Template Issues

How to Create Two Mail Merge Labels per Recipient in Word

Phi Hung Vo Oct 12, 2026 869 views

Question details

The user needs to generate two distinct mail merge labels for each recipient using an Excel data source and Avery 5160 templates in Word.

Product: Microsoft Word
Device & OS: not provided
Scenario: Creating multiple customized labels for a single recipient during a mail merge process by pulling different information from separate Excel columns.
Observed behavior: The user needs to control when Word advances to the next recipient by correctly managing and placing the 'Next Record' field.

Before you start

Ensure your Excel data source is properly formatted with all necessary recipient information separated into distinct columns before beginning the mail merge process.

Solution 1Recommended

Modify Next Record Placement in a Standard Label Merge

Adjust the default label layout by removing the 'Next Record' field between the first and second label so both pull data from the same recipient.

By default, Word inserts a 'Next Record' field at the beginning of every label after the first one. To print two different labels for the same person, you must remove this field from the second label so Word does not skip to the next row in your Excel spreadsheet until after the second label is generated.

Set up the label document

Go to the Mailings tab, click 'Start Mail Merge', select 'Labels', and choose your desired template (e.g., Avery 5160).

Connect the Excel data source

Click 'Select Recipients', choose 'Use an Existing List', and locate your prepared Excel spreadsheet.

Design the first label

Click inside the first label (top-left) and use 'Insert Merge Field' to place the specific data needed for the first label.

Modify the second label

Move to the second label. Delete the hidden '<<Next Record>>' field that Word automatically generated. Then, insert the merge fields required for the second label.

Advance to the next recipient

Ensure the '<<Next Record>>' field remains intact at the beginning of the third label, so Word knows to move to the next Excel row for the next set of labels.

Modify Next Record Placement in a Standard Label Merge

Previewing Results: Always click 'Preview Results' on the Mailings tab to verify that the first two labels show data for the first recipient, and the third label starts the second recipient.

Solution 2

Use a Directory Merge for Flexible Label Layouts

Set up a directory merge using newspaper-style columns when you need more precise control over the arrangement of paired labels.

Seamless Mail Merge in WPS Office

Easily Create Custom Mail Merge Labels with WPS Writer

WPS Writer provides an intuitive Mail Merge feature that fully supports Excel data sources and custom label templates, making it simple to generate multiple labels per recipient without complex field coding.

1. Open Mail Merge: Launch WPS Writer, navigate to the References tab, and click the Mail Merge button to activate the toolbar.
2. Import Data Source: Click 'Open Data Source' and select your Excel spreadsheet containing the recipient details.
3. Insert Merge Fields: Format your label layout in the document and click 'Insert Merge Field' to place data from different Excel columns into your customized labels.
4. Generate Labels: Click 'Merge to New Document' to generate and review all your custom labels before sending them to the printer.

Fully compatible with Microsoft Word documents and Excel data sources.Intuitive Mail Merge wizard for step-by-step label creation.Easily view and manipulate Next Record fields visually.Free, lightweight, and easy to use for all your document needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why is Word skipping recipients when I print labels?

This usually happens if you have too many 'Next Record' fields in your document. Ensure 'Next Record' only appears after you have finished all label designs for a single recipient, rather than between labels meant for the same person.

Can I use different Excel columns for the two labels?

Yes, you can insert completely different merge fields into the first and second labels. As long as there is no 'Next Record' field placed between them, both labels will pull data from the exact same row in your Excel spreadsheet.

How do I see the hidden Next Record fields in Word?

If you cannot see the '<<Next Record>>' tags, press Alt + F9 on your keyboard. This toggles field codes on and off, allowing you to easily locate and delete the Next Record field between your paired labels.

How do I preview my labels before printing?

Click the 'Preview Results' button in the Mailings tab to see how your labels will look with the actual Excel data. This helps you confirm that the records are advancing correctly before you complete the merge.

Document & File Issues