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EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]1www.
evermap.
comHowtoMailMergePDFDocumentsAstep-by-stepguidetocreatingpersonalizeddocumentswiththeAutoMailMergeplug-inforAdobeAcrobatTableofContentsWhatisamailmerge2WhatdoIneedtostart2Step1:HowdoyoucreateaPDFform2Step2:HowdoyouaddfieldstoaPDFdocument2UsingAcrobatDCtoAddFormFields.
3UsingAcrobatX/XItoAddFormFields.
5CustomizingFieldProperties6UsingPDFFormswiththeFreeAdobeAcrobatReader9Step3:Howdoyoupreparedata10Step4:Howdoyouputdataintoforms11AdvancedTopic1:CheckingPDFCheckandRadioBoxes21AdvancedTopic2:HowtoCreateMultilineAddressLabels.
22AdvancedTopic3:AutomaticEmailingofPDFforms.
26EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]2www.
evermap.
comWhatisamailmergeAmailmergeisacomputertermdescribingtheproductionofmultiple(andpotentiallylargenumbersof)documents,fromasingletemplateformandastructureddatasource.
Thistechniqueisusedtocreatepersonalizedletters,documents,bills,pre-addressedenvelopesormailinglabelsformassmailings(ordocumentcreation),fromadatabaseofnamesandaddresses.
WhatdoIneedtostartYouneedaPDFform(aPDFdocumentwithfillablefields)andadatafilethatcontainsrecordswithinformationthatneedstobeplacedintotheform.
YoucanuseMicrosoftExcelspreadsheets,MicrosoftAccessdatabasesorsimplyaplaintextfile.
Let'sstartfromscratchandcreateaPDFformandadatafile.
Step1:HowdoyoucreateaPDFformAPDFformisaspecialkindofPDFdocumentthatcontainsinteractivefieldswheretextinformationcanbeentered,orcheckboxesmaybeselected.
YoucancreateaPDFformfromanyPDF,wordprocessor,imagefileorapaperdocument.
YouwillneedtoaddfieldstotheregularPDFdocumentusingformeditingtoolsprovidedbyAdobeAcrobat.
Fieldsareinteractiveelementswhereuserscaneithertypetextormakeaselection.
IfyoualreadyhaveaPDFdocumentyouwanttouseasatemplate,select"File>Open"fromthemenutoloadthisdocumentintoAdobeAcrobat:IfyouhaveaMicrosoftWorddocument,theneitherprintittoaPDFprinterorsaveitasaPDFusingtheMicrosoftWord"File"menu.
Youcanalsousethe"File>Create"menuinAdobeAcrobattocreateaPDFfilefrommanypopularfileformats,orbyscanningapaperdocument.
Step2:HowdoyouaddfieldstoaPDFdocumentWeareassumingthatyouhavealreadycreatedaPDFdocumentatthispointandhaveitopeninAdobeAcrobat.
TheactualselectionofstepsdependsontheversionofAdobeAcrobatyouareusing.
IfyouareusingolderversionsofAdobeAcrobat,thenselect"Form>EditFields…"(orsimilar)fromtheAcrobatmenutostartaddingfields.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]3www.
evermap.
comUsingAcrobatDCtoAddFormFieldsIfyouareusingAcrobatDC-openaPDFdocument,select"Tools"onthemaintoolbar,andfindthe"PrepareForm"tool.
Double-clickonthe"PrepareForm"icontoopenthePDFformeditor:Ifthecurrentlyopeneddocumentdoesnotcontainanyformfields,youwillbepromptedtoeitherselectanexistingfileorscanapaperdocument.
Click"Start"tousethecurrentlyopeneddocument:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]4www.
evermap.
comOnceadocumentisopenintheformeditor,clickthe"Addatextfield"iconlocatedonthetoptoolbar:Movethecursortoapagelocationwhereyouwanttoplaceatextfield.
Youwillseeamovingbluerectanglethatrepresentsafield.
Pressandholdtheleftmousebuttonanddragarectanglewhereyouwanttoplaceatextfield.
