How to Email Merge with Individual Attachments in MS Outlook?

By: standss , Feb 6th, 2024

A reader asked… How can I do an email merge in Outlook and send each person an individual attachment (PDF)?

EmailMerge is an Outlook add-in for Microsoft Outlook that will allow to add individual attachments (such as an invoice or any other mail merge PDF) or personalize your subject lines, add CC or BCC, all from the familiar interface of Microsoft Outlook.

It’s a game-changer for professionals seeking efficiency and a personalized touch in their email communication.

In this post I will show you how you can use EmailMerge to send different / customized attachments to multiple recipients.

Why is this feature important?

Existing Outlook users are using this feature to provide their customers a more personalized service in several ways.

An accounting firm generates PDFs of customized tax reminders for their clients and then uses Email Merge to distribute the correct report to each customer.

Another professional services firm creates personalized invoices in PDF format and then uses Email Merge to send them out.

An investment company sends out recommendations to their clients using this technique.

I am sure that you can come up with your own ways to use this to better serve your own customers.

Install the EmailMerge for Outlook Addin

If you are an existing EmailMerge user, you can skip this part.

Download the 30 day fully functional EmailMerge trial from our website (no credit card required).

To install the EmailMerge addin open the download file and follow the instructions on the screen.

Once the addin is installed you will find in Outlook under the Standss Outlook Add-ins tab.

Set up your List

The first thing you need to do is setup a list which contains the email addresses of the people you wish to contact, and the names of the file that will be sent to them. In this example I am assuming that you will do this using Excel.

Simply add a field (column) to the excel sheet which has the full name (with path) of the file that you wish to send as shown below.

test 3

(You can use Excel formulas to make up the file name if they follow some kind of rule)

Please Note: You will need EmailMerge Pro or EmailMerge Pro + Salesforce Edition to send attachments.  

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select fields for Attachments/CC/BCC.

Click Attachments and tick the name of the field that contains the file name.

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

By using EmailMerge, you can automate the process of attaching files and sending emails to a large number of recipients.

This automation not only saves time but also reduces the likelihood of errors associated with manual processes.

Our customers have used Email Merge to increase sales and to provide better support to their customers.

Please share your own ideas in the comments below.

Not a user of Email Merge PRO for Outlook yet?

Download a fully-functional version today


Image Credit:

Image by pressfoto on Freepik

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