How to Mail Merge a PDF Attachment in Word - A Comprehensive Guide

January 11, 2024 566 views

In the world of personalized communication, mail merge stands as a powerful tool, streamlining the process of sending bulk emails with tailored content. However, incorporating PDF attachments into your mail merge can be a challenge.

This comprehensive guide is your key to unlocking this capability, transforming your mail merge endeavors from cumbersome to effortless. Join me on this journey as we delve into the intricacies of mail merging PDFs in Word, empowering you to effortlessly engage with your audience on a whole new level.

Part 1: What Is Mail Merge?

Mail merge is a computer term describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source.

In simpler terms, mail merge is a way to automatically create personalized documents, such as letters, emails, or labels, by using a template and a data source. The template contains the basic structure of the document, such as the formatting and layout, while the data source contains the variable information, such as the recipient's name and address.

Mail merge can be used to save a lot of time and effort, especially when you need to create a large number of personalized documents. It is also a great way to ensure that all of your documents are consistent and error-free.

Part 2: How to Edit Your PDF Files for Free with WPS PDF

Enhance your PDF editing skills effortlessly with WPS PDF Tools. Follow these steps:

Step 1: Open WPS PDF Editor:

Launch the WPS PDF application on your device.


Step 2: Import Your PDF:

Click on "Open" and select the PDF file you want to edit.

Open PDF

Step 3: Edit Text and Images:

Utilize the intuitive tools to modify text, images, and formatting

Edit Toolbar

Step 4: Save Your Changes:

Once satisfied, save your edited PDF.

Save file

Experience Matters: As a frequent user, I find WPS PDF's interface and tools exceptionally user-friendly, ensuring a smooth editing experience.

Part 3: How to Mail Merge a PDF Attachment in Word?

Experience the simplicity of merging PDFs in Microsoft Word. Follow these steps:

Step 1: Open Microsoft Word:

Launch the application and create a new document.

Open Microsoft Word

Step 2: Go to the "Mailings" tab and select "Start Mail Merge" -> "Step by Step Mail Merge Wizard."

Start Mail Merge menu

Step 3: Choose Document Type:

In the Mail Merge pane, select "Letters."

Letters file type

Step 4: Select Recipients:

Choose "Use an Existing List" to select your data source (Excel spreadsheet, Access database, or other source).

Use an Existing List button

Step 5: Insert Merge Fields:

Click on "Insert Merge Field" to add placeholders for the information from your data source.

Insert Merge Field button

Step 6: Write Your Letter:

Enter the content of your letter and place the merge fields where you want the specific information to appear.

Write the letter

Step 7: Preview Your Letters:

Click on "Preview Results" to see how the merged letters will look.

Review Result button

Step 8: Complete the Merge:

Click on "Finish & Merge" and choose "Print Documents" from the dropdown menu.

Finish & Merge menu

Step 9: Configure Print Settings:

In the "Merge to Printer" dialog box, choose the printer settings and click "OK" to print the documents.

OK button

Step 10: Save Individual Documents as PDFs:

If you want individual PDFs for each record, choose "Print to PDF" as your printer, or you can use the "Save As" option to save each letter as a separate PDF.


Part 4: Best Free Alternatives to Microsoft Word - WPS Writer

WPS Office

Microsoft Office has been the market leader in office productivity software for decades, offering robust applications such as Word, Excel, and PowerPoint. However, with the rise of cloud-based solutions and the increasing demand for cost-effective options, free alternatives like WPS Office have gained popularity.

Why should you choose WPS Office as an alternative to Microsoft Office?

Here are the answer:

● Free to use Word, Excel, and PPT. Powerful PDF toolkit

● Rich template store, which contains variousfree and paid templates for Word, PPT, and Excel

●  Rich functions

● The light weight of the product is only 200M, and it occupies a small amount of computer memory. It is suitable for Win7, 10, and 11

● The MAC version of WPS Office is very powerful. Microsoft office ignores the experience of mac users, which can be made up by wps office

● Supportonline documents (WPS AirPage), multi-person collaborative editing

● WPS office also supports Linux systems, Android, and ios systems. To use WPS office products on different systems, you only need to log in to the same account, and all files can be synchronized

How to Download WPS Office for Free?

You feel WPS Office is the best choice for you and want to download? Don’t worry, below is step by step how to download WPS Office:

Step 1: Visit the WPS Office

Step 2: Click “ Free Download” button

Choose “Free Download” button

Step 3: Select the place you want to save WPS Office -> Save

Save WPS Office file

Step 4: Double click on the WPS Office file in your Download file, click “Run” and follow the on-screen instructions to install

Run the software

Step 5: After complete, you can enjoy all the power of WPS Office

My experience with WPS Office:

I have been using WPS Office for several years now, and I have been very impressed with it. I find it to be a fast, efficient, and user-friendly office suite. It is also very compatible with Microsoft Office files, so I have no trouble collaborating with others who use Microsoft Office.

Easy Steps to Mail Merge a PDF Attachment in WPS Writer

Please follow these steps to mail merge a PDF attachment in WPS Writer.

Step 1: Open WPS Writer

Open WPS Writer

Step 2: In the “References” tab, choose the “Mail Merge” button.

Mail Merge button

Step 3: In the Mailing tab, click on “Open Data Source” to open your data source.

Open data source

Step 4: Insert Merge Fields:

Insert merge fields into your document where you want the personalized information to appear.

Insert Merge field

Step 5: Preview Your Document:

Use the preview option to see how the merged document will look.

Preview document

Step 6: Save or Print:

Save or print the merged documents. If you want to save them as PDFs, choose the "Save As" option and select PDF as the file format.


WPS Office- Free All-in-One Office Suite
  • Use Word, Excel, and PPT for FREE, No Ads.

  • Edit PDF files with the powerful PDF toolkit.

  • Microsoft-like interface. Easy to learn. 100% Compatibility.

  • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

5,820,008 User
Algirdas Jasaitis


1. What problems do you may encounter when mail merging PDF files in Word ?

When mail merging PDFs in Word, potential issues include formatting discrepancies, data accuracy challenges, and compatibility concerns. To address these, opt for a reliable tool and adhere to data security best practices.

2. Can I customize the layout of the merged PDF documents?

Yes, Microsoft Word offers customization options for the layout of merged PDFs. You can adjust fonts, styles, and formatting to ensure the final documents meet your specific preferences.

3. Is there a limit to the number of PDF attachments in a single mail merge?

While there is no fixed limit in Microsoft Word, it's advisable to consider file size and email platform restrictions. Large attachments may impact delivery, so it's crucial to be mindful of these factors for a successful mail merge.

4. Are there any privacy concerns when using third-party tools for PDF mail merging?

It's important to prioritize data privacy. Before selecting a third-party tool, thoroughly review its privacy policy and security features to ensure the protection of sensitive information during the mail merge process.


Unlock the power of seamless document management with our comprehensive guide on mail merging PDF attachments in Word, enriched with a special focus on leveraging WPS Office. This tutorial navigates users through the intricacies of the mail merge process, offering step-by-step instructions and insightful visuals. Learn not only the general principles of mail merging but also discover the unique benefits and user-friendly features that WPS Office brings to the table. Elevate your document editing experience in 2023 with this in-depth guide tailored for efficiency and convenience.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.