How to Create and Attach a PDF During a Word Mail Merge
Question details
The user wants to generate personalized Word mail-merge documents and automatically include a PDF attachment in each outgoing message.
- Product
- Microsoft Word / Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Generating personalized mail-merge documents or emails that require a standardized PDF file to be included for each recipient.
- Observed behavior
- Native Word mail merge does not have a built-in feature to attach separate files to email merges out-of-the-box, requiring users to either embed the PDF as an object or use third-party tools.
Determine whether your workflow requires the PDF to be embedded directly inside the document pages or sent as a separate file attachment in an email merge, as these require different approaches.
Embed the PDF Object into Your Mail Merge Document
If you are printing or saving the merged documents as files, you can insert the PDF directly into your main mail merge template so it is duplicated for every recipient.
This method places the contents of the PDF directly onto the pages of your Word document. It is the most reliable way to include PDF information without relying on external plugins or VBA macros.
Open your main mail merge template document in Microsoft Word and place your cursor exactly where you want the PDF to appear.
Navigate to the Insert tab on the ribbon. In the Text group, click on Object, and then select Object from the dropdown menu.
In the Object dialog box, click the Create from File tab. Click Browse to locate your PDF file, select it, and click OK. You can check the 'Display as icon' box if you prefer to show a clickable icon rather than the document's first page.
Go to the Mailings tab and proceed with your standard mail merge process by clicking Finish & Merge. The embedded PDF will be included in all merged copies.
Use a Third-Party Add-in for Separate Email Attachments
Since Microsoft Word's native email mail merge does not support adding separate attachments to outgoing emails, you will need a specialized add-in.
Perform Document Merges and Editing with WPS Office
If you are struggling with complex mail merge workflows and PDF handling in Microsoft Word, consider switching to WPS Office. It offers a highly compatible, lightweight, and free alternative for creating personalized documents, embedding objects, and managing your office tasks seamlessly.
- 1. Prepare your template: Open WPS Writer and draft the main template for your document.
- 2. Connect data source: Go to the References tab, click Mail Merge, and select Open Data Source to link your spreadsheet.
- 3. Embed your PDF: Go to the Insert tab, click Object, and browse for your PDF file to embed it into the template.
- 4. Merge documents: Click Merge to New Document to generate your personalized files containing the embedded PDF.
Frequently Asked Questions
Can I attach a separate PDF file to each email in a standard Word mail merge?
No, Microsoft Word's native mail merge feature does not support adding separate file attachments to outgoing emails. You must use a custom VBA macro or a third-party add-in to achieve this functionality.
How do I display the PDF as an icon instead of the full document?
When inserting the PDF as an object in your document, ensure you check the 'Display as icon' box in the Object dialog window. This will display a clickable PDF icon rather than showing the first page of the file.
Will the embedded PDF be sent to all recipients?
Yes, if you embed the PDF into your main mail merge template document before finishing the merge, it will be duplicated and included in every personalized document generated during the process.
Why does my embedded PDF look blurry in the Word document?
Word generates a low-resolution preview image of the embedded object to save system resources. To view the PDF in full quality, simply double-click the object to open it in your default PDF viewer.
