Why does MS Word Mail Merge only include the first record?

Question

Why does MS Word Mail Merge only include the first record?

genchong 25

I am using Mail Merge to create student reports. I have a template set up which worked last June, and now that I want to use it again, it is only showing the first record and none of the subsequent students. I have not changed anything in the template, and when I test it with last June's Excel file, it no longer works with that either (same problem: only showing the first record). This year's Excel file is a blank copy of last year's, with new data entered. The Word template has not changed since last June.

Both my Excel spreadsheet and mail merge template are fairly custom/complicated, and would take me hours to rebuild from scratch, only to potentially have the same problem again. I have no idea where to begin troubleshooting.

H e l p ?

Duarte Silvestre 0 Reputation points

2025-11-26T23:21:47.52+00:00

Same here. Word for Macos (16.103.2 (25112216)) only shows the first record.
Using the same word and excel database files, but doing the merge using Excel for Windows (via Parallels Desktop) and everythinh works fine.
Bob Jones AKA CyberTaz MVP 429.6K Reputation points

2025-11-27T14:32:50.2866667+00:00

If doing Labels be sure to click the Update Labels tool on the Mailings tab as indicated elsewhere in this thread.

If that isn't the fix please submit a new message rather than getting further tangled up in this existing thread. Be sure to specify the type of merge [Letters, Envelopes, Email, Labels, Directory] as well as a screen shot of the first several rows of data (including the heading row).

Answer accepted by question author

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Duarte Silvestre 0 Reputation points

2025-11-26T23:21:47.52+00:00

Same here. Word for Macos (16.103.2 (25112216)) only shows the first record.
Using the same word and excel database files, but doing the merge using Excel for Windows (via Parallels Desktop) and everythinh works fine.
Bob Jones AKA CyberTaz MVP 429.6K Reputation points

2025-11-27T14:32:50.2866667+00:00

If doing Labels be sure to click the Update Labels tool on the Mailings tab as indicated elsewhere in this thread.

If that isn't the fix please submit a new message rather than getting further tangled up in this existing thread. Be sure to specify the type of merge [Letters, Envelopes, Email, Labels, Directory] as well as a screen shot of the first several rows of data (including the heading row).

Answer 1

Flora-T 6,895 Microsoft External Staff Moderator

Hi Genevieve Chong

Thank you for reaching out to Microsoft Q&A Forum and sharing your experience.

I understand you're encountering this issue on macOS with a custom setup that worked previously.

To help diagnose this, could you please share the exact version of Word and macOS you're using?

In the meantime, here are some recommended troubleshooting steps based on my research and community experience you may consider checking.

Start by confirming the merge type and reconnecting the data source: Open your Word template, go to the Mailings tab, click Start Mail Merge, and select Letters. Then, select Recipients > Use an Existing List, re-select your Excel file, and ensure the correct sheet is chosen.
Next, complete the merge by using Finish & Merge > Merge to New Document or Merge to Printer. Keep in mind that Preview Results alone may only show the first record and complete the merge to generate all records.
Verify your Excel data source to ensure there's a clean header row with no merged cells. Remove any empty rows after the second record, as Word may interpret this as the end of the data table. Also, remove blank rows between records and check that no filters are applied in Excel. In the Mail Merge Recipients dialog (accessed via Mailings > Edit Recipient List), make sure no filters are limiting it to the first record. If your Excel has hidden rows, formulas, or merged cells, try copying the data to a new, plain Excel sheet and test with that.
Try closing and reopening both Word and Excel, or restarting your Mac. If you're using OneDrive or another cloud storage, download the files locally to rule out sync issues, and avoid merged cells in Excel while testing with smaller batches if you have very long field entries.
To isolate whether it's the template or the data, create a brand-new Word document and set up a basic Mail Merge with a small test Excel file. If this works, the problem may be specific to your current template.
Finally, check for updates by going to Word > About Microsoft Word to confirm you have the latest version.

Please understand that our initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a resolution.

I'm looking forward to seeing your response soon.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

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genchong 25 Reputation points

2025-10-24T17:04:49.6766667+00:00
I am using MacOS 15.7.1 with Word 16.102 and Excel 16.102.

I have reconnected the data source multiple times, both to last year's workbook and to this year's. It does not fix the issue. I did notice that when reconnecting to this year's workbook, it does not ask me which sheet to use, whereas it does ask me which sheet to use when I reconnect it to last year's workbook. Regardless, when reconnecting to last year's workbook and choosing the June sheet that previously worked, only the first record shows and prints.

