Using WPS Writer’s Mail Merge for Personalized Letters can significantly streamline the process of creating individualized communications for large groups of recipients
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
This approach accelerates production, cuts down on human oversight, and guarantees every letter looks refined and well-crafted
Begin your workflow by opening WPS Writer and starting a blank document
It becomes the master format for all your merged letters
Begin drafting your letter content, leaving spaces where unique data like name, street, or contact info will later be inserted
For instance, type “Dear [FirstName],” then continue with text that includes their recent purchase, event attendance, or subscription status
Each placeholder will be filled in by matching it to the corresponding column in your data source
Now, wps下载 set up the database that will feed the merge
This is typically a spreadsheet created in WPS Spreadsheets, Microsoft Excel, or even a CSV file
Your table needs a header row naming each variable: FirstName, LastName, Street, City, State, and so forth
Each line in your file equals one person you’re mailing, meaning 500 recipients = 500 rows
Make sure your column headers are clear and consistent as these will be used to map the fields during the merge process
Locate and click the Mailings ribbon tab once your documents are configured
Select “Select Recipients” and then pick the option “Use an Existing List”
Navigate through your folders to locate the correct data file and click to open it
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
Insert the personalized data fields at the appropriate locations within your document
Place your cursor where you want the recipient’s name to appear and click Insert Merge Field
A dropdown appears with all the headers from your source file, allowing you to choose the right field
Select the field name that corresponds to the data you wish to display, such as “City” or “AccountNumber”
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
This lets you scroll through each merged document and check how the information appears
Click the left and right arrows to flip through individual letters and validate mappings
If any information appears incorrect, go back to your spreadsheet and fix the source data
After confirming everything displays correctly, complete the merge process
Click on Finish & Merge and choose one of three options
You can print the letters directly if you intend to send them physically
Use the “Send Email Messages” option if your Outlook or email client is linked
Choose “Edit Individual Documents” to generate a single file with all merged letters
A major benefit is how easy it is to use while supporting standard file formats
No complex setup is required—it accepts popular formats, needs no programming, and fits naturally into WPS Office workflows
The template is reusable—just replace the spreadsheet to run new mailings without re-formatting
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
Begin with a test batch—say, five records—to validate that merging functions properly
This feature doesn’t just cut time—it turns automated output into deeply personal interactions
People respond better to messages that seem personally addressed, regardless of how they were produced
This tool is invaluable for enterprises, NGOs, schools, and anyone handling large volumes of personalized correspondence
