Data Import & Export

Fix Publisher Mail Merge Importing Only 60 Excel Records

Maira Mehtab Sep 28, 2026 869 views

Question details

Users need to resolve an issue where a mail merge operation fails to import the complete dataset from an Excel spreadsheet, stopping abruptly at a specific number like 60 records.

Product: Microsoft Publisher, Microsoft Word, Microsoft Excel
Device & OS: not provided
Scenario: Importing a contact list or dataset from an Excel workbook into Microsoft Publisher or Word using the Mail Merge feature.
Observed behavior: The mail merge only imports a limited portion of the records (e.g., 60 rows), leaving out the rest of the Excel data due to blank rows, filters, or formatting issues.

Before you start

Ensure your Excel spreadsheet is saved and fully closed before modifying mail merge settings, as having the file open can sometimes cause read errors.

Solution 1Recommended

Clean Data and Reconnect Mail Merge

Removing empty rows, clearing unintended filters, and properly reconnecting the data source will usually bypass the import limit and load all records.

Mail merge tools often interpret a completely blank row in an Excel file as the end of the database. By cleaning up the spreadsheet and resetting the connection in Publisher, you can force the software to read the entire table.

Clean up Excel Data

Open your Excel data source file. Scroll through your dataset and delete any completely blank rows or columns that exist between your records, ensuring a continuous block of data.

Reconnect in Publisher

Open your Publisher document, navigate to the Mailings tab, click Select Recipients, and choose Use an Existing List to reconnect your newly saved Excel file.

Remove Filters

Click on Edit Recipient List in the Mailings tab. In the Mail Merge Recipients dialog box, check for and clear any active filters or sorting rules that might be hiding records.

Test with a New File

If the issue persists, open a blank Publisher document and attempt the mail merge again to confirm whether the original Publisher file is corrupted.

Data Formatting Check: Ensure that the first row of your Excel spreadsheet contains clear column headers with no merged cells, as this helps Publisher identify the data structure accurately.

Free Microsoft Office alternative

Experience Seamless Mail Merge with WPS Office

If you are tired of dealing with missing records and arbitrary limits during mail merges, consider switching to WPS Office. WPS Writer features a robust, easy-to-use Mail Merge tool that integrates flawlessly with Excel spreadsheets, allowing you to generate mass mailings effortlessly without complex troubleshooting.

1. Open WPS Writer: Launch WPS Writer and navigate to the References tab on the top ribbon.
2. Import Excel Data: Click on Mail Merge, then select Open Data Source to browse and import your complete Excel spreadsheet.
3. Generate Documents: Insert your desired merge fields and click Merge to New Document to instantly process all your records seamlessly.

Perfectly compatible with Microsoft Word (.docx) and Excel (.xlsx) formats.Reliably handles large datasets in Mail Merge without unexpected record cut-offs.Free, lightweight, and fast alternative to traditional, heavy Office suites.Familiar user interface ensures zero learning curve when migrating.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my mail merge stop at exactly 60 records?

Mail merge stops importing when it encounters an entirely blank row or heavily corrupted formatting in your Excel sheet. If row 61 is blank or has broken formatting, the system interprets row 60 as the end of your dataset.

Does Microsoft Publisher have a hard limit on mail merge records?

No, Publisher does not have a strict 60-record limit for mail merges. The limitation is almost always caused by data source irregularities, active filters, or an incomplete table selection.

How do I clear hidden filters in my Excel data source?

Open your Excel file, highlight your data headers, navigate to the Data tab, and click the Filter button to turn off any active filters. Save the document before trying the mail merge again.

Can I use a CSV file to avoid mail merge issues?

Yes. Exporting your Excel spreadsheet as a CSV (Comma Separated Values) file strips out complex formatting and hidden code, which often resolves persistent import cut-offs during a mail merge.

Excel & Data Problems