Formatting Issues

How to Display Mail Merge Values on Separate Lines in Word

Chanuka Geekiyanage Sep 25, 2026 871 views

Question details

The user needs to format mail merge results so that each value appears on a new line or in a new table row, rather than displaying consecutively across the same line.

How to Display Mail Merge Values on Separate Lines in Word

Product: Word Processor
Device & OS: not provided
Scenario: Generating a document using the mail merge feature with multiple records.
Observed behavior: Mail merge values are appearing consecutively on one line or filling a table row before continuing, instead of starting on a new line for each individual data value.

Before you start

Verify that your data source, such as an Excel spreadsheet, is properly formatted with distinct columns and rows before initiating the mail merge process.

Solution 1Recommended

Place Merge Fields in Separate Paragraphs or Table Rows

Manually format the main document to ensure each merge field has its own dedicated paragraph break or table row.

By default, word processors will place text exactly where the merge fields are located. If the fields are placed side-by-side without a line break, the merged data will appear consecutively on the same line.

Open the main document

Open your mail merge document in your word processor and navigate to the section where your merge fields are inserted.

Insert paragraph breaks

Instead of placing merge fields side-by-side, place your cursor after the first merge field and press 'Enter' on your keyboard so the next field sits on a new line.

Format table rows

If you are merging data into a table, place only one merge field per row. Do not insert multiple fields into a single cell unless you specifically want them to share the same line.

Preview the results

Click 'Preview Results' in the Mailings tab to verify that the values now display correctly on separate lines.

Formatting Tip: Using standard paragraph returns allows the word processor to automatically start a new line for every field when generating the final document.

Solution 2

Use a Directory or Catalogue Mail Merge Setup

Change the document type to 'Directory' to force each new data record to generate sequentially on a new line rather than on a new page.

Seamless Mail Merge in WPS Writer

Easily Format and Execute Mail Merges with WPS Office

WPS Writer offers a fully featured, intuitive Mail Merge tool that allows you to seamlessly connect spreadsheets, insert fields, and format your output precisely on separate lines or rows.

1. Start Mail Merge: Launch WPS Writer, navigate to the 'References' tab, and click 'Mail Merge' to activate the tool.
2. Connect Your Data Source: Click 'Open Data Source' on the ribbon to link your Excel spreadsheet containing the records you wish to merge.
3. Insert Fields on Separate Lines: Click 'Insert Merge Field'. Insert your first field, press 'Enter' to create a new line, and then insert the next field.
4. Preview and Merge: Click 'View Merged Data' to check your formatting, then click 'Merge to New Document' to generate your perfectly formatted file.

Easily configure mail merge fields to appear on separate lines or table rowsFully compatible with Microsoft Word (.docx) and Excel (.xlsx) formatsLightweight application with a clean, user-friendly interfaceFree alternative with robust document processing capabilities

microsoft office alternative - wps office

Frequently Asked Questions

Why are my mail merge records printing on the same page instead of a new one?

This typically happens if your mail merge document type is set to 'Directory' instead of 'Letters'. To fix this, go to the Mailings tab, click 'Start Mail Merge', and change the type to 'Letters' to force a page break for each individual record.

Can I use a single merge field multiple times in the same document?

Yes. You can insert the exact same merge field into multiple places within your main document. When the document is merged, the value from the data source will populate in every instance of that field automatically.

How do I stop a mail merge table from splitting across pages?

Select the table rows in your main document, right-click, and choose 'Table Properties'. Under the 'Row' tab, uncheck the option that says 'Allow row to break across pages'. This forces the word processor to keep your merged table entries together on the same page.

What is the 'Next Record' rule used for in a mail merge?

The 'Next Record' rule commands the word processor to move to the next row of data in your spreadsheet without starting a new page. It is essential when creating labels or custom lists where multiple database records need to be displayed on a single page.

Document & File Issues