How to Use Mail Merge IF and SEQ Fields for Multiple Contacts in WPS Writer
Question details
The user needs to create a letter for multiple contacts in WPS Writer and insert separators with a comma after the final name by using a multi-record mail merge with IF statements, SEQ fields, and bookmarks.
- Product
- WPS Writer
- Device & OS
- not provided
- Scenario
- Creating a personalized letter that lists multiple contacts from related records in one merged document, with separators between names and a comma after the final name.
- Observed behavior
- Combining IF statements, sequence fields, and bookmarks in a standard letter merge is unreliable because each record normally produces a separate page instead of one grouped letter.
Prepare your data source with a grouping field, such as LetterID, that identifies which contacts belong to the same letter. Make sure field names are consistent and there are no blank contact rows, because blank rows can interrupt the sequence and separator logic.
Use a Catalog/Directory Mail Merge with IF and SEQ Fields in WPS Writer
Use this solution when each letter must combine multiple related contact rows into a single list and you need precise control over separators and the final comma.
A Catalog/Directory mail merge keeps related records together instead of generating one page per row. IF fields can compare grouping values between records, and SEQ fields can number the contacts so separators are inserted only between actual names.
Open WPS Writer, go to the Mailings tab, and click Mail Merge to launch the Mail Merge wizard. Choose Catalog or Directory as the document type so multiple related records can appear in one merged document.
In the Mail Merge wizard, click Select Recipients and choose Use an Existing List. Select your spreadsheet or database file and confirm the sheet or table that contains one row per contact plus a grouping field such as LetterID.
Place the cursor where the contact list should appear. Use the Insert Merge Field option in the Mailings tab to add fields such as FirstName and LastName.
Go to Insert > Fields > More Fields to add SEQ fields that number each contact and IF fields that compare the current LetterID with the next or final LetterID. Set the IF field to insert a separator or comma only when the comparison condition is true.
Use Preview Results in the Mailings tab to check a sample letter. Then choose Merge to New Document or Merge to Printer to generate the final merged letters.
Aggregate Contacts in WPS Spreadsheets Before the Mail Merge
Use this solution when you prefer to combine contact names in the data source and avoid editing IF or SEQ field codes in WPS Writer.
Create a Multi-Contact Mail Merge Letter in WPS Writer
Set up a Catalog/Directory mail merge in WPS Writer and use IF and SEQ fields to combine multiple contacts into one letter with correct separators and a final comma. WPS Writer can open and save the same DOCX field-based documents you use in Microsoft Word.
- 1. Start the Mail Merge wizard: Open WPS Writer, click the Mailings tab, and select Mail Merge to launch the wizard.
- 2. Choose Catalog/Directory and connect data: Select Catalog or Directory as the merge type, click Select Recipients, and connect your spreadsheet or database with a grouping column such as LetterID.
- 3. Insert merge and conditional fields: Use Insert Merge Field to add contact fields, then open Insert > Fields > More Fields to add SEQ and IF fields that number contacts and control separators.
- 4. Preview and complete: Click Preview Results to check the separators and final comma, then choose Merge to New Document or Merge to Printer.
- 5. Save as DOCX: Save the merged document as a .docx file so it remains compatible with Microsoft Word.
Frequently Asked Questions
Can WPS Writer list multiple contacts from different rows in a single mail merge letter?
Yes. Use a Catalog/Directory mail merge from Mailings > Mail Merge and include a grouping field such as LetterID so related contact rows are combined into one letter.
Why does my IF field add a comma after the last contact?
The IF condition is likely matching the wrong record or evaluating the final row as if another contact follows. Compare the current record with the next or final record and preview several letters before completing the merge.
How do I insert SEQ and IF fields in WPS Writer?
Go to Insert > Fields > More Fields, choose the field you want, and then configure its condition or sequence properties. You can also press F9 to refresh field results after editing.
What data structure should I use for a multi-contact mail merge?
Use a table with one row per contact and a repeated grouping value such as LetterID, CustomerID, or CompanyID in each row that belongs to the same letter.
Can I save the merged WPS Writer document for Microsoft Word?
Yes. Save the document as .docx, and the merged letter remains compatible with Microsoft Word while preserving the mail merge result.
