Print mail envelopes and address labels

• Print setup
• Print mail envelopes
• Print address labels
• International mail and address formats
• Examples

Print setup

Before printing mail envelopes or address labels, some basic setup is required:

• Go to Settings > Preferences > Printing mail envelopes and address labels

Common setting for both mail envelopes and address labels:

• Show Print Preview - Displays a preview of the first selected address before printing, allowing you to verify the layout
• Include Title - Adds a contact title (Mr., Ms., etc.) before the name on the first address line if available
• Include Department - Includes the department name for business addresses (when both a company name and department are present). This option is useful unless label size is limited, in which case unchecking it may help fit the full address.

Printer settings

There are separate printer setting sections for:

• Envelopes (left panel)
• Address Labels (right panel)

Both sections allow you to:

• Selection a printer from the drop-down list
• Configure paper size and source, orientation, and margins via Page Setup

Print mail envelopes

You can print mail envelopes:

• With your return address
• Without return address ((if using preprinted envelopes or address labels)

Set up a return address

If you want to print a return address:

• Check the Print return address option in the settings
• Choose a contact whose address will be used as the return address (typically your own record)
• Double click to open in the editor
• Check Use this address as a Return address in envelopes (available for both personal and business addresses)

Print mail envelopes

1. Select one or more contacts from the table
2. Click Print toolbar button, and
   • Choose Print Envelopes for N selected contacts option

• Or right-click on the selected contacts, and click Print Envelopes for N contacts:

3. Review the selection screen:
   • Verify selected addresses
   • Set the number of copies per address
   • Edit addresses if needed
   • Adjust printer settings (paper size, orientation)

4. Click Print - The program will generate a .rtf (rich text file) with sender and recipient details
   • If Print preview is enabled, you'll see the first address layout before printing all selected contacts.

Print address labels

Address labels typically print only the recipient’s address, as return addresses are omitted due to label size constraints.

To print address labels:

1. Select one or more contacts
2. Click Print
   • and choose the Print Address Label for N selected contacts:

• Alternatively, right-click the selected contacts, and choose Print Address Labels for N contacts:

3. Review the selection screen (similar to envelope printing):
   • Verify selected addresses
   • Set the number of copies for address
   • Preview individual labels before you print if needed

Customize label templates

E-Z Contact Book uses .rtf (rich text file) templates for printing:

• Mail envelopes: C:\Program Files (x86)\E-Z Contact Book\MailEnvelope.rtf
• Address labels: C:\Program Files (x86)\E-Z Contact Book\AddressLabel.rtf

Editing templates:

• You can customize templates (e.g., change fonts, layout, or add a company logo)
• DO NOT alter predefined labels (%FROM_ADDR_0%, %TO_ADDR_0%, etc.), their order, or number
• Ensure the modified layout complies with your local mailing standards

Note: Windows may cache the original file — check if your changes apply correctly.

If a return address is required but not specified, you will see this prompt:

International mail and address formats

A mailing address is considered international if it includes a country different from the return address.

Rules for printing country names:

• International mail – The country name is printed
• Domestic mail – The country name is omitted
• If Print return address is disabled, manually enter the return country in the setup screen to print it for international mail

Address formatting

Address formats vary by country. To ensure compliance, the program offers:

• Pre-defined address templates
• A built-in address template editor

To open the editor, click Address Formats button in Settings > Preferences > Print envelopes and address labels.

This will open the following editor window:

Here, you can:

• Review and assign templates to specific countries
• Ensure templates follow country-specific formatting rules

Key rules for editing templates:

• Each data field can appear only once
• Templates must be unique—duplicates are not allowed
• Some fields (Title, Street 2, Company, Department) are optional
• Business addresses include Company and Department only when those fields contain data

Example:

• Spain requires the province in brackets
• Some countries use uppercase for certain fields or double spaces between fields

Here’s how the address template editor looks:

Examples

1. USA address format:

Printed USA address:

2. Spain address format:

Printed Spain address:

References:

Frank's Compulsive Guide to Postal Addresses - The USA
Addressing Guidelines - Canada Post
Royal Mail - how to address your mail
Address formats for Western Europe
Address formats for the rest of the world