list, don't hesitate to ask your family for help. They may have the contact information for many of your guests, although this information could be outdated or incomplete.

Use public databases

Public databases such as the US Postal Service or the White Pages can be useful for finding addresses for guests you cannot reach directly. However, there is a risk of inaccurate data, so use this method as a last resort.

Create a spreadsheet

Whether you use an online tool or direct contact methods, it's helpful to create a spreadsheet to organise your guest addresses. Include columns for names, addresses, and any other relevant information. This will make it easier to keep track of responses and identify any missing addresses.

Follow up before sending invitations

Save your addresses for future use

Once you've collected all the addresses, save them in multiple locations, such as a Google Spreadsheet or a written address book. This organised system will make it easier to send holiday cards, birthday gifts, and other correspondence to your loved ones in the future.

Using mail merge

Step 1: Create a Spreadsheet

Start by creating a spreadsheet with all your guest names and addresses. Common programs for this include Microsoft Excel and Google Sheets. You can also use a free Guest List Excel Spreadsheet template offered by some wedding planning websites. In addition to names and addresses, you may want to include columns for table numbers, titles (Mr., Mrs., etc.), and any other relevant information. Ensure that each column has a clear name.

Step 2: Format and Save Your Spreadsheet

Format your spreadsheet so that it includes all the necessary information in a clear and consistent manner. For example, you may want to include columns for "Name," "Address Line 1," "Address Line 2," "City," "State," and "Zip Code." You can also add a column for "Country" if you have international guests. Once your spreadsheet is complete, save it as a .csv file.

Step 3: Create Your Envelope Template

Open a blank document in Microsoft Word and change the page layout size to match your envelopes. This will ensure that your addresses are scaled correctly. Next, create a text box and format the font, colour, spacing, and placement to your liking. You can also add details like "Kindly deliver to" in a script font for a personalised touch.

Step 4: Select Your Mail Merge Options

With your template ready, it's time to begin the mail merge process. Go to the "Mailings" tab in the main Word taskbar and select "Start Mail Merge." Choose "Labels" as your merge document type and select the size of your labels. You can use standard Avery Shipping Labels 8160 for mailing wedding invitations.

Step 5: Select Your Merge List

In the "Mailings" menu, click on Select Recipients and choose "Use an Existing List." Browse for the .csv file you created earlier, ensuring that it contains all the necessary guest information.

Step 6: Insert Merge Fields

This step involves matching the columns in your spreadsheet to the placeholders in your template. You will need to specify which parts of your spreadsheet data should go into which parts of your template. This is where you'll map "Name" to "Name," "Address Line 1" to "Address Line 1," and so on.

Step 7: Preview and Finalise

Before printing, be sure to preview your merged document to check for any formatting issues or errors. Scroll through the addresses using the preview arrows to ensure that everything looks correct. If you notice any problems, go back and adjust your template or spreadsheet as needed.

Step 8: Print Your Envelopes

Once you're happy with the preview, it's time to print! Load your envelopes into your printer, making sure they are inserted correctly. You may need to do a few test prints on scrap paper to get the orientation right. Print in small batches to avoid smudging, and always allow the ink to dry before handling the envelopes.

By following these steps, you'll be able to efficiently address your wedding invitation envelopes, saving you time and effort as you prepare for your big day. Congratulations, and happy wedding planning!

Printing on envelopes vs. stickers

Printing on envelopes and stickers are two ways to address wedding invitations. Both have their pros and cons, and the best option for you will depend on your specific needs and preferences. Here is a detailed comparison of the two options:

Printing on Envelopes

Printing directly on envelopes can give your invitations a sleek and sophisticated look. It eliminates the need for stickers, resulting in a seamless and elegant finish. This option is also convenient if you want to avoid the hassle of sticking individual labels on each envelope.

One advantage of printing on envelopes is that you can ensure the addresses are placed correctly and won't be crooked or misaligned. It also saves time compared to handwriting each address. Additionally, printing on envelopes can be more cost-effective than purchasing stickers, especially if you have a large number of invitations.

However, printing on envelopes may require more initial setup and testing to ensure the addresses are printed in the correct positions. You will also need to allow for extra envelopes in case of misprints or ink streaks.

Using Stickers

Using stickers for addressing wedding invitations offers convenience and flexibility. You can easily find a variety of sticker options, from clear labels that showcase the envelope colour to fancy foil stickers that add sparkle. Stickers are also a good option if you want to include a return address label, ensuring that any misplaced invitations can find their way back to you.

