Printing Problems

How to Collate and Staple Mail Merge Pages in Word

Nimra Malik Oct 10, 2026 868 views

Question details

The user wants to print a mail merge document so that each individual record is stapled separately, rather than the entire merged batch being stapled together at the end.

How to Collate and Staple Individual Mail Merge Pages in Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Printing a completed mail merge batch to a printer that supports stapling.
Observed behavior: Word sends the entire mail merge result as a single large print job. As a result, the printer driver only staples the pages at the very end of the batch instead of grouping and stapling each record separately.

Before you start

Verify that your printer driver supports automatic stapling and ensure you have permission to install third-party Word add-ins or macros if you choose the automated splitting method.

Solution 1Recommended

Use Document-Splitting Add-ins or Macros

Splitting your merged document into individual files forces the printer to recognize each record as a separate print job, allowing it to staple them individually.

Because Microsoft Word lacks a built-in feature to send mail merge records as separate print jobs, third-party add-ins or VBA macros are the most efficient way to achieve this. Popular solutions include the Merge and Split Add-In by Graham Mayor and Document Splitter by Greg Maxey.

Download a trusted splitting add-in

Find and download a reputable document-splitting macro or add-in designed specifically for Word mail merges.

Install the add-in

Place the downloaded template (.dotm) into your Word Startup folder to ensure the tools load when you open Microsoft Word.

Run the mail merge with the add-in

Open your main mail merge document. Instead of the default 'Finish & Merge' button, use the new add-in ribbon button to merge the records and save them as separate individual files in a designated folder.

Batch print the separated files

Navigate to the folder containing your separated files. Select them all, right-click, and choose 'Print'. Ensure your default printer is configured to staple. The printer will process and staple each file individually.

Use Document-Splitting Add-ins or Macros

Printer Settings: Stapling behavior is controlled by the printer driver, not Word. Make sure stapling is enabled in your default printer preferences in the Windows Control Panel before batch printing.

Solution 2

Merge and Print One Record at a Time

If you cannot use add-ins or macros, manually merging and printing each record individually is a reliable workaround for smaller batches.

Solution 3

Export to PDF and Split Pages

You can export the entire mail merge to a single PDF, split it into individual PDFs based on page count, and print the results.

Free Microsoft Office alternative

Discover a Lightweight Office Alternative with WPS Office

If complex add-ins and macro workarounds in Microsoft Word are slowing you down, try WPS Office. It provides a free, highly compatible alternative for document creation, mailings, and advanced PDF management without the heavy subscription costs.

1. Download WPS Office: Get the free WPS Office installer from the official website and install it on your PC or Mac.
2. Open your document: Launch WPS Writer and open your existing .docx mail merge template seamlessly.
3. Utilize built-in PDF tools: Take advantage of WPS Office's native PDF converter and page splitting features to manage and separate your print jobs efficiently.

Seamless compatibility with Microsoft Word (.docx) formatsBuilt-in advanced PDF editing and splitting tools to manage print jobsFamiliar user interface for a smooth, zero-learning-curve migrationLightweight installation and lightning-fast document processing

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Frequently Asked Questions

Why does Word staple my entire mail merge batch together?

Word processes the entire mail merge batch as a single, continuous document. When sent to the printer, the printer driver interprets it as one massive print job, applying the staple only at the very end of the entire stack rather than after each record.

Can I use a macro to fix the stapling issue?

Yes. You can use custom VBA macros to automate the process of looping through each mail merge record and sending them to the printer individually. This forces the printer to treat each record as a separate print job and staple them accordingly.

Does the stapling setting depend on Word or the printer?

The physical stapling behavior is entirely controlled by your printer driver. Word only controls how the data is grouped and sent. To trigger the stapler for each group, Word must send them as separate print jobs, which requires splitting the files manually or via a third-party add-in.

Document & File Issues