Template Issues

How to Fix Mail Merge Labels Repeating the Same Name in Word

Phi Hung Vo Oct 9, 2026 868 views

Question details

The user is attempting to create a batch of labels or name badges using the mail merge feature, but the same record data duplicates across all labels instead of advancing to the next contact.

How to Fix Mail Merge Labels Repeating the Same Name

Product: Word Processing Software
Device & OS: not provided
Scenario: Generating mass mailing labels or printed name badges using a mail merge label template and an external data source.
Observed behavior: Names and data repeat across multiple labels or badges in the document, even when the Next Record field has been manually inserted or moved.

Before you start

Ensure your data source (such as an Excel spreadsheet) is properly formatted with clear column headers and successfully connected to your document.

Solution 1Recommended

Use the Update Labels Feature to Preserve Field Codes

By formatting only the first label and using the automated update tool, you prevent accidental deletion of the hidden Next Record fields required to advance the data.

When you start with a Mail Merge Labels template, the software automatically inserts a hidden Next Record field in every label cell except the first one. Manually typing or inserting merge fields into every single cell often overwrites or deletes these hidden fields, causing the merge to stick on the first record.

Reveal hidden field codes

Press Alt + F9 on your keyboard to display the underlying field codes in your document. Verify that the <<Next Record>> (or { NEXT }) fields are present at the beginning of all label cells except the very first one.

Format the first label only

Clear any manual entries from the subsequent labels. Insert your required merge fields (e.g., First Name, Last Name, Address) exclusively into the top-left label cell.

Update all labels

Navigate to the Mailings tab on the top ribbon and click the Update Labels button. This action automatically copies the layout and merge fields from the first cell to all remaining cells without deleting the Next Record rules.

Preview the results

Click Preview Results on the Mailings tab to verify that each label cell now displays a different name from your data source.

Tip: If you make any formatting changes (like changing the font size or bolding a name), apply the change to the first label only and click Update Labels again.

Seamless Mail Merge in WPS Office

Create Error-Free Mail Merge Labels with WPS Writer

WPS Office provides an intuitive and powerful Mail Merge feature that makes creating labels, badges, and mass letters simple. It handles field codes automatically and is fully compatible with your existing Microsoft Word documents.

1. Open your label template: Launch WPS Writer and open your label document. Navigate to the Mailings tab.
2. Connect the data source: Click 'Open Data Source' and select your spreadsheet containing the contact list.
3. Insert fields and update: Insert your merge fields into the first label cell, then click 'Update Labels' on the ribbon to populate the rest of the sheet.
4. Complete the merge: Click 'Merge to New Document' to generate a final file with all your formatted labels ready for printing.

One-click 'Update Labels' function to prevent duplicate recordsFully compatible with Microsoft Word (.docx) mail merge setupsEasily connect to Excel (.xlsx) and CSV data sourcesFree, lightweight, and features a familiar user interface

microsoft office alternative - wps office

Frequently Asked Questions

Why is my Mail Merge only showing the first record on every page?

This happens if your document is set up as a standard 'Directory' or 'Letter' rather than a 'Label' document, or if the <<Next Record>> fields have been accidentally deleted. Ensure you have selected 'Labels' as your mail merge document type.

How do I view hidden field codes in my document?

You can toggle the visibility of field codes by pressing Alt + F9 on Windows (or Option + F9 on Mac). This reveals the underlying programming tags, such as MERGEFIELD and NEXT, allowing you to troubleshoot missing commands.

Can I manually add a Next Record field if it was deleted?

Yes. If the Next Record rule is missing, you can manually insert it. Place your cursor at the very beginning of the label cell (before any other merge fields), go to the Mailings tab, click 'Rules', and select 'Next Record'.

Document & File Issues