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University of Aberdeen :: IT Services Reviewed: 30/09/ The University of Aberdeen is a charity registered in Scotland, No SC
M S W o r d - M a i l M e r g e t o P D F
What is mail merge to PDF?
Adobe Acrobat’s Mail merge to PDF add-in for Word allows you to:
− Create individual PDF files from a Word mail merge.
− Automatically email each PDF as an attachment via Outlook desktop app (if your data source contains emails).
Before you start
Software requirements
− Microsoft Office 2016 or later
− Adobe Acrobat DC
If necessary, staff can install either or both of these onto network PCs or laptops via the Software Center.
For help using the Software Center , please see: staffnet/working-here/software
Merge document and data source
The following instructions require you to have already set up a merge document and data source, as you would a normal mail merge in Word.
If you are unfamiliar with mail merge, we recommend reading chapters on Mail Merge in our Word 2016 workbook IT Services Training Office-
Using mail merge to PDF
Create individual PDF files from a Word mail merge
- Open Word , then click the File tab.
- Click Open to browse to your merge document.
− This is the body of your PDF, such as a letter or certificate.
- Click on the Mailings tab, then click Select Recipients.
− Click Use an Existing List… to browse to your data source file, often an Excel file.
This contains the mail merge data for each PDF, such as names and contact information. − Click Open.
You can click Edit Recipient List to check that the correct recipients are ticked. If there is a recipient you do not wish to include in the merge, you can untick their row in the list.
- Check that your document includes the merge fields that you require.
− If not, insert them via the Insert Merge Field icon.
- Click Preview Results to check that the merged documents look correct.
- Click Merge to Adobe PDF.
− Select the record range you wish to merge. − For Specify PDF file name: Type the name for the generated PDFs.
Additional options
Can I Cc/Bcc the automatic emails to someone else?
Unfortunately, it is not possible to customise the mail merge to PDF process any further. However you can select multiple emails in your Outlook Sent Items folder, then right-click on the selection and Forward the batch as required.
Can I search for keywords in the PDF files?
You can search for keywords in PDF files by using Acrobat’s advanced search function:
- Open Adobe Acrobat DC.
- Click Edit , then click Advanced Search.
- Select the radio button for All PDF Documents in.
- Select Browse for location… from the drop-down menu.
- Navigate to the folder where you saved the PDFs and click OK.
- Type the word or phrase you would like to search for.
- Click Search.
- The results are listed in the search window where you can click on a file to open it.
Further information and help
Use MyIT to log calls with the IT Service Desk: myit.abdn.ac.uk
