Document Editing Problems

How to Complete a Mail Merge for All Word 365 Labels

Steve K Oct 9, 2026 869 views

Question details

The user wants to generate and view all pages of their mailing labels in Word 365, rather than only seeing the first page.

How to Complete a Mail Merge for All Word 365 Labels

Product: Word 365
Device & OS: not provided
Scenario: Performing a mail merge to create multiple pages of contact labels for printing or mailing.
Observed behavior: Only the first page of the labels appears because the document is currently displaying a preview instead of the fully executed merge results.

Before you start

Ensure your contact list is correctly linked to the document and that you have clicked 'Update Labels' so the <<Next Record>> tag applies to all labels on your layout.

Solution 1Recommended

Use the Finish & Merge Option

Generate a new, final document that contains all records from your data source formatted into labels.

When setting up labels in Microsoft Word, the 'Preview Results' feature is designed to only fetch enough records to fill the current visible pages (usually just the first page). To actually create the labels for your entire contact list, you must finalize the merge.

Navigate to the Mailings Tab

On the Word ribbon at the top of your screen, click on the 'Mailings' tab to access the mail merge options.

Click Finish & Merge

Locate the 'Finish' group on the far right of the Mailings ribbon and click the 'Finish & Merge' button.

Select Edit Individual Documents

From the drop-down menu, choose 'Edit Individual Documents' (or 'Merge to New Document').

Merge All Records

A dialogue box will appear. Select 'All' and click 'OK'. Word will immediately generate a new document containing all pages of your labels, ready for printing.

Document Management: It is highly recommended to save this newly generated document with a descriptive name, so you have a static copy of the finalized labels before sending them to the printer.

Mail Merge in WPS Office

Create and Print Labels Seamlessly with WPS Writer

If you frequently work with mass mailings, WPS Writer offers an intuitive, easy-to-use Mail Merge feature that seamlessly imports your Excel contact lists to generate unlimited label pages.

1. Open WPS Writer: Launch WPS Office, open a new or existing label template document, and navigate to the 'References' tab.
2. Enable Mail Merge: Click 'Mail Merge' on the ribbon, then click 'Open Data Source' to link your Excel spreadsheet or contact list.
3. Insert Fields and Update: Insert your desired merge fields (like Name and Address) into the first label, and ensure the 'Next Record' tag is placed in the subsequent labels.
4. Merge to New Document: Click 'Merge to New Document' on the Mail Merge ribbon to instantly generate a complete file containing all pages of your labels.

Fully compatible with Microsoft Word (.docx) label templatesIntuitive step-by-step Mail Merge wizardFree and lightweight alternative for document editingEffortlessly handles large data sources for bulk label generation

Frequently Asked Questions

Why is the 'Finish & Merge' button grayed out in Word?

This happens if a valid data source hasn't been connected. Go to the Mailings tab, click 'Select Recipients', and choose 'Use an Existing List' to connect your spreadsheet.

Why are all my generated labels showing the exact same name?

You likely forgot to add the <<Next Record>> rule. During the setup phase, you must click 'Update Labels' on the Mailings tab so Word knows to move to the next contact for each subsequent label on the sheet.

Can I print the labels directly without creating a new document first?

Yes. When you click 'Finish & Merge', you can select 'Print Documents' instead of 'Edit Individual Documents'. This bypasses the new document creation and sends the entire merged list directly to your printer.

Document & File Issues