How to Use WPS Mail Merge on Windows

Use WPS Mail Merge with 8 how-to topics, all available without membership; choose a topic from the How-to Index and follow the steps to complete the task.

How-to Index

How-to Guide

1. Open the Mail Merge tab

Entry point: References → Mail Merge

1. Open the document that you want to process in batches.
2. Click the References tab.
3. Click Mail Merge to open the related tool area.

Success Criteria

• UI state: Mail Merge commands appear in the window.
• Next actions: You can continue to open a data source or insert merge fields.

Tips While Using

• Common mistakes: If you do not open the document first, the insertion position for later fields may be unclear.

2. Open a data source

Entry point: Mail Merge tab → Open Data Source

1. Open the Mail Merge tool area.
2. Click Open Data Source.
3. Select the Excel file that contains recipient information.
4. The .xls format is recommended for the data source file.
5. Click Open to finish loading it.

Success Criteria

• UI state: The data source is connected and fields can be selected.
• Next actions: You can insert merge fields and preview records.

Tips While Using

• Common mistakes: If field names are not placed in the first row, later field recognition may be affected.
• Environment limits: The 32-bit AccessDatabaseEngine database engine is required.

3. Insert merge fields

Entry point: Mail Merge tab → Insert Merge Field

1. Place the cursor where you want to insert data in the document.
2. Click Insert Merge Field.
3. Select the corresponding field in the dialog box.
4. Click Insert to place the field in the document.
5. Repeat these steps until all required fields are inserted.

Success Criteria

• UI state: The corresponding merge field markers appear in the document.
• Next actions: You can continue to preview or run the merge output.

Tips While Using

• Common mistakes: If the cursor is in the wrong position, the field may be inserted into the wrong paragraph.

4. Preview merge results

Entry point: Mail Merge tab → View Merged Data

1. Click View Merged Data.
2. Check how the current record appears in the document.
3. Use Previous or Next to switch between records.
4. If needed, click Last Record to jump to the final record.

Success Criteria

• UI state: The document content changes as you switch records.
• Next actions: After confirmation, you can merge to a document, email, or printer.

Tips While Using

• Common mistakes: If you do not review key fields record by record, formatting issues may only be noticed after batch output.

5. Merge to a new document

Entry point: Mail Merge tab → Merge to New Document

1. Click Merge to New Document.
2. Select the merge range, such as all records, the current record, or a specified range.
3. Click OK to generate the merged document.

Success Criteria

• UI state: A new merged result document is created.
• Next actions: You can review, save, or print the new document.

Tips While Using

• Common mistakes: If you output directly without previewing records first, you may need to generate the result again.

6. Merge and send

Entry point: Mail Merge tab → Merge and Send

1. Click Merge and Send.
2. Set the recipient, subject, and email format.
3. Select the record range to send.
4. Click OK to send the merged content.

Success Criteria

• UI state: The sending settings are completed and the selected records begin processing.
• Next actions: You can adjust the data source or send a selected range again.

Tips While Using

• Common mistakes: If the recipient field is not checked, the message may be sent to the wrong target.
• Environment limits: A working email environment is required for sending mail.

7. Merge to different new documents

Entry point: Mail Merge tab → Merge to Different New Documents

1. Click Merge to Different New Documents.
2. Enter the file naming information, save type, and save location.
3. Select the merge range.
4. Click OK to generate multiple separate documents.

Success Criteria

• UI state: The system outputs multiple new files by record.
• Next actions: You can archive, send, or edit each file separately.

Tips While Using

• Common mistakes: If the save location is not confirmed in advance, finding the files later may take longer.

8. Merge to a printer

Entry point: Mail Merge tab → Merge to Printer

1. Click Merge to Printer.
2. Select the record range that you want to output.
3. Click OK to start printing the merged result.

Success Criteria

• UI state: The print job enters the print queue.
• Next actions: You can adjust the range and print again if needed.

Tips While Using

• Common mistakes: If you do not confirm printer status first, the batch task may be interrupted.
• Environment limits: An available printer is required.