What is Mail Merge?

Mail merge is a method used to create multiple documents for mass mailing with little effort. The documents have identical layout, formatting, text, and graphics that are defined in a template. The final documents each have different personal information within them. The specific data for each document is provided in a data source that works with the template. The data source is typically an Excel or CSV file. The template is created once and then each individual document is created by pulling in data from the rows in the data source. The result is a batch of personalised documents.

Email merge is a mail merge where the documents are automatically emailed out to the specified email address(es) in the data source.

Broadgun Software provides software and services to perform mass emailing of personalized emails merges personalized PDF attachments.

How to perform a mail merge by email with PDF attachments

pdfMachine merge is a tool which will mass email personalized PDF attachments. A CSV or Excel data source is used to populate the document and email with the personal content.

1. Create a template.

Using Word, PowerPoint, HTML or Excel create a template with the layout, formatting, text, and graphics that is common to all of the documents to be mailed.

Insert 'merge fields' as placeholders in the template where the personalized information for each document will be inserted.

2. Create a data source where "One personalized PDF is sent per email". See how.

Create or download an Excel or CSV file that has the data that will change for each document / email.

Each column is a merge field. Each row holds the data for a new document / email.

3. Create a profile in the pdfMachine merge software to link the template and the data source

Select "Each row creates an email" so that an email with an attachment is sent for every row in the data source.

4. Define the body of the email

Create a body with the layout, formatting and text that will be common to all emails. Insert merge fields as placeholders for the information that will be personal to each email.

5. Choose which email method (Outlook or SMTP) will be used to send the attachments

6. Test the result

7. Send the documents

Watch the Video

How to perform a mail merge by email with PDF attachments

Each row sends an email

A personalized email is sent for every row in the data source. e.g. A personalized certificate is sent for each row of the data source.

Video tutorial demonstrating how to use pdfMachine merge. A mail merge sends batches of emails with personalized PDF attachments. Emails can be sent using Outlook or SMTP.

Example: Each row sends an email

pdfMachine merge installs with ready made profiles to get you started.
This example is "Test Profile - Each row sends an email"

pdfMachine merge uses a PowerPoint template and a CSV data source. Each row will cause an email with a single PDF attachment to be sent. Both the email and the PDF attachment will be personalized with information from the corresponding row.

Each row will result in an email with a PDF certificate attachment.

Steps to create a merge profile

Template

Create the layout for your dynamically generated PDF attachment.

Step 1 : Create the template

Data Source

Create the data to personalise the emails and PDFs.


Step 2 : Create the data source

Merge Profile

Configure pdfMachine merge to create and send the emails.

Step 3 : Create the profile

Example : Each row sends an email - set up the template

pdfMachine merge installs with ready made profiles to get you started.
This example is "Test Profile - Each row sends an email"

Create a template (this one was created in PowerPoint) that has merge fields surrounded by {{ }}. The names of the merge fields must exactly correspond to the column names in the data source. The merge fields can be formatted using the Liquid Templating Language.

Example : Each row sends an email - set up the data source

pdfMachine merge installs with ready made profiles to get you started.
This example is "Test Profile - Each row sends an email"

Create a data source (this one is a CSV file) that has merge fields as column headings. Each row must have an email address. Create a row for each email that will be sent.

In this example four emails will be sent, each with a single PDF attachment.

Example : Each row sends an email - create the profile

pdfMachine merge installs with ready made profiles to get you started.
This example is "Test Profile - Each row sends an email"

Create a profile within pdfMachine merge. Merge fields can be used - surrounded by {{ }}. Attach your data source and template. Set the Rows To emails method to "Each row creates an email".

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