Using WPS Office’s Mail Merge Feature For Bulk Emails

WPS Office provides a powerful and user-friendly mail merge feature that enables small teams, entrepreneurs, and organizations to distribute customized mass messages without the need for complex software or programming. Whether you’re distributing event invites, appointment alerts, updates, or marketing content to a extensive contact list, the mail merge function automatically inserts individual details like names, addresses, and other custom fields 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 compile your contact database. This is typically a structured CSV or XLSX document where every row holds a unique recipient’s details. Each row corresponds to a single recipient. Ensure that your data is precise, consistent, and devoid of redundancies, as these carry over into all outgoing messages. Save the file in a commonly supported file type for smooth import into the template.



Next, open WPS Writer and design your email layout. This is where you craft the visual flow of your email. Start by typing the message as if sending it to one person, including placeholders where personalized information should appear. For example, you might write Hi First Name, and then continue with the rest of your message. These markers will dynamically pull in your contact info. Use clear and consistent labels for your fields so you can avoid confusion during field mapping.



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 target recipients via email rather than postal service. Then click on Select Recipients and choose Use an Existing List. Browse to the location where you saved your spreadsheet and open it. WPS will prompt you to select the worksheet containing your data. Choose the correct one and confirm.



Now you are ready to add dynamic content placeholders. Place your cursor where you want a personalized detail to appear, such as after Hello, and then click on Insert Personalization Tag. A menu displays all headers from your dataset. Select the appropriate field, such as Contact First Name, and it will be inserted into your document as First Name. 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 and verify how each recipient’s message looks. Take this opportunity to spot layout errors, blank fields, or spacing glitches. If something looks off, go back and adjust either your template or your data source.



When you are satisfied with the preview, proceed to finalize the send. Click on Export and Transmit Via Email. A dialog box will appear asking you to set the address field, heading, and encoding option. Make sure the email column is correctly mapped. Enter a engaging headline designed to boost open rates. Choose whether you want the email to be sent in HTML, Plain Text, or Rich Text format, 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 size of your list and your internet connection, this process may take up to half an hour. You will receive a pop-up message indicating success.



It is important to note that WPS Office does not host or transmit messages independently. 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 adequate daily quota from your ISP or provider to avoid being marked as suspicious activity.



To maintain trust and regulatory alignment, always ensure you have explicit permission from all contacts. 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 catch any last minute issues.



Using WPS Office’s mail merge feature for bulk emails transforms what could be a tedious, time-consuming task into a smooth, automated workflow. It empowers small businesses, educators, nonprofit organizations, and individuals to reach hundreds with tailored messages without losing intimacy. With its user-centric design and native compatibility with WPS Sheets and email apps, WPS Office provides a cost-effective and reliable solution for anyone looking to distribute customized emails effortlessly.