WPS Office provides a streamlined and robust mail merge feature that enables small teams, entrepreneurs, and organizations to launch targeted email campaigns without relying on external tools or coding. Whether you’re sending out newsletters, invitations, reminders, or promotional messages to a large audience, the mail merge function pulls in customized fields including first names, companies, and contact info into each email. This enhances efficiency and eliminates human mistakes that commonly occur when typing out messages one by one.

To begin using the mail merge feature in WPS Office, you first need to organize your recipient list. This is typically a spreadsheet created in WPS Spreadsheets where each column represents a field such as First Name, Last Name, Email Address, Company, or any other relevant information. Each line maps to one email recipient. Ensure that your data is clean, organized, and free of duplicates or typos, as these trigger mistakes across your entire campaign. Save the file in a commonly supported file type for easy access during the merge process.

Next, open WPS Writer and design your email layout. This is where you formulate the body of your communication. Start by drafting the content in natural language, including bracketed markers for dynamic fields. For example, you might write Dear [First Name], and then continue with the rest of your message. These placeholders will later be replaced by the actual data from your spreadsheet. Use clear and consistent labels for your fields so you can easily match them later.

Once your template is ready, navigate to the Mail Merge option under the Tools menu. From there, select Begin Merge and Select Email Output. This tells WPS Office that you intend to send out emails rather than printed letters or labels. Then click on Pick Recipients and Load from File. Browse to the location where you saved your spreadsheet and open it. WPS will prompt you to pick the active tab with your contacts. Choose the correct one and confirm.

Now you are ready to embed personalized data tags. Place your cursor where you want a personalized detail to appear, such as after Dear, and then click on Add Dynamic Field. A dropdown menu will appear listing all the column headers from your spreadsheet. Select the appropriate field, such as First Name,, and it will be inserted into your document as <>. Repeat this step for any other fields you want to include, such as Organization or Address.

After inserting all necessary fields, check the merged output by clicking on View Sample Emails. This allows you to scroll through individual emails and see how the data appears when merged. Take this opportunity to inspect alignment, missing data, or inconsistent styling. If something looks off, go back and adjust the formatting or the imported data.

When you are satisfied with the preview, proceed to finish and merge. Click on Export and Transmit Via Email. A dialog box will appear asking you to specify the recipient field, the subject line for your email, and the email format. Make sure the target field points to the email address data. Enter a clear and compelling subject line that will encourage recipients to open the message. Choose whether you want the email to be sent in richly styled, minimalist, or basic HTML, depending on your needs.

Finally, validate all options before proceeding. WPS Office will then use your configured mail application to dispatch tailored messages one by one. Depending on the number of emails and bandwidth, this process may take several minutes. You will receive a pop-up message indicating success.

It is important to note that WPS Office is not an email service provider. Instead, it relies on your installed email application like Outlook, Apple Mail, or Thunderbird. Make sure your email client is correctly authenticated with your login details. And that you have enough throughput to avoid spam flags to avoid being marked as suspicious activity.

To maintain professionalism and compliance, always ensure you have consent from recipients before sending bulk emails. Include an unsubscribe option in your message and adhere to privacy laws like EU GDPR or California CCPA. Testing your mail merge with a pilot audience before mass sending can help prevent costly mistakes before going live.

Using WPS Office’s mail merge feature for bulk emails turns a manual, labor-intensive process into an effortless, scalable solution. It empowers small businesses, educators, nonprofit organizations, and individuals to deliver targeted, humanized outreach efficiently. With its user-centric design and native compatibility with WPS Sheets and email apps, WPS Office provides a dependable and easy-to-use platform for anyone looking to send personalized bulk messages with ease.