How to Mail Merge Word to PDF

[Music] hey there today i want to show you how you can use microsoft word to do a mail merge and send out something like certificates as pdf files to email it's a pretty simple process you just have to know how to do it so i'm going to start with word i'm going to go to more templates here so i'm going to create a new document you can see there's a bunch of different templates party invitations all that sort of thing the one that i chose previously was a certificate type of thing which is what this one's all about so or we could just go for the party invitation that looks pretty good as well so if i just choose the certificate one and i'm going to create this so what we're going to do is we're going to get a list of people here and we're going to put their names in here and we're going to send them out as a pdf so it's a way that we can send out a whole bunch of certificates to people really simply so first of all what i think i might do is just draw my signature in there so if i have my pen handy i can draw a touch so i can draw my signature in there and i can write the date in there as well if i want to so 30 or i could type it in there as well so it gives you a bit of a bit of a a nice touch there if you have some handwriting on there okay so i've got my word document set up so what instead i want to do is i don't want to have just recipient name in there i want the actual name of the person okay so i'm going to change this from world's best whatever i'm going to say world's best student the recipient name i'll come back to and in recognition of excellence in sport or whatever it happens to be okay so and you can design this yourself you can come up with your own word document this is just one that i grabbed straight away but you can come up with your own one so what we want is we want a list of students that we're going to actually put in there probably the easiest way to do this is to do that from excel so i've got an excel document here you can see i've just got first name last name and email that's really all you need to be able to get this set up so you might get that list from a data source and you've got a list of all the students that you want to give this award to first name last name an email and i've saved that document there okay so i'm going to go across to word and this is all in mailings so i'm going to click the mailings tab let's have that pinned there i'm going to go to start mail merge and this is going to be email messages yep and i'm going to select recipient so i'm going to use an existing list so it's going to ask me to go find that document so there's the document there that i created with that list i call it book 12. so you've got to save that word document somewhere and i'm just going to say ok excellent so now i can edit the recipient list if i want to so you can see that's brought in those names last name first name and email you can change those fields but yep that looks right there's the emails there's the names of the people i can sort that and filter and all that sort of thing i can actually edit that list if i want to if any of this stuff is wrong but that's all okay so that's okay so i've got my my list in there next thing i want to do is i want to put in here the recipient name of the person so rather than having recipient name what i'm going to do is i'm going to insert these merge fields so it's going to be first name and i'm going to put a space and last name now i could put email in there but we're not going to really want the email on the actual certificate we don't want that so so we're just going to use that first name and last name in there beautiful that looks really good so what i could do now is go finish and merge and print those documents so actually print those out but i'm going to go merge to pdf so i'm going to merge all these documents i'm going to automatically send the files by email it's going to go to their email address the subject line i'm going to say you know congratulations something like that and then see attached pdf and okay that will then send that off just so you get an idea of what that looks like i'm not going to send the emails i'm just going to produce those documents so let's put them on my desktop i'll go okay so this is only remember we've only got two here we've only got two recipients you could have a whole list of 100 students here that you're doing so it's basically just converting those documents into a pdf document a separate pdf document okay it's completed successfully so i'm going to click ok and then if i cruise over to my desktop you will see that i'll have some documents there on the desktop so i've got since i've only got two there it is there world's best student uh this order to this person all right so that was the first name on my list there's my signatures on there or the other document is this one here and you'll see it's a separate pdf document with the second person's name in there right so each person gets an individualized uh pdf document and there's the second one okay see two separate documents there's the first one and there's the second one so each person gets an individualized pdf document that'll get sent off to their email attached as a attached as an attachment to the email and they'll have their certificate like that or you can see what i've done here is i've produced them as separate pdf documents it's another thing that you might want to do so um you can start for any template you want you can put anything you want on here and the key bit there is getting the different names in there and you can change this as well if there were different awards that you wanted to put in there that would just be one of the fields that you would need to add in that excel document and call that field award okay award type and then you could um when you've put that setup in there you could just say instead of excellence in sport if i jump over the word document you could change that and make that merge field whatever it is that you want it to be in this case it might be award so when i insert merge fields i've only got three to choose from because that's how i set it up but if you want to it could be awards or something like that so that's just a brief overview of how you can start with a word document template and create separate pdf documents based on student names for a certificate for example

Channel: Greg Port

Views: 33,629

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Id: 76zlgYaZ8iw

Length: 6min 18sec (378 seconds)

Published: Tue Mar 30 2021