Document Editing Problems

How to Fix Word Mail Merge Skipping Every Seventh Record

Huma Ashraf Ch Sep 27, 2026 871 views

Question details

The user is experiencing an issue where Word mail merge skips records, specifically every seventh record, when generating multiple records or labels on a single page.

How to Fix Word Mail Merge Skipping Every Seventh Record

Product: Microsoft Word
Device & OS: not provided
Scenario: Creating multiple mail merge records or labels on a single Word page.
Observed behavior: The mail merge skips records in the data source because the Next Record field is incorrectly placed or duplicated within the document layout.

Before you start

Toggle your field codes on (by pressing Alt + F9 in Word) so you can clearly see the hidden merge tags and locate exactly where the Next Record fields are currently positioned.

Solution 1Recommended

Correct the Placement of the Next Record Field

Ensure the Next Record field is placed at the exact beginning of the second and subsequent data sets, and remove any trailing fields at the end of the document.

Skipping records in a mail merge usually happens when a Next Record field is placed somewhere it shouldn't be, forcing the software to advance the data source pointer prematurely. The layout must follow a strict sequential rule.

The correct structure should be: first data set, then the Next Record field at the very beginning of the second data set, followed by the second data set content, and so on.

Inspect the First Record

Check your first data set or first label on the page. Ensure there is no Next Record field present within or at the end of this first block.

Add Next Record to Subsequent Labels

Place your cursor at the very beginning of the second data set (or label). Insert the Next Record field here. Repeat this for the third, fourth, and every subsequent label on the sheet.

Remove Trailing Next Record Fields

Scroll to the final data set on your page. Ensure that there is absolutely no trailing Next Record field at the end of the previous record or after the final record, as this causes the merge to skip an extra row when generating the next page.

Preview Your Results

Click 'Preview Results' on the Mailings tab to verify that the sequence is now perfectly continuous and no records are skipped.

Correct the Placement of the Next Record Field

Label Sheets Behavior: In a standard sheet of labels, every label except the very first one must contain a Next Record field at the beginning. If you use Word's built-in label templates, clicking 'Update Labels' will usually apply this rule automatically.

Create Error-Free Mail Merge Labels Seamlessly with WPS Writer

WPS Office offers an intuitive and powerful Mail Merge feature in WPS Writer. You can easily create labels, letters, and envelopes with automated field placement, ensuring you never have to worry about skipped records or formatting errors.

1. Launch WPS Writer: Open WPS Writer, create a new document, and navigate to the 'References' tab on the top ribbon. Click on 'Mail Merge' to begin the process.
2. Import Your Data Source: Click 'Open Data Source' and select your recipient list (supports Excel spreadsheets, CSV files, and text files).
3. Insert Merge Fields: Click 'Insert Merge Field' to place the necessary recipient information into the first label or data block.
4. Manage Next Record Fields: Use the built-in label merge tools to automatically populate your document layout without manually placing 'Next Record' tags, avoiding skipped row errors.
5. Complete the Merge: Click 'Merge to New Document' to instantly generate your finalized, perfectly sequenced letters or labels.

Highly compatible with Microsoft Word document formats (.docx, .doc).Intuitive Mail Merge wizard to prevent layout errors and missing records.Free, lightweight, and features a familiar interface for zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why is my mail merge skipping exactly every second or seventh record?

This happens when you have a duplicated or misplaced Next Record field on your page (for example, at the end of the 7th label). The word processor reads the intended Next Record tag and your accidental extra tag, causing it to advance the record pointer twice and skip a row in your data source.

How do I view hidden Next Record field codes in my document?

You can reveal hidden field codes by pressing Alt + F9 on your keyboard. This will change standard text displays into the underlying code, allowing you to easily spot any accidental <<Next Record>> tags.

Do I need a Next Record field on the very last label of the page?

Yes, if it is not the first label on the page, the last label still needs a Next Record field at its beginning. However, you must never place a trailing Next Record field at the absolute end of the last label's content.

Can I use an Excel file as my data source in WPS Office Mail Merge?

Yes, WPS Office fully supports importing Microsoft Excel spreadsheets (.xlsx, .xls) and CSV files directly as data sources for any mail merge operation.

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