Stickers can be purchased from various online retailers and stationery stores, and you can choose from different fonts, designs, and styles to match your wedding theme. They are also a good option if you want to support independent artisans, as sites like Etsy offer unique sticker designs.

However, stickers may not always look as elegant as printed envelopes, and there is a chance they might not stick properly or could peel off during mailing. Additionally, you will need to take care to ensure each sticker is straight and correctly placed on the envelope.

In conclusion, both printing on envelopes and using stickers have their advantages and drawbacks. Printing on envelopes might be preferable if you want a sophisticated and streamlined look, while stickers can offer more design options and convenience. Ultimately, the decision depends on your personal preferences, the time you want to invest, and your budget.

Etiquette for addressing envelopes

There are a few things to keep in mind when addressing envelopes for wedding invitations. Here are some tips to ensure that your envelopes are addressed correctly and according to proper etiquette:

Outer Envelope:

The outer envelope is the one that will be stamped and addressed to the guests. When addressing the outer envelope, it is important to use the correct titles and names. For a married couple with the same last name, the traditional format is "Mr. and Mrs." followed by the husband's full name. For same-sex couples, use the appropriate prefixes for both individuals. For married couples with different last names, write out their full names with "Mr." or "Mrs." For unmarried couples living together, list the full names of each person on one or two lines, starting with the person you are closer to. When inviting a single person with a plus one, include "and Guest" or list the guest's name if you have it.

Inner Envelope:

The inner envelope is optional and is used to indicate the names of the guests invited. The inner envelope is more informal, and you can use titles and last names or just first names. For married couples, use their titles and last names or just their first names. For unmarried couples, use their full names or just their first names. If a single person has a plus one, you can indicate this on the inner envelope by writing "and Guest" or the guest's name.

When addressing guests, use the appropriate titles such as "Mr." for male guests, "Ms." for female guests over 18, and "Miss" for female guests under 18. For non-binary guests, use the abbreviation "Mx." For distinguished titles such as doctors, military personnel, or judges, use their titles on the outer envelope. When in doubt, it is always best to ask the guest their preferred title and name format.

Family Invitations:

When inviting an entire family, you can address the outer envelope to the whole family or include "and children" after the parents' names. If you want to specify which family members are invited, list the children's names separately on the inner envelope. For children over 18 who no longer live with their parents, send separate invitations.

Home Addresses:

When addressing the outer envelope, include the guest's full home address, including the street name, city, state, and zip code. Avoid abbreviations for a more formal invitation, or use abbreviations for a casual invitation.

Timing:

It is important to give yourself enough time to address and send out your wedding invitations. Collect your guests' addresses well in advance, and aim to send out your invitations 2-4 months before your wedding day.

Alternative options (e.g. calligraphy)

If you're looking for an alternative to printing guest addresses on your wedding invites, there are a few options to consider:

Calligraphy

Hiring a calligrapher to address your wedding invitations is an elegant option. They will work with you to determine your preferred penmanship style and then handwrite the addresses directly on each envelope. Since calligraphy is considered an art form, expect to pay a higher fee for this service, which reflects the careful work and long-learned skill of the calligrapher.

Digital Address Collection Services

There are several online tools, such as Minted's Digital Address Collection Cards, that can help you collect your guests' addresses digitally. This process typically involves creating a digital address collection card that matches your wedding invitations or theme, emailing it to your guests, and allowing them to enter their postal address. Their responses are then saved in an online address book, which can be used to print envelopes for your wedding invitations and any other wedding stationery.

Google Forms

Another free option is to use Google Forms to collect guest addresses. Create a new form, requesting guests' mailing addresses and including fields for names, addresses, and any other relevant information. Link the form to a spreadsheet, where guests' responses will automatically populate. Once you have all the addresses, simply upload the spreadsheet to an online address book or printing service to generate printed envelopes.

Sticker Labels

If you're looking for a quick and clean way to address your wedding invites, consider using sticker labels. You can find wedding address labels in various designs and fonts, or you can create your own using online templates. These labels can be printed at home or sent to a local print shop. They give your envelopes a streamlined, sophisticated look and save you the time and effort of handwriting each address.

Printing Services

Some printing services, such as VistaPrint, offer free envelope addressing when you order wedding invitations from them. They will print your guests' addresses directly on high-quality paper stock, saving you time and ensuring a neat and professional finish.

Frequently asked questions