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In the second instance, you’re performing a PDF mail merge wherein you create and send personalized PDF files to everyone on your mailing list. In this case, you’re simply emailing the PDF as an attachment. You can send the same PDF file, without personalization, to everyone on your mailing list. Using Word, there are two scenarios you can use mail merge for. AutoMailMerge plug-in for Adobe Acrobat.Mail merge data source file, preferably an Excel spreadsheet.You’ll need the following to perform a PDF mail merge: You may also like: Mail Merge with Attachments: Is Outlook or Gmail Better? What do I need to perform PDF mail merge? Some also require you to leave the placeholder blank, but you’ll have to map the template document with the data source during setup.įor simplicity, we’ll use the format throughout this tutorial. For example, some use >, *|last name|*,, etc. You’re telling the tool that wherever you see, fetch the value in the corresponding column from the data source and replace the merge field with the value in that customer’s row (like “Johnson” or “Brown”).ĭifferent tools have how they represent merge fields. ![]() Merge fields are placeholders for the personal details you want to insert. Thank you for the opportunity to serve you! We’ve attached a brochure of our new arrivals for your perusal. We recommend applying this credit to your next purchase during checkout. Our records show that you have an unused credit of in your account. Thank you for supporting our businesses throughout 2022. Here’s an example of a mail merge template: Merge document or templateĪ merge document contains either the body of the email or the content of the PDF you want to send. This makes mapping or substituting the merge fields straightforward (more on this later). ![]() We recommend using the first row as a simple and descriptive column header, like last name, first name, balance, or address. Data sourceĪ data source or data file is a spreadsheet (Excel or Google Sheets), CSV file, or Outlook contact list that contains information on the group you want to personalize a document for. Important definitionsīelow, we expound on some terms you’ll come across a lot in this article. You can also use mail merge to print addresses and names on envelopes and labels, create personalized certificates, print paper letters, create directories, and more. While mail merge can serve other purposes, our focus is on sending bulk personalized emails. Therefore, it is important to learn how to mail merge. Mail merge helps you automate many steps in sending personalized bulk emails. You can even send personalized PDF attachments like an invoice.Ī mail merge does the work of copying and pasting, substituting the personal details you want to add to the document, and sending the email in one fell swoop. Rather than sending a blanket statement to every member on your list, you can send emails with personal details like first and last names and information relevant to them. Once the number starts increasing, spending your precious time customizing and sending multiple emails would not be prudent. “Surely, there are better ways of sending customized emails,” you tell yourself. Throughout the year, your number of customers grows from 10 to 50. All in all, you spend about 30-60 minutes. You log into your Gmail account, copy and paste the message, flip to your customer Excel file, copy and change personal details like name and company name in the email text, and send. Easy peasy! You draft the message in Microsoft Word or Google Docs. Imagine you have ten customers, and you need to send them personalized emails thanking them for their patronage throughout the year and offering early discounts for the new year. We’ll also compare the four methods and list their pros and cons to help you pick the best method for your needs. In this article, we share step-by-step instructions for completing mail merge using the four methods above. Each of these methods has its pros and cons. There are multiple ways to mail merge PDF documents, including using Microsoft Word, Adobe Acrobat, Gmail, and Mailtrack. Your customers or recipients are more likely to engage with your mail and take your desired action when you personalize your correspondence.Īside from personalization, mail merge provides a faster and more efficient way to send bulk emails with little to no human error. ![]() You may need to send training materials to every student who registered for your webinar or send a brochure on your offering to prospects. Mail merge is a productivity hack that makes it easy to personalize and send bulk emails, including those with PDF attachments.
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