How to Mail Merge PDF from Excel: A Step-by-Step Guide

December 5, 2023 1.3K views

In our data-driven world, the fusion of Excel and PDF has become an indispensable tool. Our step-by-step guide on Mail Merging PDF from Excel is your gateway to efficiency and professionalism.

Uncover the secrets to seamless document creation, empowering you to take control of your data like never before. Join us on this transformative journey.

What Is Mail Merge?

Mail merge is a powerful feature that allows you to create personalized documents for a large group of recipients. This is particularly useful for sending out mass mailings, such as newsletters, invoices, or invitations.

Mail merge works by combining a main document, which contains the fixed text, with a data source, which contains the variable information. The data source can be an Excel spreadsheet, a Word table, or an Outlook contact list.

Practical applications of mail merge include:

  • Personalized newsletters

  • Bulk email campaigns

  • Custom invoices and statements

  • Personalized invitations and certificates

Here are some practical examples of how mail merge can be used:

  • Send out personalized newsletters to your subscribers: You can use mail merge to send out personalized newsletters to your subscribers. The newsletter can include the subscriber's name, address, and other information.

  • Generate invoices for your customers: You can use mail merge to generate invoices for your customers. The invoice can include the customer's name, address, invoice number, and other information.

  • Send out invitations to your event: You can use mail merge to send out invitations to your event. The invitation can include the guest's name, address, RSVP information, and other information.

Mail merge is a versatile tool that can be used for a variety of purposes. If you need to send out personalized documents to a large group of people, then mail merge is a great option.

How to Mail Merge PDFs from Excel (Using Mail Merge)

To Mail Merge PDFs from Excel (Using Mail Merge), follow these steps:

Step 1: Prepare Excel Data

  • Open the Excel spreadsheet with recipient data.

  • Organize data in separate columns.

  • Label each column (e.g., Name, Email Address).

Step 2: Create PDF Template

  • Open the PDF template for mail merge.

  • Insert merge fields where recipient info should appear.

Step 3: Set Up Mail Merge

  • Click "Start Mail Merge" in the Mailings tab.

  • Choose "Use an existing list" and select the Excel file.

Step 4: Select Recipients

  • Choose "All contacts" or "Edit recipient list".

Step 5: Preview and Merge

  • Click "Preview Results" to review merged PDFs.

  • Click "Edit Document" to make changes.

  • Click "Finish & Merge" and choose the merging option.

  • Click "OK" to start merging.

Congratulations! You have successfully mailed merged PDFs from Excel.

How to Mail Merge a PDF Attachment in Word

To Mail Merge a PDF Attachment in Word, please following these steps:

Step 1: Prepare your data, including the PDF attachment and recipient list in Excel.

Step 2: Open Microsoft Word.

Step 3: Click "Mailings" > "Start Mail Merge" > "Email Messages."

Step 4: Select recipients from an existing list (your Excel file).

Step 5: Insert merge fields for data and the PDF attachment.

Step 6: Compose your email and insert the attachment field where needed.

Step 7: Finish & Merge > "Send Email..." > Choose your email service and configure options.

Step 8: Review and send your personalized emails.

Key takeaways:

  • Comprehensive coverage of the mail merge process, from preparation to finalization

  • Easy-to-follow instructions with visual aids for enhanced understanding.

  • Emphasis on data accuracy and PDF optimization

  • Suggestion for a complementary video tutorial

Overall, the step-by-step guide effectively guides users through mail merging PDFs, ensuring the creation of personalized documents with ease and efficiency.

How to Edit PDFs for Free Without Adobe Acrobat Using WPS Office

WPS Office is a versatile and free office suite that offers a range of powerful features for creating, editing, and managing documents, spreadsheets, and presentations. Some key features of WPS Office include:

  1. Free Download and Use: WPS Office is available for free, making it an accessible alternative to costly office suites.

  2. File Compatibility: It is fully compatible with Microsoft Office, ensuring that your documents can seamlessly transition between platforms. Formulas in Microsoft Excel function smoothly with WPS Spreadsheet.

  3. Free PDF Editing Tools: WPS Office provides built-in tools for editing PDF files without the need for Adobe Acrobat or other paid software.

  4. Office Templates: The WPS Template Library offers a collection of delicate office templates that you can download for free to enhance your document creation.

Installing WPS Office:

Step 1: Visit the WPS Office website.

Step 2: Click the "Download" button.

Step 3: Select your operating system.

Step 4: Launch the installer and follow the instructions.

Step 5: Create a WPS account (optional).

Editing PDF Files in WPS Office:

Step 1: Open WPS Office PDF Editor.

Step 2: Open the PDF file.

Step 3: Utilize editing tools, annotate documents, and convert PDF files to other formats.


What are the benefits of mail merging to PDF from Excel?

Mail merging to PDF from Excel offers these benefits:

  1. Efficiency: Automated document creation, saving time.

  2. Accuracy: Minimizes data entry errors.

  3. Personalization: Tailors documents to each recipient.

  4. Consistency: Maintains a uniform format.

  5. Bulk Generation: Easily creates many documents.

  6. Cost-Efficiency: Reduces labor costs.

  7. Data Centralization: Keeps data organized.

  8. Versatility: Useful for various document types.

How to mail merge to PDF with Adobe Acrobat?

To Mail Merge to PDF with Adobe Acrobat, follow these steps:

Step 1: Prepare the data source as a CSV file.

Step 2: Prepare the PDF template with placeholders for the data.

Step 3: Start the mail merge process and add merge fields.

Step 4: Add additional form fields if needed.

Step 5: Save the PDF form and perform the mail merge.

Step 6: Choose the output method and follow the prompts to complete the process.


The article is a step-by-step guide on how to efficiently create customized documents through mail merging PDFs from Excel. It also introduces WPS Office as a free and powerful tool for PDF editing, offering features like free download, Microsoft Office compatibility, and more. The guide simplifies the process and emphasizes the benefits of this approach, making it a valuable resource for document management.

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