PDF Mail Merge: Personalize Documents Effortlessly

Data Source

A data source is a structured collection of recipient information, typically stored in a spreadsheet format such as Excel or Google Sheets, or as a CSV file. The data source could also exist as a contact list from a CRM. For optimal use, ensure the first row of your data source contains descriptive column headers, such as "first name", "last name", or "email address".

Merge Document (Template)

The merge document, or template, is the base document containing the core content and layout. This is the email body or PDF content where placeholders are inserted to accommodate personalized data. Examples of merge fields include greetings like "Dear [first name]", financial details like "…unused credit of [balance]…", or product information like "…brochure of our new arrivals…".

Merge Fields

Merge fields are placeholders in the template that are automatically replaced with data from the data source during the mail merge process. These placeholders act as dynamic links between your template and the specific information for each recipient. You might see merge fields represented as [last name], <<last name>>, *|last name|*, or {{first_name}} depending on the software being used.

Microsoft Word

Microsoft Word offers mail merge capabilities but can be complex for personalized PDFs. You can send the same PDF to all recipients, but creating and sending personalized PDFs often requires add-ins or technical expertise. The process involves opening Word, creating a merge document, selecting recipients from a list, ensuring email addresses are present, inserting merge fields, and merging to Adobe PDF (requiring Adobe Acrobat DC). An alternative approach involves using macros, but this is a technical solution.

To perform a mail merge with Microsoft Word, start by opening Microsoft Word and opening or creating a merge document containing your PDF content. Select your recipients by using an existing list. You need to ensure that your data source contains the email addresses. Confirm the placement of your merge fields using "Insert Merge Field." You would then need to merge to Adobe PDF (requires Adobe Acrobat DC). An alternative would be using Macros, but this is a more technical approach. After merging to PDF you would need to enter your subject line and email body, selecting "Automatically send Adobe PDF files by email." It's often recommended to send via Outlook, but limit to 200 emails at a time to avoid crashing.

Using Microsoft Word might also require a PDFMaker plugin for Office, adding another layer of software dependency.

Adobe Acrobat

Adobe Acrobat requires the AutoMailMerge tool (a paid add-on) for mail merge functionalities. It's primarily suited for sending the *same* PDF to multiple recipients, not personalized PDFs. The process involves preparing a data source with email addresses, launching AutoMailMerge, editing settings, choosing the data file, selecting "Send emails to the recipients" and the email address column, and entering the email body and subject line using merge fields. To send emails, you would uncheck "Use simple MAPI protocol" for Windows.

Manual Mail Merge with Gmail

Gmail's mail merge feature is available to paid subscribers of specific Google Workspace plans. However, it has limitations: only the email body can be personalized; all recipients receive the same PDF attachment. A workaround involves creating individual PDFs, uploading them to Google Drive, and linking them in a spreadsheet, making the process convoluted and time-consuming. To launch mail merge from the "Compose" button, you need to enter recipients by copy/pasting, using Gmail contacts, or importing from Google Sheets. Compose the email body using "@" to insert merge tags. Attach the PDF file (same for all recipients) and send emails.

Breeze PDF

Breeze PDF fills the gaps and works where other solutions are limited, offering a streamlined approach to PDF mail merge. Breeze PDF does more than just send bulk emails; it empowers you to create truly personalized experiences with your documents. It does this all while keeping your documents 100% private, meaning your documents never leave your device. All the magic happens in your browser! Breezepdf is not only free, there is no sign up or download required to use Create Fillable PDF. It's a simple editor where you create the input box and can drag it around.

Here's how to perform a mail merge with a PDF attachment using Breeze PDF. Breeze PDF lets you add input boxes to your pdf, where you can click the input box icon, drag where you want, and drag around as needed. Typing on the PDF can be done by clicking the letter icon, click where you want to type, and after done typing text can drag around as needed. You can also adjust the color and font size. Another unique feature includes signing the PDF where you can click the scribble icon, draw signature, click "insert" and drag it to desired location. Adding images to the PDF is super simple too, just click the image icon, select image, and drag the image to the desired spot on pdf. You can also password protect the PDF by clicking the lock icon, inserting the pdf password, and clicking 'Apply'. Then PDF will be automatically password protected when you download it. If afterwards you decide you don't want to password protect it, simply click lock icon again to remove password from pdf. You can also merge pdfs and even delete pdf pages.

Breeze PDF also offers unique features such as PDF tracking, and the ability to prevent downloads, enabling enhanced security and monitoring. Benefits of PDF tracking and notifications include knowing when recipients have viewed your documents and for how long. Now you can send bulk emails with the PDF attachment you've been meaning to with Breeze PDF. Consider checking out our article on how to create a fillable PDF. You might also be interested in reading how to add fields to a PDF online.