Youwillbeabletochangethefield'spositionandsizeatanytime:Oncethetextfieldisplaced,youwillbepromptedtoenterafieldname:Thenewlyaddedfieldwillbeshowninthe"Fields"listontheright-handsideofthescreen:Proceedtothe"CustomizingFieldProperties"sectionfortherestoftheinstructions.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]5www.
evermap.
comUsingAcrobatX/XItoAddFormFieldsIfyouareusingAdobeAcrobatXorXI,openthe"Tools>Forms"panelandclickonthe"Edit…"icon.
Onceadocumentisopenintheformeditor,clickonthe"AddNewField"icon:Selectafieldtypeyouwanttoplaceonthedocumentandusethemousetoplaceatextfieldonthepage.
Pressandholdtheleftmousebuttontodrawarectanglewhereyouwanttoplacethetextfield.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]6www.
evermap.
comCustomizingFieldPropertiesThefollowingpopupwindowappearsonthescreenonceafieldisplacedonthepage:Bydefault,AdobeAcrobatautomaticallygivesallnewfieldsanamesuchas"Text1","Text2"andsoon.
Youcanchangethefieldnametosomethingmoreinformative:Youwillusefieldnameslaterinthemailmerge,whenyouassignwhichdatafieldsareusedtopopulateaspecificformfield.
Ifnecessary,clickonthe"AllProperties"linktoeditfieldproperties:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]7www.
evermap.
comCheckthe"ReadOnly"optionifitisnecessarytoprotectatextfieldfromanyeditingbythereader.
Fieldsmarkedas"ReadOnly"arenon-editable.
Checkthe"Required"optionifitisnecessarytoforceuserstoenteravalueintothefield.
Userswillberequiredtoenterinformationintothisfield,andnotallowedtoleaveitblank.
Ifyouwanttochangethetextfontorcolor,selectthe"Appearance"tabandusethe"FontSize"and"Font"menustochooseadesiredtextappearance.
Makesurethefieldisbigenoughtodisplayarequirednumberofcharacterswhilstusingtheselectedfontsettings.
IMPORTANT:TheresultingPDFfilesizecanbegreatlyaffectedbyselectingcertainfonts.
Itisrecommendedtouseoneofseveralbasicfontstoavoidafilesizeincrease.
Thesefontsarelistedatthetopofthefontlist–e.
g.
:Courier,Helvetica,andTimesNewRomanetc.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]8www.
evermap.
comIfafieldneedstoholdmultiplelinesoftext,selectthe"Options"tabandcheckthe"Multi-line"option:Makesurethetextfieldistallenoughtoshowtherequirednumberoftextlines.
Youcandothatbyeithertypingtextintothefieldorspecifyingadefaultvalue:Press"Close"inthe"TextFieldProperties"dialogonceyouhavefinishededitingallfieldproperties.
RepeattheaboveprocedureforeveryfieldyouneedtoaddtothisPDFdocument.
YoucanaccessthepropertiesofaPDFfieldatanytimebyright-clickingonitandselecting"Properties.
.
.
"fromthepopupmenu.
Makesureyouexittheformeditoronceyou'redoneaddingformfields-otherwisesomemenuitemswillbeinaccessible.
Usethe"File>Save"menutosavechangestoafile.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]9www.
evermap.
comUsingPDFFormswiththeFreeAdobeAcrobatReaderIfyouareplanningtoletrecipientsoftheformuseafreeAdobeAcrobatReadertofillandsavethisPDFform,thenyouneedtoenable"extendedrights"forthisdocument.
Dothisasafinalstep(afteralleditinghasbeendone)asonceextendedrightsareenabled,anychangestothedocumentwillinvalidatesuchrightsandyouhavetodoitagain.
TheactualmenuselectionforenablingextendedrightsinAdobeAcrobatReaderisdifferentdependingontheversionofAdobeAcrobatused:AcrobatDC:Use"File>SaveAsOther>ReaderExtendedPDF>EnableMoreTools".
AcrobatX/XI:Use"File>SaveAs…>ReaderExtendedPDF>EnableAdditionalFeatures…".
Acrobat9andbefore:useeitherthe"Advanced"menu,orcheckthesoftwaremanualforversion-specificinstructions.
Onceyouaredoneeditingtheform,use"File>Save"tosavechanges.
NowthisPDFformisreadyforthemailmerge.
