Document Editing Problems

How to Fix Mail Merge Showing Only 'Next Record' in Word

Maira Mehtab Sep 28, 2026 870 views

Question details

The user is attempting to perform a mail merge for labels, but the fields are displaying only 'Next Record' instead of the expected data from the connected data source.

Word mail merge labels with Excel fields and Update Labels

Product: Word Processing Software
Device & OS: not provided
Scenario: Creating and formatting mailing labels using the Mail Merge feature.
Observed behavior: All label fields on the page display the 'Next Record' rule instead of populating the actual merge data.

Before you start

Ensure that your data source (such as an Excel spreadsheet) is properly connected and that you have inserted at least one valid data merge field (like 'Name' or 'Address') into the first label space.

Solution 1Recommended

Use the Update Labels Command

Applying the 'Update Labels' command forces the mail merge tool to copy the layout and merge fields from the first label to all subsequent labels on the page.

When setting up a label merge, the software automatically inserts a 'Next Record' rule into all labels except the first one. This tells the program to pull the next row of data. However, if you haven't copied your actual data fields to the other labels, only the 'Next Record' rule will appear.

Insert Merge Fields

Click into the very first label on your document and insert your desired merge fields (e.g., First Name, Last Name, Address).

Navigate to Mailings Tab

Go to the Mailings or Mail Merge tab on the top ribbon menu.

Click Update Labels

Locate the 'Write & Insert Fields' group and click the 'Update Labels' button. This will instantly copy the fields from your first label to all remaining labels on the page.

Preview Results

Click 'Preview Results' to verify that the actual data from your spreadsheet is now populating correctly next to the hidden 'Next Record' rules.

Do Not Delete the Rule: Do not manually delete the 'Next Record' text. Without it, the mail merge would simply repeat the first person's information across every single label on the page.

Efficient Mail Merge with WPS Office

Create and Manage Mailing Labels Easily in WPS Writer

WPS Writer offers a seamless and highly compatible Mail Merge feature that makes creating mailing labels, letters, and envelopes straightforward. It fully supports Microsoft Word documents and Excel data sources, ensuring your formatting stays intact.

1. Open WPS Writer: Launch WPS Office and open a new document, then go to the References tab and click on Mail Merge.
2. Connect Data Source: Click 'Open Data Source' to link your Excel spreadsheet or contacts list.
3. Insert Fields and Update: Format your first label by inserting merge fields, then simply click 'Update Labels' to automatically populate the rest of the page.

Fully compatible with Microsoft Word (.docx) and Excel (.xlsx) mail merge files.Intuitive Mail Merge tab for easily inserting fields and updating labels in one click.Lightweight software that processes large data sources quickly and without lagging.Free to use with a familiar, user-friendly interface that requires no steep learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Next Record' field necessary in a label merge?

The 'Next Record' field is an invisible instruction that tells the word processor to pull the next row of data from your spreadsheet for the subsequent label. Without it, every label on the printed page would show the exact same recipient's information.

Why is the 'Update Labels' button grayed out?

The 'Update Labels' button is only active when the main document type is specifically set to 'Labels'. You can fix this by going to Start Mail Merge and selecting 'Labels' as your document type.

Can I format the text after clicking Update Labels?

Yes, but it is much faster to format the text (like making names bold or changing the font) on the very first label before clicking 'Update Labels'. This ensures your formatting is instantly applied to all other labels.

Document & File Issues