When I complete the merge by using Finish & Merge > Merge to New Document, it creates a new document with "all" of the reports: the first one is complete with the student's info, and all subsequent reports are blank. Just pages and pages of blank template reports.

My Excel data source has a clean header row with no merged cells. There are empty rows at the bottom of the table but no empty rows in the middle or after second record. There are no filters. Re making sure no filters are limiting it to the first record in Word via the Mail Merge Recipients dialog, I am unclear about how to do this because my Mailings > Edit Recipient List button is grayed out. I don't know what it does or why that is. My Excel does not have hidden rows or merged cells, but it does have formulas and drop-downs. Do you mean copying the contents of the entire sheet and pasting as "values only" to a new, plain Excel sheet?

The documents are in OneDrive; I will try saving them locally. My list of entries is not very long; I only have 15 students. However, I have a lot of merge fields. I really don't have time to recreate this template from scratch, I'm hooped for reports if I can't get it working. :(

I tried a new Word document with just the first paragraph and <<studentname>> field only (copy-pasted), and it doesn't work even with just that. I haven't figured out how to test it with a sample of the spreadsheet yet.

I am on a School Board managed computer, I am not in charge of updates.
Bob Jones AKA CyberTaz MVP 429.6K Reputation points

2025-10-24T18:37:50.62+00:00

OK - You're doing Letters, not Labels or Envelopes, correct? In that case please disregard my earlier reply.

The Edit Recipients tool is active only if the Recipient List is a Word Document.

Are you actually opening the template file, itself or are you generating a new document based on the template?

A screenshot of the entire Main Document window showing the merge fields may be useful.
genchong 25 Reputation points

2025-10-24T21:10:07.58+00:00

It's not actually a template file in the Word sense, just a Mail Merge that I use to generate my reports every term, if that makes sense.

I copied all of the data in my Excel sheet and pasted values only into a new sheet, then made the tables only, and Word mail merge showed all the records*. So it doesn't like something about my original Excel sheet — one of the formulas or drop-downs probably, but I have no idea which one.

Here's a screenshot of the entire document:

*(In a separate annoyance, the test with the plain Excel sheet that worked in mail merge preview showing all records only printed the odd ones and skipped all the even numbered ones. wtf.)
Flora-T 6,895 Reputation points Microsoft External Staff Moderator

2025-10-27T13:50:59.9733333+00:00

Hi Genevieve Chong

Thank you for the detailed update.

Please note that our forum is a public platform, and we will modify your question to hide your personal information in the description. Kindly ensure that you hide any personal or organizational information the next time you post an error or other details to protect personal data.

From what you’ve described, the issue may be related to the Excel data source. When you copied the data and pasted as values only into a new sheet, the merge worked.

Word Mail Merge expects a simple, flat data table. Complex elements like formulas, data validation lists, or hidden named ranges can cause Word to misinterpret the data source.

You may consider saving the file locally instead of OneDrive. If you’re unsure which element is causing the issue, copying and pasting as values into a clean workbook is the safest approach.

The record printing problem you noticed after switching to the clean workbook may be related to how merge fields are structured in the document. If your document is set up for letters, you can check whether the layout includes any leftover label logic.

Your test with a minimal template failing on the original workbook may confirm that the data source is the main culprit. Starting with the clean workbook and gradually reintroducing any necessary formatting is the safest way forward. If you need to keep drop-downs or formulas for other purposes, consider maintaining two versions of the file: one for mail merge and one for your regular workflow.
genchong 25 Reputation points

2025-10-27T16:26:09.6333333+00:00

Thank you. It sounds like I am going to have to use two versions of my data source: one to manipulate the data, and one plain one with values only for the mail merge. Thank you all for your help!
Flora-T 6,895 Reputation points Microsoft External Staff Moderator

2025-10-27T23:20:16.0766667+00:00

Hi Genevieve Chong

Thanks for keeping us updated and for taking the suggestion into consideration.

If you found this discussion helpful and feel it addresses your concern, even partially, please consider accepting my initial answer. Doing so helps others in the community who may be facing similar issues find it more easily and brings visibility to this discussion.

I truly appreciate your time and contribution.

Answer 2

Bob Jones AKA CyberTaz MVP 429.6K

Have you clicked the Update Labels tool?

Are you attempting to print the Main document rather then using Finish & Merge?

Are Office & macOS fully updated?

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Why does MS Word Mail Merge only include the first record?

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