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How to Do Mail Merge from Excel to Word Using WPS Office [A Complete Guide]

November 21, 2023 821 views

In the world of digital productivity, performing mail merges from Excel to Word is a standout skill, offering efficiency and personalization. This guide focuses on using WPS Office to unleash this capability for smoother, more personalized document creation.

Part 1: Do Mail Merge in WPS Writer

Mail Merge in WPS Writer is a powerful feature that allows you to create customized documents such as letters, envelopes, labels, and more by merging data from a spreadsheet or database into a template document. This feature streamlines the process of creating multiple similar documents, making it a valuable tool for businesses, organizations, and individuals.

Benefits of Using Mail Merge in WPS Writer:

  1. Time Efficiency: Mail merge saves you time when creating multiple similar documents. You only need to create one template, and the software automates the rest.

  2. Accuracy: It reduces the chances of errors in documents by pulling data directly from your data source.

  3. Personalization: You can customize each document with unique data, making it ideal for personalized letters, invoices, and more.

  4. Consistency: The formatting and layout of each document remain consistent, enhancing the professional appearance of your materials.

  5. Bulk Production: Ideal for producing a large number of documents, such as holiday cards, invitations, or product labels.

  6. Versatility: Mail merge can be used for various document types, including letters, envelopes, labels, and more.

Part 2: How to Do Mail Merge From Excel to Word in WPS Office

To create a mail merge from Excel to Word in WPS Office, you will need the following:

  1. Word Document: Prepare a Word document that serves as the main template for the document you want to personalize. Insert placeholders where you want the data to be merged.

  2. Excel Spreadsheet: Create an Excel spreadsheet that contains the data you want to merge into the Word document. Ensure that the spreadsheet has one column for each field you want to merge, and each row contains the data for each recipient.

  3. Data Format: Ensure that the data in your Excel spreadsheet is properly formatted, and it's a good practice to save it as a .et file for compatibility and consistency during the mail merge.

Step 1: Open your Word document, which will serve as the template for the mail merge.

Step 2: Go to the "References" tab, and then click on "Mail Merge."

Step 3: Select "Open Data Source" on the Mailings tab and choose the spreadsheet you've prepared as the data source.

Step 4: Click on "Mail Merge Recipients" and select the recipients you want to include in the mail merge.

Step 5: Start the merging process

Choose the location in your document where you want to insert data. Click "Insert Merge Field" and select the category from your spreadsheet, then click "Insert."

Keep repeating the process until all location needed is filled

Step 6: View and check the merged version. Click on View Merged Data to see the outcome

  • Note: Here are some additional tips for creating a mail merge from Excel to Word in WPS Office:

  • Data Cleanup: Ensure your Excel data is clean and well-organized before starting.

  • Save Data Source: Save your Excel data source as a DSN for future use.

  • Field Formatting: Customize font and styling for merged fields in Word.

  • Test with a Sample: Test with a small data sample before doing a full merge.

Part 3: How to Do Mail Merge to Match Fields in WPS Office

Ensure consistent column names in your Excel file, such as "First Name" and "Last Name" for Name fields and full words like "Address," "City," "State," "Postal code," or "Zip code" for Address fields.

Step 1: If your Excel data source has different column names, manually match fields in Word's Mail Merge:

  • Open your Word document.

  • Click the "Insert Match Fields" button (also on the Mailings tab).

Step 2: In the "Match Fields" dialog, choose the correct fields from the list to ensure accurate matching.

Part 4: Benefits of Using WPS Office

WPS Office is a modernized and powerful suite of office tools that offers a wide range of functionalities. It serves as a versatile alternative to traditional office software. This all-in-one office suite is compatible with various operating systems, making it a versatile solution for both Windows and Mac users.

WPS Office offers a comprehensive suite of features that make it a competitive office productivity tool. Some of its key features include:

  1. Cross-Platform Compatibility: WPS Office is available for Windows, macOS, Android, and iOS, providing a seamless and consistent experience across different devices and operating systems.

  2. Writer (Word Processor): WPS Writer offers a robust word processing application with a modern interface, collaboration tools, and compatibility with various document formats, including DOC and DOCX.

  3. Spreadsheets: The spreadsheet application, WPS Spreadsheets, is equipped with powerful data analysis tools, pivot tables, and a variety of functions, making it ideal for complex calculations and data management.

  4. Presentation: WPS Presentation allows you to create visually appealing slideshows with a wide range of templates, animations, and slide transitions. It's compatible with PPT and PPTX files.

  5. PDF Tools: WPS Office includes a comprehensive set of PDF tools that enable you to create, edit, convert, and annotate PDF documents. It supports PDF/A and password protection.

  6. Cloud Integration: Seamlessly integrate with popular cloud storage services like Google Drive, Dropbox, and OneDrive for easy document access and collaboration.

Notably, WPS Office incorporates WPS AI, a useful tool that enhances productivity and efficiency in document creation.

For users seeking an effective alternative to traditional office software, WPS Office is a compelling choice. You can explore more about WPS Office and access templates on their website at wps.com, and explore the capabilities of WPS AI at wps.ai. Additionally, you can find valuable information and resources on their blog at wps.com/blog.

FAQs

Can I mail merge directly to Outlook?

Yes, you can perform mail merge to send personalized email messages directly to Outlook through Microsoft Word. In Word, open a new or existing document, navigate to the "Mailings" tab, and select "Start Mail Merge" > "E-mail Messages." Set up your mailing list, link it to your email message, add personalized content using merge fields, preview the results, and finish the process. You can then save the personalized messages as a new document or as attachments to email messages.

Can you send a mail merge email to multiple recipients?

You can only have one recipient in the "Cc" or "Bcc" field in each message when using mail merge. However, you can send email messages to multiple recipients by creating a separate message for each recipient in the "To" field or by using tools like distribution lists or Outlook rules to achieve your desired email distribution.

Summary

In this comprehensive guide, we've explored the power of mail merging using WPS Office. From understanding the basics of mail merge in WPS Writer to seamlessly merging data from Excel to Word, matching fields, and harnessing the benefits of WPS Office, this guide equips you with the knowledge and experience to create efficient and personalized documents. WPS Office, a modern and powerful office suite, offers a user-friendly and versatile solution for your productivity needs.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.