How to Send Personalized Bulk Emails with WPS Office

WPS Office provides a powerful and user-friendly mail merge feature that enables individuals and businesses to launch targeted email campaigns without the need for complex software or programming. Whether you’re sharing updates, announcements, flyers, or campaign materials to a large audience, the mail merge function automatically inserts individual details like names, addresses, and other custom fields into each email. This significantly cuts down on effort while minimizing typos that commonly occur when copy-pasting content repeatedly.

To begin using the mail merge feature in WPS Office, you first need to organize your recipient list. This is typically a structured CSV or XLSX document where each header corresponds to a data point like name, title, phone, or location. Every entry is one unique contact. Ensure that your data is clean, organized, and free of duplicates or typos, as these will be replicated in every email sent. Save the file in a familiar format such as xlsx or csv for easy access during the merge process.

Next, open WPS Writer and design your email layout. This is where you design the structure of your message. Start by writing the body of your email as you would normally, including custom tags to be replaced with data. 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 standardized column headers 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 Start Mail Merge and choose Email Messages. This tells WPS Office that you intend to distribute digital messages instead of physical mail. 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 insert the merge fields into your email template. Place your cursor where you want a custom field to populate, such as after Hi, and then click on Insert Merge Field. A list of available fields will pop up. 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 Company or Location.

After inserting all necessary fields, preview your results by clicking on View Sample Emails. This allows you to scroll and verify how each recipient’s message looks. Take this opportunity to check for formatting issues, missing fields, or unintended spaces. If something looks off, go back and adjust the placeholder structure or the spreadsheet.

When you are satisfied with the preview, proceed to complete the merge. Click on Finish and Merge, then select Send Email Messages. A dialog box will appear asking you to set the address field, heading, and encoding option. 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 formatted HTML, simple text, or RTF, depending on your needs.

Finally, review your settings one last time and click OK. 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 does not host or transmit messages independently. Instead, it relies on your configured email client such as Microsoft Outlook, Thunderbird, or Windows Mail. Make sure your email client is properly set up with your account credentials. And that you have adequate daily quota from your ISP or provider to avoid being marked as suspicious activity.

To maintain professionalism and compliance, wps官网 always ensure you have opt-in authorization from subscribers. Include an one-click cancellation button and adhere to privacy laws like EU GDPR or California CCPA. Testing your mail merge with a small group before launching to your full list can help prevent costly mistakes before going live.

Using WPS Office’s mail merge feature for bulk emails converts a repetitive chore into a fast, intelligent system. It empowers startups, teachers, charities, and freelancers to reach hundreds with tailored messages without losing intimacy. With its clean layout and smooth interaction across tools, WPS Office provides a affordable, high-performance alternative for anyone looking to send personalized bulk messages with ease.