WPS Mail Merge on Windows: Introduction

WPS Mail Merge is a WPS Writer feature for creating personalized documents in batches; it includes 8 core tasks, with 8 available without membership and 0 membership-related items.

At a Glance

Metric	Value	Notes
Core tasks	8	Matches the number of rows in the How-to Index
Available without membership	8	Matches the number of Free rows in the index
Membership-related items	0	All topics in this guide are available directly
Version scope	No version restriction	Supported in WPS Writer across versions

About This Feature

Overview

Mail Merge in WPS Writer helps you insert data from a data source into a document in batches. It is useful for creating personalized invitations, envelopes, pay slips, transcripts, and similar files more efficiently.

Core tasks include:

Open the Mail Merge tab and access related tools.
Connect an Excel data source and read recipient or record information.
Insert merge fields into the document.
Preview the merged result for different records.
Merge to a new document for batch output.
Merge and send content by email.
Merge to different new documents for separate file output.
Merge to a printer for batch printing.

This feature fits common office tasks such as batch notices, certificate generation, label output, and email distribution. For smoother results, prepare a structured data table and place field names in the first row.

System Requirements

Item	Requirement
OS	A Windows device that can run WPS Office
App version	The latest version of WPS Office is recommended; Mail Merge is supported in WPS Writer across versions
Network	No mandatory internet connection is required for local merging; internet access is needed for email sending or downloads
Other	Install the 32-bit AccessDatabaseEngine database engine; using an .xls data source with field names in the first row is recommended

Source: System Requirements for WPS Office

Download & Installation

Before using Mail Merge, install WPS Office for Windows and make sure WPS Writer opens documents normally.

Item	Notes
Official Download	WPS Office Free Download
Post-install Check	Launch WPS Writer, open a document, and check whether the Mail Merge button is available on the References tab
Extra Preparation	If you need to connect a related data source, install the 32-bit AccessDatabaseEngine database engine first

Source: WPS download page

Compare with Alternatives

Dimension	WPS	Microsoft	Google	Notion	Adobe
Capability Summary	In WPS Writer, Mail Merge provides an entry point for opening a data source, inserting merge fields, previewing results, and merging to a new document, separate new documents, a printer, or email.	Word mail merge can connect to a list, spreadsheet, or database and is used for bulk email, letters, labels, and envelopes.	The official Google Docs page highlights AI drafting, refinement, summaries, and Q&A, but it does not describe a built-in mail merge workflow.	Notion buttons and database buttons can use Send mail to through Gmail, but this is not a traditional document-template mail merge workflow with merge fields.	Adobe Acrobat Sign Send in Bulk creates child agreements from a template and recipient list, with CSV-based personalization fields for each recipient.
WPS Advantages	Advantage: Complete the data source connection, field insertion, preview, and multiple output methods in the document editor. Distinct: It covers document generation, printing, and email sending in one workflow.	Compared with WPS: It also supports traditional mail merge, but the official guidance emphasizes letters, labels, envelopes, and Outlook or spreadsheet-based sources.	Compared with WPS: The official page focuses on AI writing assistance rather than a native mail merge entry point for document templates.	Compared with WPS: It is better suited to workflow notifications or Gmail-based automation than batch generation of personalized documents from a document template.	Compared with WPS: It is oriented toward bulk agreement sending and recipient-specific signing workflows rather than standard word-processing mail merge output.
Official Source	—	Mail merge for bulk email, letters, labels, and envelopes	Gemini in Google Docs	Buttons	Overview of Send in Bulk

Overall Conclusion
If your main goal is to create personalized documents in batches and complete field insertion, preview, output, and printing in one editing environment, WPS Mail Merge fits that workflow well. Other products may be more suitable for e-signature distribution, AI writing assistance, or workflow notifications.

Use Cases

#	Scenario	Target Users	Core Pain Point	Solution
1	Batch invitation creation	Administrative staff, event coordinators	Each document needs a different name or organization, and manual editing takes time	Connect an Excel data source, insert merge fields, and merge to a new document
2	Pay slip or transcript generation	HR staff, teachers	One template must be filled with many different records	Insert fields and generate separate results by record
3	Batch email notices	Marketing staff, operations staff	Similar content must be sent to many recipients with different details	Use Merge and Send for batch email output
4	Batch printing of labels or notices	Front desk staff, logistics staff	Multiple personalized pages need to be printed quickly	Preview records and merge directly to a printer
5	Separate file archiving	Clerks, project assistants	Each record needs to be saved as an individual file	Use Merge to Different New Documents to output multiple files

Membership & Benefits

Free vs WPS Premium

Feature	Free User	WPS Member
Mail Merge basics	✅ Available	✅ Available
Basic PDF tools	✅ Some features available	✅ More advanced features available
Cloud storage	1 GB	20 GB
Template resources	Limited downloads	More templates available
AI tools	Limited access to some features	Access to more AI features and usage quotas

Source: WPS Office pricing page

Recommendations

Use Case	Recommended Plan	Reason
Occasional batch document creation	Free	Mail Merge basics are available directly and fit light daily office work
Need more PDF tools, cloud storage, or AI features at the same time	WPS Premium	In addition to Mail Merge, it provides broader advanced office capabilities

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