How to Send Multiple Emails through Mail Merge as PDF Attachments in MS Word?

Yes, it’s possible to send multiple emails through Mail Merge in Microsoft Word with each merged document attached as a PDF. To achieve this, follow the steps below:

Prerequisites:

  • Ensure Microsoft Word, Outlook, and Excel are installed on your computer.
  • Your email account should be set up and working in Microsoft Outlook.

Steps:

1. Prepare Your Data Source:

  • Create an Excel spreadsheet with columns for recipient’s email address, name, and any other data you’d like to include in the merge.
  • Save this Excel file.

2. Set Up the Mail Merge Document in Word:

  • Open Microsoft Word and create a new document.
  • Go to the Mailings tab.
  • Select Start Mail Merge > Letters.
  • Click on Select Recipients > Use an Existing List and choose your Excel spreadsheet.

3. Insert Merge Fields:

  • Click where you’d like to place the data in your document.
  • Select Insert Merge Field, pick the field name, and click Insert.

4. Record a Macro:

  • Before starting the mail merge, record a new macro in Word.
  • Go to the View tab > Macros > Record Macro.
  • Assign a name and click OK.
  • While recording, go to File > Save As and pick PDF as the format. Save the file to a known location.
  • Stop recording the macro.

5. Perform the Mail Merge:

  • Click Finish & Merge on the Mailings tab.
  • Choose Edit Individual Documents and merge all records.

6. Run the Macro:

  • Go to View > Macros > View Macros.
  • Select your macro and click Run. This will save each merged document as a PDF.

7. Email the PDFs with VBA:

  • Open Microsoft Outlook.
  • Press Alt + F11 to open the VBA editor.
  • Insert a new module and paste the following VBA code:

Sub SendEmailsWithPDFs()

    Dim olApp As Object
    Dim NewMail As Object
    Dim PDFfile As String
    Dim i As Long
    Dim LastRow As Long

    ' Reference the Excel worksheet (your data source)
    Dim xlApp As Object, xlWkb As Object, xlWks As Object
    Set xlApp = CreateObject("Excel.Application")
    Set xlWkb = xlApp.Workbooks.Open("C:\path\to\your\Excel\file.xlsx") 'Change to the path of your Excel file
    Set xlWks = xlWkb.Sheets(1)

    ' Find the last row of data in the Excel sheet
    LastRow = xlWks.Cells(xlWks.Rows.Count, "A").End(-4162).Row

    ' Loop through each row in the Excel sheet and send the email
    For i = 2 To LastRow ' Assuming row 1 contains headers

        PDFfile = "C:\path\to\your\PDFs\" & xlWks.Cells(i, 1).Value & ".pdf" ' Assuming the name of the PDF matches a value in column A

        Set olApp = CreateObject("Outlook.Application")
        Set NewMail = olApp.CreateItem(0)

        With NewMail
            .Subject = "Your Subject Here"
            .Body = "Hello " & xlWks.Cells(i, 2).Value & "," & vbCrLf & "Your message here." ' Assuming the name is in column B
            .To = xlWks.Cells(i, 3).Value ' Assuming email addresses are in column C
            .Attachments.Add PDFfile
            .Send
        End With

    Next i

    ' Close Excel and release the objects
    xlWkb.Close SaveChanges:=False
    Set xlWks = Nothing
    Set xlWkb = Nothing
    xlApp.Quit
    Set xlApp = Nothing

End Sub


Modify paths and cell references in the VBA code to suit your setup, then run the VBA code to send the emails.

8. Completion:

Upon completion, the emails should be dispatched with the merged PDFs as attachments. Always test with a small set of data before sending out numerous emails to ensure accuracy and to adhere to any email sending limits set by your provider.

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