YoucanchecktheextendedrightsforanyPDFdocumentbyselecting"File>Properties"andthenchoosingthe"Security"tab(notethespecialmessageatthebottomofthedialogscreen):EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]10www.
evermap.
comStep3:HowdoyoupreparedataInmanycasesyoumayalreadyhavedatathatneedstogointotheforminsomekindofspreadsheetordatabase.
Ifyoudonothaveone,thenwearegoingtoshowyouhowtocreateaverysimpledatafileusingjusttheNotepadtexteditor.
Let'sassumewearetryingtofillW-2formsforcompanyemployees.
Weneedtocreateadatafilethatlistsfirstandlastnamesforeachemployee.
SimplyopenNotepadandtypethefollowingtext:Notethatthefirstlinecontainscommaseparatedfieldnames("FirstName"and"LastName")whiletherestofthefilecontainstheactualdata.
Makesuretoseparateeachfieldbyacommaortab.
YoucanusebothtypesoffileswiththeAutoMailMergesoftware.
SavethisdatafilewitheitheraCSVextension(ifusingacommaasaseparator)orTXT(ifyouareusingtab).
Nowallthedataisreadytobeusedforamailmerge.
YoucanalsouseMicrosoftExceltopreparethedata.
Thisiseasiersincethereisnoneedtotypecommasoranyotherfieldseparators.
Notethatthefirstrowofthespreadsheetneedstocontainuniquefieldnames:Youcaneitherkeepautomaticsheetnames(suchasSheet1),orrenametheworksheettosomethinglike"Employees".
ThiswillhelptoorganizedataifmultiplesheetsaregoingtobestoredinsideanExcelfile.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]11www.
evermap.
comStep4:HowdoyouputdataintoformsWeareassumingthatatthispointwehaveaPDFformwithtwotextfields("FirstName"and"LastName"):andanEmployees.
xlsxExcelspreadsheetthatwascreatedatstep3.
Let'sstarttopopulateourPDFformwithdatafromtheExcelfileandcreate4newPDFdocumentsusingtheAutoMailMergeplug-inforAdobeAcrobat(http://www.
evermap.
com/automailmerge.
asp).
Oneoutputdocumentiscreatedforeachrecordinadatafile.
Sincewehavefourrecordsinourtestspreadsheet,fourpersonalizedoutputfilesaregoingtobegenerated.
MakesureyouhaveeitherafullortrialversionofAutoMailMergeinstalledonyourcomputerinordertoperformtherestofthistutorial.
4.
1.
StartAdobeAcrobatandopenaPDFformusingthe"File>Open"menu.
ThiswillopenthePDFformwearegoingtofillwithdata(thisisasimplifiedW-2formwithjust2fields):EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]12www.
evermap.
com4.
2.
Select"Plug-ins>MailMerge…"fromtheAcrobatmenutostartAutoMailMerge.
Ifyoualreadyhavemailmergesettingspreparedandsavedasasettingsfile(*.
mms),youcanloadthembypressingthe"LoadSettings.
.
.
"button.
4.
3.
Press"EditSettings…"tostartconfiguringmailmergeoptions.
Thiswillshowawizard-styledialogthatprovidesawaytospecifyallmailmergesettingsinastep-by-stepfashion.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]13www.
evermap.
com4.
4.
The"SelectDataSource".
screenprovidesawaytoselectadatafileandspecifydata-to-PDFfieldmappings.
Thisscreencanbealsousedtoselectasubsetofdatarecords-torunthemailmergeonlyondatarecordsthatmeetaspecificsearchcriteria.
Press"Browse…"toselectadatafile:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]14www.
evermap.
comYouwillbepresentedwithachoiceofpossibleinputdatasourcetypes-select"MicrosoftExcelWorksheet"fromthelist:Thenselecttheinputspreadsheetfileinthe"Open"dialog:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]15www.
evermap.
comSelect"Employees"fromalistofavailableExcelsheets(theactualselectionofsheetsisdifferentdependingonthespecificfile):Press"OK"toconfirmtheselection.
4.
5.
ThenextstepistoassigncorrespondencebetweenspreadsheetdatafieldsandPDFformfields.
Double-clickonaPDFformfieldnameinthelistofavailablefieldstoassignwhatdatafield(s)shouldbeusedforfillingit.
