Template Issues

How to Skip Word Mail Merge Records Without Breaking Avery Labels

Khadija Khan Oct 12, 2026 869 views

Question details

The user wants to exclude specific data records from a mail merge without disrupting the Avery label layout or causing unexpected skipping of subsequent records.

How to Skip Word Mail Merge Records Without Breaking Avery Labels

Product: Microsoft Word, Excel
Device & OS: not provided
Scenario: Generating Avery labels using the Mail Merge feature and attempting to exclude certain recipients conditionally.
Observed behavior: Using the SKIPIF command combined with NEXT RECORD causes the merge to unexpectedly skip valid records before the final excluded value, breaking the label sequence.

Before you start

Before beginning your mail merge, ensure your Excel data source contains a clear identifier column (such as a 'Sending To' column with 'Yes' or 'No' values) to easily distinguish which records should be printed.

Solution 1Recommended

Filter the Excel Data Source Before Merging

Filtering your records directly in the data source is the most reliable method and completely avoids the conflicts caused by Word field codes.

Using SKIPIF commands inside Word label documents often interferes with the NEXT RECORD field required for formatting labels properly. Pre-filtering the Excel spreadsheet guarantees that Word only processes the exact records you need.

Open Excel and apply a filter

Open your Excel data source. Highlight your header row and enable filtering by navigating to the Data tab and clicking 'Filter'.

Filter out unwanted records

Click the filter dropdown on your criteria column (e.g., 'Sending To') and uncheck the values you want to skip (e.g., 'No'). Only the valid 'Yes' records should remain visible.

Save the filtered list

Save the Excel workbook with the filter applied and close Excel.

Connect the data in Word

Open your Avery labels document in Word. Go to the Mailings tab, select 'Use an Existing List', and connect to the saved Excel file.

Insert standard fields

Format your first label with your merge fields. For all subsequent labels on the sheet, simply use the <<Next Record>> field followed by the standard merge fields, entirely omitting the <<SkipIf>> rule.

Filter the Excel Data Source Before Merging

Maintained Pagination: Because the SKIPIF rule is removed, the <<Next Record>> command will flawlessly flow the filtered data sequentially across multiple label pages.

Solution 2

Sort Records and Merge a Specific Data Range

Sort your spreadsheet data so the excluded records are pushed to the very bottom, then merge only the relevant range of rows.

Easy Mail Merge Solution

Create Flawless Labels with WPS Office Mail Merge

WPS Office Writer offers a streamlined Mail Merge tool that seamlessly integrates with your spreadsheets, making it easy to filter recipients directly in the UI and print Avery labels without writing complicated field codes.

1. Launch Mail Merge: Open your label template in WPS Writer, navigate to the 'References' tab, and click on 'Mail Merge'.
2. Import the Data: Click 'Open Data Source' and select the Excel spreadsheet containing your label records.
3. Filter Recipients Visually: Click 'Mail Merge Recipients'. In the dialog box, simply uncheck the boxes next to any record you want to skip. No formulas required.
4. Complete the Merge: Insert your merge fields, ensure 'Next Record' is on subsequent labels, and click 'Merge to New Document' to generate your flawless label sheets.

Fully compatible with Microsoft Word (.docx) and Excel (.xlsx) formatsIntuitive UI to filter out recipients without relying on SKIPIF rulesBuilt-in label generation compatible with standard Avery templatesFree and lightweight alternative to Microsoft Office

microsoft office alternative - wps office

Frequently Asked Questions

Why does the SKIPIF command mess up my Avery labels?

The SKIPIF rule evaluates a condition to skip a record but often conflicts with the NEXT RECORD field required to jump to the next label on the same page. This conflict causes the program to miscount or unexpectedly skip valid records in the sequence.

Can I filter recipients directly inside Word instead of Excel?

Yes, you can click on 'Edit Recipient List' within the Mailings tab in Word. From there, you can use the built-in filtering options to uncheck the recipients you want to skip, which is a safer alternative to using SKIPIF field codes in the document.

What is the NEXT RECORD field used for in label merges?

The NEXT RECORD field tells the mail merge process to move to the next data row for the current page layout. Without it, every label on the page would duplicate and print the exact same recipient's information.

Document & File Issues