Printing Problems

How to Fix Mail Merge Address Labels Printing as Blank Pages in Word

WPS Editor Oct 9, 2026 869 views

Question details

The user needs to resolve an issue where mail merge address labels output as blank pages instead of printing the intended data.

How to Fix Mail Merge Address Labels Printing as Blank Pages in Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Generating and printing address labels using the Mail Merge feature.
Observed behavior: The merged document or the physical printout results in blank pages instead of displaying the correct address data.

Before you start

Ensure your printer is functioning correctly by printing a test page from another application, and verify that it has enough ink and the correct label paper loaded.

Solution 1Recommended

Generate Individual Documents to Verify Data

Previewing and editing individual merged documents is the most effective way to identify if the issue lies with the data source or the printer.

By merging to a new document instead of directly to the printer, you can visually inspect the output. If the new document is also blank, the issue is with the mail merge setup. If the new document shows the data but prints blank, the issue is likely related to printer settings.

Navigate to Finish & Merge

Go to the Mailings tab on the top ribbon and click on 'Finish & Merge'.

Select Edit Individual Documents

Choose 'Edit Individual Documents' from the drop-down menu.

Merge All Records

Select 'All' in the dialog box and click 'OK' to generate a new document containing the merged labels.

Review and Print

Review the newly generated document. If the address data is visible and properly formatted, print this new document directly.

Data Verification: If the generated document successfully displays all labels, your data source is correctly linked.

Solution 2

Toggle Field Codes and Verify Data Source

Incorrect field codes or an unlinked data source can prevent labels from populating correctly.

Solution 3

Adjust Document Layout and Printer Settings

Incorrect margins, paper orientation, or print range settings can push text out of the printable area, resulting in blank pages.

Print Labels Easily

How to Print Mail Merge Address Labels in WPS Writer

Avoid complicated settings and blank page errors by using WPS Writer to generate and print your address labels. WPS Office offers a seamless mail merge process that is fully compatible with your existing data sources, ensuring your labels print perfectly every time.

1. Open Your Label Template: Open your label template in WPS Writer and navigate to the 'Reference' or 'Mailings' tab on the top ribbon.
2. Import Data Source: Click 'Open Data Source' to import your contact list directly from your Excel spreadsheet.
3. Insert Merge Fields: Use 'Insert Merge Field' to place the address fields correctly on your first label, then apply the layout to the rest of the document.
4. Preview and Merge: Click 'Merge to New Document' to visually preview all labels and ensure no blank pages exist before printing.
5. Print Labels: Once verified, print the newly generated document directly to your connected printer.

Fully compatible with Microsoft Word (.docx) documents and Excel (.xlsx) data listsUser-friendly interface makes mail merge setup quick, visual, and intuitiveFree and lightweight alternative for all your word processing needs

microsoft office alternative - wps office

Frequently Asked Questions

Why are my mail merge labels printing on one page while the rest are blank?

This usually happens if the label template lacks the 'Next Record' field rule after the first label. Ensure the 'Next Record' rule is inserted in all labels except the first one, so the software knows to move to the next contact on the same page.

How do I remove blank pages at the end of a merged document?

Blank pages often appear if there are empty rows at the bottom of your Excel data source. Open your spreadsheet, delete any unused or empty rows at the bottom, save the file, and refresh the data source in your mail merge document.

What does Alt+F9 do in a mail merge document?

Pressing Alt+F9 toggles the document display between raw field codes (e.g., { MERGEFIELD First_Name }) and the actual field results (e.g., John). Ensuring you are viewing the results helps confirm that the data is merging correctly before you print.

Can I save my merged labels as a PDF before printing?

Yes. Instead of printing directly to a physical printer, you can choose 'Finish & Merge', select 'Print Documents', and set your printer to 'Microsoft Print to PDF' or use your software's built-in 'Export to PDF' feature to verify the final output visually.

Document & File Issues