How to Use WPS Writer Mail Merge to Put Multiple Excel Rows in One Document
Question details
The user needs to combine the first three Excel data rows into a single Word document during a WPS Writer mail merge instead of generating one document for each Excel row.
- Product
- WPS Office Writer and WPS Office Spreadsheets
- Device & OS
- not provided
- Scenario
- The user has an Excel data source where each record is stored in a separate row and wants three related records to appear together in every merged document.
- Observed behavior
- A standard mail merge creates one output document for every Excel row, so related records in the first three rows are split into separate documents.
Open the Excel data source in WPS Spreadsheets and verify that the first row contains unique column headers. Use a copy of the worksheet to create the grouped mail-merge layout without altering the original records.
Restructure Excel Data into One Row per Group of Three Records
Use this method when you need exactly three Excel records to appear together in each merged document; it is the simplest and most reliable mail merge approach.
WPS Writer mail merge reads one document per row from the selected Excel range. By converting every group of three records into a single row with separate fields, each merged document can display all three related records using distinct merge fields.
Open WPS Spreadsheets, load the workbook that contains the mail merge data, and make a copy of the active worksheet.
In a new area or a new worksheet, create headers such as ID1, Name1, Amount1, ID2, Name2, Amount2, ID3, Name3, and Amount3 for each group of three records.
For each group of three source rows, place the first record’s values under the ID1/Name1/Amount1 columns, the second under ID2/Name2/Amount2, and the third under ID3/Name3/Amount3.
Save the file as an Excel workbook (.xlsx) and note the worksheet name and cell range, such as Sheet1!$A$1:$I$10.
In WPS Writer, go to Mailings > Recipients > Use an Existing List, select the saved workbook, and insert the nine merge fields where the three records should appear.
Group Multiple Excel Rows into One Document with WPS Writer Mail Merge
Use WPS Writer together with WPS Spreadsheets to restructure groups of Excel records and merge them into a single document. The process keeps the familiar mail merge workflow and produces Word-compatible documents.
- 1. Open WPS Spreadsheets and restructure the data: Open the Excel data source in WPS Spreadsheets, create the grouped nine-column layout with headers such as ID1, Name1, Amount1, ID2, Name2, Amount2, ID3, Name3, and Amount3, and save the workbook.
- 2. Launch WPS Writer and start mail merge: Open a new or existing Writer document, click the Mailings tab, select Recipients, and choose the saved Excel workbook as the data source.
- 3. Insert the grouped merge fields: Insert the nine merge fields in the order they should appear, and add spaces, labels, or line breaks between the three records.
- 4. Preview and finish the merge: Click Preview Results to check the merged output, then choose Finish & Merge to generate the final document.
Frequently Asked Questions
Can WPS Writer use an Excel workbook as a mail merge data source?
Yes. Open WPS Writer, go to Mailings > Recipients, choose Use an Existing List, and select the saved .xlsx workbook and worksheet that contains the grouped data.
Why does WPS Writer create a separate document for every Excel row?
By default, mail merge treats each row as one record. To put three rows in one document, restructure the data so each group of three rows becomes one row with nine fields.
What layout should I use to merge three Excel rows into one document?
Use one row per group with columns such as ID1, Name1, Amount1, ID2, Name2, Amount2, ID3, Name3, and Amount3. Then insert those nine fields in WPS Writer.
Do I need to convert the Excel file to another format before mail merging?
No. Save the file as a standard .xlsx file and make sure the first row contains unique column headers. WPS Writer can read the workbook directly.
Can I use mail merge rules like Next Record instead of restructuring the Excel source?
You can insert a Next Record rule between field sets for some merge types, but it is more difficult to control for exactly three rows per document. Restructuring the Excel data source is more reliable.
