How to Delete One Unwanted Envelope from a Word Mail Merge
Question details
The user needs to completely remove a specific unwanted envelope from a finished Word mail merge document without leaving a blank page behind.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Editing a completed mail merge document containing multiple envelopes to remove a specific entry.
- Observed behavior
- Deleting the address text leaves a blank envelope page because the underlying section break remains undeleted, and backspacing sometimes deletes characters from the previous envelope.
Ensure you are editing the final merged document rather than the mail merge master template, as modifying the main template will affect all envelopes generated.
Use Formatting Marks to Delete the Envelope and Section Break
Revealing hidden formatting marks allows you to select and delete the section break that is creating the unwanted blank envelope.
In Word, mail merge envelopes are separated by 'Section Break (Next Page)' markers. If you only delete the text on the envelope, the section break remains, causing a blank page to appear. Showing nonprinting characters makes these hidden breaks visible so they can be deleted.
Press the keyboard shortcut Ctrl+Shift+8, or click the 'Show/Hide ¶' button located in the Paragraph group of the Home tab.
Scroll to the envelope you want to remove and highlight all of its text and empty paragraph marks.
Ensure your selection includes the 'Section Break (Next Page)' marker positioned at the end of the envelope's content.
Press the Delete or Backspace key on your keyboard to completely remove the envelope and its associated page break.
Change the Section Start Type to Continuous
Use this method if the unwanted envelope is the final page in the document and its section break cannot be deleted using the standard method.
Easily Manage Mail Merge and Envelopes with WPS Writer
WPS Writer provides powerful and intuitive mail merge features. You can easily generate, edit, and delete individual envelopes using familiar layout tools, easily toggling formatting marks to control section breaks.
- 1. Open your merged document: Launch WPS Office and open your mail merge envelope document.
- 2. Reveal formatting marks: Go to the Home tab and click the 'Show/Hide Editing Marks' icon (¶) to reveal hidden section breaks.
- 3. Delete the section break: Select the text of the unwanted envelope along with its 'Section Break (Next Page)' marker, then press the Delete key.
Frequently Asked Questions
Why does deleting envelope text leave a blank page in Word?
Envelopes in a mail merge are separated by hidden 'Section Break (Next Page)' markers. Deleting just the visible text leaves this section break intact, which forces Word to continue displaying an empty page or envelope.
What is the shortcut to show section breaks and formatting marks?
You can quickly toggle the display of hidden formatting marks, including section breaks, by pressing Ctrl+Shift+8 (or Ctrl+*) on Windows.
Can I remove a recipient before finishing the mail merge?
Yes. It is highly recommended to exclude a recipient before completing the merge. In the Mailings tab, click 'Edit Recipient List' and uncheck the box next to the person you want to exclude so their envelope is never generated.
