Mail Merge Steps PDF

What Is the Best Way to Mail Merge a PDF Attachment?

Are you sending a large number of personalized emails? Do you need to send a mail merge to several recipients with PDF attachments? There are a variety of reasons why you might desire to do so. You could be sending homework to pupils, marketing materials to prospects, or anything else.

If you don’t know where to begin, it can be overwhelming. But don’t be concerned. We’ll go through what mail merge is and how to use it to send PDF attachments using the most prevalent methods in this article. You’ll be able to simplify and streamline the procedure both now and in the future.

What is Mail Merge, and how does it work?

The generation of several documents from a single data source or template is known as a mail merge. Mail merge is used for a variety of things, including mailing labels, personalized messages, documents, and bulk email campaigns.

Additional Reading: How to Use Gmail to Perform a Mail Merge

To merge a PDF, what do I need?

Of course, the first thing you’ll need is the PDF document you wish to send. You can mail combine the PDF using Microsoft Word, Adobe, manually in Gmail, or with an app that automates the procedure from here.

Let’s have a look at the methods for completing mail merges using each method:

Using Word to merge a PDF

Step 1: Prepare your mail merge PDF in Word.

Step 2: Select Mailings from the drop-down menu.

Step 3: Select Start Mail Merge from the drop-down menu.

Step 4: Select Letters from the drop-down menu.

Step 5: Select your data source and recipients by clicking the Select Recipients button (Excel File or CSV).

Step 6: Select the Insert Merge Fields option, then make any necessary changes to your document.

Step 7: Select Merge to Adobe PDF from the drop-down menu.

Step 8: Give your PDF a unique name.

Step 9: Select Email Options and select the box labeled “Automatically transmit Adobe PDF files by email.”

Step 10: In the Message box, type a message.

Step 11: To submit the PDF, click OK.

Mail Merge Steps PDF email

Issues with MS Word PDF Mail Merge

– To begin, you must first create a PDF with third-party software such as Adobe.

– Can result in formatting errors.

– Drafts can’t be saved

– No way to customize subject lines

– No option to save before sending

As you can see, mail merging with Word is doable, although it’s a little more involved than other options.

Adobe Acrobat allows you to merge PDF documents into a single email.

Adobe Acrobat, like Word, doesn’t have an out-of-the-box mechanism to mail combine your PDFs. It is, however, achievable with the aid of a plug-in. This is how you do it:

  1. Create an Excel spreadsheet using the same method as you did for the individual columns and fields in the previous step (Name, Address, etc.)
  2. In Adobe Acrobat, go to the AutoMailMerge feature.
  3. Select “Select Email Options” from the mail merge settings.
  4. Select “Send emails to the recipients” from the drop-down menu.
  5. Select “Email” from the “Data source field to use for email address” category in the data field.
  6. Fill in the “Message” area with your email’s subject line and body text. Make sure that the field names in your Excel sheet correspond to the column titles.
  7. To go to the settings screen, click “Next.” Unless you designate a different email client in this stage, your mail merging will be done with your default email client. As a result, double-check that it will use your preferred service provider.
  8. You don’t need to do anything else in this stage if you’ve chosen the default email method. If you’re using Windows, though, you’ll have to confirm each message before it’s sent due to a security policy.
  9. Uncheck the “Use simple MAPI protocol” box to avoid having to confirm each communication. If this option isn’t available because you’re using a company device with it disabled for security reasons, you’ll need to use an SMTP server to send your emails.
  10. Click “Next” after selecting “Use SMTP Internet E-mail Server.”
  11. You’ll need the SMTP server information for this step, so have it handy. Keep in mind that the “Your Name” area is what your recipients will see in the “From” section.
  12. When you’ve finished configuring your email settings, click “Next.”
  13. Now press the “Send” button (keep in mind there may be a daily limit from your SMTP servers).

Gmail PDF Mail Merge Instructions

Gmail does not have a mail merge feature as a regular feature. So you’ll have to get inventive if you want to do a PDF mail merging.

Using Google Sheets is the best approach to mail combines a PDF file with Gmail:

  1. To begin, make a Google Sheet.
  2. Make Recipient, Address, and File Attachment columns.
  3. Paste your email addresses, one per row, into the Recipient column.
  4. Paste the recipients’ addresses into the appropriate rows.
  5. In the File Attachment field, paste Google Drive links to your PDFs.
  6. Create a draught of the message you’ll be sending in Gmail. Using placeholders like Name, you can personalize your messages. If the placeholders don’t match the column titles in your Google Sheet, it won’t work.
  7. Select Mail Merge once you’ve finished drafting your email with placeholders.
  8. Then choose to Send Emails.
  9. A popup box will appear alerting you that this script will require your authorization. Continue by pressing the Enter key.
  10. Select Go to Gmail/Sheets Mail Merge from the drop-down menu.
  11. Paste your email message into the box.
  12. Press the OK button.
  13. Your emails should now appear in the Email Sent column, indicating that they have been sent.

Additional Gmail PDF Mail Merge Notes

When your mail merging isn’t as simple as you’d like it to be, you’ll need to take some extra steps to tailor the process.

How to Add Additional Columns to a Google Sheet

If you wish to add more data to your Google Sheet, you’ll need to make the following changes:

Click on the column to the right of the one you just finished filling in.

Use the brackets to add text — for example, “Address.”

If you modify the Email Sent or Recipient columns, you’ll have to adjust the script in the Script Editor to reflect the changes.

Additional Points to Consider

To increase the deliverability of your email, make sure you’re using a valid address. Also, keep in mind that Gmail has a daily limit of up to 500 emails. You must wait another 24 hours before sending another message.

Your file attachments must be 10MB or less in size. If you attach a Google Drive link, don’t worry; mail merge will convert it to PDF.

Gmail, on the other hand, offers a free way to mail combined PDFs. Using a tool, on the other hand, can help save time and effort in the process. In relation to that:

Mail Merge for PDFs in the Right Inbox

It’s a good idea to use a program like Right Inbox for your PDF mail merging. The following are some of the advantages of the Gmail Mail Merge function, which will be available in mid-2022:

  1. Access to additional capabilities not available in Word, Gmail, or other spreadsheets.
  2. Personalization — Send personalized communications to your email subscribers based on their specific needs. Make your prospects feel as if you have done your homework and are concerned about their position.
  3. Scalability — By eliminating the time-consuming manual process, you can reach more people faster. Instead of contacting a few dozen people per day, contact hundreds.
  4. Sequences — For improved email marketing automation, combine your mail merge with your email campaigns and planned sequences.

In short, Right Inbox will soon allow you to achieve the same results as the manual methods described above, but without the danger of error or substantial time investment.


You may need to mail merge a PDF attachment for a variety of reasons. Businesses, institutions, and government agencies frequently have a large amount of data to disseminate to a variety of recipients. However, there are a few obstacles to overcome, regardless of why you require it.

Knowing your various mail merge options will enable you to select the optimal strategy for your individual requirements. Choose the approach that best suits your needs, and then relax and enjoy your new streamlined mail merge procedure.

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