Fix Word Mail Merge Skipping the First Label on Each Page
Question details
The user needs to resolve an issue where the mail merge process skips a record at the start of every new label sheet.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Generating a multi-page label mail merge using a data source.
- Observed behavior
- The mail merge skips the ninth record (or the very first record on every subsequent new label sheet) due to incorrect placement of the Next Record field.
Ensure your data source is correctly linked and toggle your field codes visibility (by pressing Alt + F9) so you can clearly see the hidden merge tags in your document.
Correct the Placement of the 'Next Record' Field
Fix the skipping issue by ensuring the 'Next Record' field is removed from the first label but present on all subsequent labels.
When performing a label mail merge, the software automatically advances to the next record after completing a page. If a 'Next Record' field is placed on the very first label of the page layout, the system forces an extra skip right at the start of every new sheet.
Open your main label document and press 'Alt + F9' on your keyboard to reveal all hidden merge field codes.
Locate the very first label in your document (top-left corner). If you see a '<<Next Record>>' tag here, highlight it and press 'Delete'.
Check the second label on the sheet. Ensure that the '<<Next Record>>' tag is placed at the very beginning of the label, right before your standard merge fields.
Navigate to the 'Mailings' tab on the ribbon and click the 'Update Labels' button. This action synchronizes the correct layout from the first label to the rest of the page, automatically adding the Next Record tag where appropriate.
Click 'Preview Results' in the Mailings tab to verify that the records flow sequentially without skipping the first label on subsequent pages.
Easily Create and Print Mail Merge Labels in WPS Writer
WPS Writer offers an intuitive and reliable Mail Merge feature that seamlessly handles label layouts without formatting headaches. Connect your data effortlessly and generate accurate, perfectly aligned labels in seconds.
- 1. Start a Mail Merge: Open a new blank document in WPS Writer and navigate to the 'References' or 'Mailings' tab on the top ribbon.
- 2. Connect Your Data: Click 'Mail Merge', select 'Open Data Source', and choose your Excel spreadsheet or contact list.
- 3. Design the First Label: Insert your desired merge fields into the first label space using the 'Insert Merge Field' button.
- 4. Update Label Layout: Click 'Update Labels' to automatically format the rest of the page with the correct 'Next Record' sequencing.
- 5. Finish and Print: Click 'Merge to New Document' or 'Merge to Printer' to finalize your sequential labels.
Frequently Asked Questions
Why is my mail merge skipping every other record?
This happens if you manually insert a 'Next Record' field into a document type (like Labels or Directory) where the software already automatically advances the record. Remove any redundant Next Record fields to fix the sequence.
What exactly does the 'Update Labels' button do?
The 'Update Labels' button takes the layout and merge fields you set up in the very first label and copies them to all other labels on the sheet. During this process, it automatically prefixes a 'Next Record' field to the copied labels so your data flows correctly.
How do I view hidden merge fields in my document?
You can toggle the display of merge field codes by pressing Alt + F9 (or Option + F9 on Mac). This displays the underlying code tags, allowing you to see exactly where 'Next Record' rules are placed.
Can I manually delete a Next Record field if it's placed wrong?
Yes. Once you reveal the field codes (Alt + F9), you can highlight the '<<Next Record>>' tag with your mouse and press the Delete key to remove it.
