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.
