With WPS Writer’s mail merge, producing personalized documents for mass distribution becomes fast, reliable, and highly efficient

From sending gratitude letters and RSVP requests to distributing newsletters and financial statements

mail merge allows you to design a single template and automatically populate it with unique data for each person

It minimizes repetitive work, eliminates typing mistakes, and maintains a polished look across all outputs

Start by launching WPS Writer and initiating a fresh file

This will serve as your main template

Start by writing the body of your letter with placeholders for personalized information such as the recipient’s name, address, or other details

For instance, type "Dear [FirstName]," then continue with text that includes their recent purchase, event attendance, or subscription status

These markers will be automatically substituted with real values pulled from your linked data file

Then, compile the list of details to be merged

Commonly, the data resides in an Excel.xlsx, a.csv file, or a WPS.et spreadsheet

Each column must represent a distinct data field—like first name, surname, street, city, zip, or phone number

For every letter you plan to generate, there must be one unique row containing all relevant details

Ensure your column titles are unambiguous and uniformly formatted—they’re critical for accurate field linking

Locate and click the Mailings ribbon tab once your documents are configured

In the recipients menu, opt for "Use an Existing List" to link your file

Browse your directories until you find the CSV, XLSX, or ET file, then click Open

WPS Writer will prompt you to confirm which worksheet or range contains your data; ensure you select the correct one

Once linked, you can preview the data to verify it has imported properly

Now, place dynamic fields into your letter draft

Position your insertion point where the name should go, then select "Insert Merge Field" from the toolbar

A dropdown list will show all the column headers from your data source

Choose the matching variable, for example, "LastName," and confirm to insert it

Repeat this step for all the personalized elements you want to include, such as address lines, account numbers, or custom messages

After inserting all necessary fields, preview the results by clicking on Preview Results

Browse through the full set of merged outputs to ensure all placeholders are correctly filled

Navigate between records using the arrow controls to inspect every field’s placement

If discrepancies arise, double-check your CSV or Excel file for typos or formatting issues

When satisfied with the results, execute the final merge step

Go to "Finish & Merge" and select from the three available outputs

Choose "Print Documents" if you plan to mail physical copies

Alternatively, you can send them as email messages if your system supports email integration

Choose "Edit Individual Documents" to generate a single file with all merged letters

One of the advantages of using WPS Writer’s mail merge is its simplicity and compatibility

It works seamlessly with commonly used file formats, requires no advanced technical knowledge, and integrates well with other tools in the WPS Office suite

Since the layout stays intact, you only need to swap the data file for new outreach efforts

Before merging, scan your data for typos, duplicates, or missing entries

A single typo in a name or address can lead to miscommunication or a poor impression

Run a trial merge using just a few entries to confirm formatting and field alignment

Beyond saving hours, mail merge makes mass communication feel personally tailored

When a letter includes their name and relevant details, recipients feel seen and are more engaged

WPS Writer empowers companies, charities, teachers, and private users to produce professional, individualized mail at scale