Mail Merge is one of the most efficient features in Microsoft Office: you can design your document in Word, with smart text formatting, fonts and images – and send your text in individual messages via Outlook. You can use Outlook Contacts, or an external data file (Excel, Access, .csv or a text file) as your recipient data source, and add fields from your data file into your message text to personalize your message. The regular Mail Merge feature in Word allows you selecting 3 formats: HTML-message, Plain Text, or attach your individual document to your messages.
With a similar “E-Mail Merge” feature in Microsoft Office Publisher, you can send your personalized publications as designer’s HTML-messages through Outlook as well.
These message formats are very popular – but sometimes your HTML-message text may be incorrectly formatted and displayed on the recipients’ devices, images may be lost or attached to your message as separate files, the recipients may fail to open your attached document on their mobile devices…
All these issues can be avoided if you just have a possibility to use Mail Merge with PDF attachments, i.e. attach your merged message as an individual PDF file – and our extension for Word, Publisher and Outlook, the Mail Merge Toolkit add-in, provides such selection for Microsoft Office 2010 and Microsoft Office 2013 (where converting to PDF files is supported).
If you send your messages from Mail Merge in PDF attachments, all your recipients get personalized PDF-files with your text and all images, looking exactly like you designed your document or publication.
We added two PDF formats in Mail Merge Toolkit (this feature is available in the PRO edition of the app): “PDF Attachment optimized for viewing” and “PDF Attachment optimized for printing”, so that your mail recipients can also print your messages:
If you send your mail as PDF files, your recipients may even edit such messages with their PDF-editors.
You will be also offered to type your short message text in a separate dialogue window – so that your merged messages with PDF attachments are not empty, and contain personal salutations to all your recipients in the message body as well.
Using this efficient feature, you can send personalized orders and invoices in PDF format within a single mailing: just design your document or publication, add fields from your data base to your message – and Mail Merge Toolkit will generate and send messages with individual nice-looking PDF attachments to your customers!
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