Using WPS Office’s Mail Merge Feature for Bulk Emails

WPS Office provides a powerful and user-friendly mail merge feature that enables educators, nonprofits, and professionals to send personalized bulk emails using nothing more than built-in tools. Whether you’re sending out newsletters, invitations, reminders, or promotional messages to a large audience, the mail merge function dynamically populates personalized data such as names, titles, and locations 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 spreadsheet created in WPS Spreadsheets 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 trigger mistakes across your entire campaign. Save the file in a standardized extension like.xlsx or.csv for easy access during the merge process.

Next, open WPS Writer and create the template for your email. This is where you craft the visual flow of your email. 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 unambiguous field names so you can quickly assign them in the merge wizard.

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 choose the correct data sheet. Choose the correct one and confirm.

Now you are ready to embed personalized data tags. Place your cursor where you want a specific recipient info to be inserted, such as after Hi, 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 [First Name]. Repeat this step for any other fields you want to include, such as Business Name or City.

After inserting all necessary fields, review the personalized emails by clicking on View Sample Emails. This allows you to navigate between contacts to inspect rendered content. Take this opportunity to inspect alignment, missing data, or inconsistent styling. If something looks off, go back and adjust the placeholder structure or the spreadsheet.

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 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 HTML, Plain Text, or Rich Text format, depending on your needs.

Finally, validate all options before proceeding. WPS Office will then use your established email program to transmit customized content. Depending on the volume of recipients and network speed, this process may take a few moments to over ten minutes. You will receive a confirmation alert upon completion.

It is important to note that WPS Office is not an email service provider. Instead, it relies on your default messaging platform linked to your system. Make sure your email client is fully configured with SMTP and authentication. And that you have sufficient sending limits allowed by your email provider to avoid being marked as suspicious activity.

To maintain ethical standards and legal adherence, always ensure you have opt-in authorization from subscribers. Include an clear opt-out link and adhere to relevant legislation governing electronic communication. 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 turns a manual, labor-intensive process into an effortless, scalable solution. It empowers organizations of all sizes and solo professionals 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 distribute customized emails effortlessly.