Using WPS Writer’s Mail Merge for Personalized Letters can significantly streamline the process of creating individualized communications for large groups of recipients

From sending gratitude letters and RSVP requests to distributing newsletters and financial statements

this tool enables a single formatted layout to be filled automatically with individual-specific information

This saves time, reduces manual errors, and ensures a professional appearance in every document

Start by launching WPS Writer and initiating a fresh file

This will serve as your main template

Write the core message while inserting markers for variables like recipient’s first name, postal code, or account identifier

An example would be "Dear [FirstName]," followed by a sentence referencing their last interaction or preference

Each placeholder will be filled in by matching it to the corresponding column in your data source

Next, prepare your data source

It’s often an Excel workbook, a WPS Sheet, or a simple comma-separated values file

Each column must represent a distinct data field—like first name, surname, street, city, zip, or phone number

For every letter you plan to generate, there must be one unique row containing all relevant details

Make sure your column headers are clear and consistent as these will be used to map the fields during the merge process

Once your template and wps下载 data source are ready, navigate to the Mailings tab in WPS Writer

Choose the "Use an Existing List" command from the recipient selection dropdown

Browse your directories until you find the CSV, XLSX, or ET file, then click Open

Confirm the correct tab or cell range is selected in the pop-up window before proceeding

Check the imported dataset in the preview panel to ensure no columns are missing or misaligned

Add the merge tags wherever unique information needs to appear

Place your cursor where you want the recipient’s name to appear and click Insert Merge Field

A menu will pop up displaying every available field from your linked spreadsheet

Select the field name that corresponds to the data you wish to display, such as "City" or "AccountNumber"

Continue adding merge fields for all dynamic content: street, phone, invoice number, or personalized remark

Use the "Preview Results" button to scroll through merged versions of your document

This lets you scroll through each merged document and check how the information appears

You can use the navigation arrows to review individual letters and make sure the data is correctly mapped

Should a field display wrong or missing content, edit the original file and re-import

Once all previews look accurate, proceed to finalize the mail merge

Select the "Finish & Merge" option, then pick one of the three delivery methods

You can print the letters directly if you intend to send them physically

Select "Email Messages" to deliver merged letters via your default email application

Create a consolidated file with all personalized letters for future editing

One of the advantages of using WPS Writer’s mail merge is its simplicity and compatibility

No complex setup is required—it accepts popular formats, needs no programming, and fits naturally into WPS Office workflows

The template is reusable—just replace the spreadsheet to run new mailings without re-formatting

Perform a final review of your source file to prevent errors

Even a small mistake in a recipient’s name or street can damage credibility or cause delivery failures

Begin with a test batch—say, five records—to validate that merging functions properly

Mail merge is not just a time saver—it enhances personalization at scale

When a letter includes their name and relevant details, recipients feel seen and are more engaged

With WPS Writer, you gain the ability to deliver high-quality, personalized communications efficiently, making it a powerful tool for businesses, nonprofit organizations, educators, and individuals managing bulk correspondence