Effortless Bulk Letter Creation Using WPS Writer’s Mail Merge
The mail merge tool in WPS Writer dramatically reduces effort when sending tailored letters to hundreds or thousands of people
You might need to distribute thank-you cards, event invites, periodical updates, or invoice notices
the mail merge feature lets you create one master document that dynamically fills in distinct details for every recipient
By automating the process, you cut down on labor, avoid inconsistencies, and uphold a consistent, professional standard
Begin your workflow by opening wps office下载 Writer and starting a blank document
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
Every record in your sheet corresponds to a single recipient—so 500 letters demand exactly 500 data rows
Your headers must be precise and match exactly with the merge field names expected by WPS Writer
Switch to the Mailings menu option located in WPS Writer’s command bar
In the recipients menu, opt for "Use an Existing List" to link your file
Find the file on your computer or network drive and highlight it to import
WPS Writer will prompt you to confirm which worksheet or range contains your data; ensure you select the correct one
You can now view a live preview of your imported records to validate accuracy
Add the merge tags wherever unique information needs to appear
Position your insertion point where the name should go, then select "Insert Merge Field" from the toolbar
You’ll see a list of all column names you defined earlier—FirstName, LastName, etc.
Select the appropriate field, such as FirstName, and it will be inserted as a placeholder
Repeat this step for all the personalized elements you want to include, such as address lines, account numbers, or custom messages
Activate the preview mode to visualize each personalized letter with actual values
Scroll up and down to examine each generated letter for accuracy and readability
Use the forward and back arrows to cycle through each entry and confirm data alignment
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
Opt for "Print" to generate paper versions for postal delivery
Alternatively, you can send them as email messages if your system supports email integration
Create a consolidated file with all personalized letters for future editing
The tool’s strength lies in its straightforward interface and seamless integration with common formats
It works seamlessly with commonly used file formats, requires no advanced technical knowledge, and integrates well with other tools in the WPS Office suite
Additionally, because the template remains unchanged, you can reuse it for future campaigns by simply updating the data source
Perform a final review of your source file to prevent errors
A single typo in a name or address can lead to miscommunication or a poor impression
Begin with a test batch—say, five records—to validate that merging functions properly
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
This tool is invaluable for enterprises, NGOs, schools, and anyone handling large volumes of personalized correspondence