How Does PDF Mail Merger Work?

Filling out and sending off 1,000 PDF forms by hand is exhausting and takes up a lot of time. PDF Mail Merger has a clear workflow and is very easy to use. It is specially designed for users with all levels of experience.

See how it works in our Step-by-step video guide!

1. Upload PDF Form

Once you create your free account on pdfmailmerger.com, you will be directed to your home screen. It will look quite empty, so to start, you will create your first mail merger.

You will click “create mail merger” and upload your PDF file via drag & drop or choose to reuse a previously uploaded PDF file.

2. Upload Excel File

Upload the Excel file with all your data. Be sure that all the information is on the first page of your Excel sheet and that each column has a column heading. We support all standard spreadsheet formats.

3. Drag & Drop Placeholders

When the editor is loaded, you can drag and drop the fields that are in the placeholder section onto the PDF file. The fields are derived from the column names of the uploaded Excel file and will be filled with the content of the specific columns in the Excel file. Once the content is filled in, you will be able to change all the font settings as you wish them to be. You can click through the pages of your PDF file at the bottom of the form.

If there are incorrect placeholders on display, you can adjust them by clicking on the link that says “Change Header Row…”. A screen will pop up, and you can select the row at which the correct headers are located. Click “Change Header Row” again, and the information in the placeholder section will be adjusted accordingly.

Once everything is done, you can click “Save and Next.”

4. Start PDF Mail Merge

Here you can view how many credits will be used for the mail merge. The free PDF plan comes with a certain number of free PDF files per month and can be easily upgraded if you need more PDF files. Below you can make further settings for the file, such as the output options and the email template. Hit the “Generate PDF files,” and after a few seconds, you will receive an email with a download link to download your filled PDF forms.

5. Send PDF as Email Attachment

Please be advised that this process can’t be stopped once it starts.

Wait a few seconds for the emails to be generated. Send the customized emails with PDF attachments to thousands of recipients with one click. As soon as the first emails are sent out, the email report will be displayed. Look at the email report to see which emails could not be delivered successfully. The report updates every few seconds. A green checkmark means that the email was sent out successfully, a yellow caution sign means that there is a problem and a red exclamation mark means that it could not be sent out.