Alternatively,youcanpressthe"AddFieldMapping"button.
YoucansavetimebynamingPDFformfieldswiththesamenamesascorrespondingdatafields.
Thisallowsyoutouseanautomatedfieldmappingprocedure.
Pressthe"GuessMapping"buttontoautomaticallyassignfieldmappingsbasedonnamesimilarity.
Forexample,iftherearePDFanddatafieldsbothnamed"FirstName",thenacorrespondingmappingwillbeautomaticallyadded.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]16www.
evermap.
com4.
6.
Inthe"SelectDataField"dialog,selectadatafieldfromthelistthatneedstobeusedforfillingtheformfield.
ItisalsopossibletoputmultipledatafieldsintoasinglePDFfieldbyusingmultiple-fieldexpressions.
Press"LearnMore.
.
.
"toaccessdocumentationshowingmoredetails.
Press"OK"toconfirmtheassignmentandclosethedialog.
Repeatthelasttwostepsforeachfieldthatneedstogettextfromaspreadsheet.
Youshouldseethefollowingonceyouhavecompletedallassignments(thelistoffieldswillbedifferentdependingonthePDFformanddatafileused):EachPDFformfieldnowhasacorrespondingspreadsheetfieldassignedtoit.
Press"Next>"tomovetothenextsteponceyouhavemappedallfields.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]17www.
evermap.
com4.
7.
Usethe"SpecifyFieldOptions"screentocontrolifoutputformfieldsshouldremaineditableornot.
Checkthe"FlattenoutputPDFdocuments"optiontomakeallfieldsinoutputdocumentsnon-editable.
Ifthisoptionisselected,allfieldsinoutputdocumentswillbeconvertedtoregulartext.
Uncheckthe"FlattenoutputPDFdocuments"optionifyouneedtohavethecontentofformfieldsremaineditableintheoutputfiles.
Press"Next>"tomoveontothenextstep.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]18www.
evermap.
com4.
8.
Usethe"SelectOutputOptions"screentocontrolwhereandhowtosaveoutputPDFdocumentsto.
Press"Browse…"toselectadesiredoutputfolder–thefilepathwillthenbedisplayed:Usethedefaultsettingstonameeachoutputfileusingtheinputfilenameandanauto-incrementingnumber.
Forexample,ifyouareusing"MyForm.
pdf"asinput,alloutputfileswillbenamedMyForm1.
pdf,MyForm2.
pdf,MyForm3.
pdfetc.
Thesoftwareoffersanumberofdifferentnamingoptions,includingusingdatafieldsanywhereinthefilenamebyreferringtothemwithin[….
]brackets.
ThismakesitpossibletoautomaticallynameoutputfilesasJohnDoe.
pdf,MarySmith.
pdfetc.
Press"Next>"tomovetothenextsteponceyouaredonespecifyingfileoptions.
YoucanskipallEVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]19www.
evermap.
comremainingscreens("AddWatermark","SelectDocumentSecurity","SelectE-mailoptions"etc.
)byrepeatedlypressing"Next>"ifyouarenotinterestedinanyadditionaloptions.
Everythingisnowreadyforrunningthemailmerge.
4.
9.
Optionally,savemailmergesettingsasan*.
mmsfileforlaterreusebypressingthe"SaveSettings"button.
Use"LoadSettings"toloadsettingsback.
4.
9.
Pressthe"OK"buttonlocatedonthemainscreentostartproducingoutputdocuments:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]20www.
evermap.
com4.
10.
Press"RunMailMerge"onthe"ConfirmProcessing"dialogtostartmailmergeprocessing:Youshouldseethe"MailMergeResults"dialogoncethemailmergeiscompleted,listinganyerrorsthatoccurredduringtheprocessing.
Press"OK"toclosethisdialogandopentheoutputfolderwheregeneratedPDFfilesaresaved.
ExamineoutputfilesbyopeningtheminAdobeAcrobattoseeiftheysatisfyyourrequirements.
Ifnecessary,makeadjustmentstotheprocessingsettingsandrunthemailmergeagain.
Youcanreadmorein-depthinformationaboutthevariousoptionsofferedbyAutoMailMergeintheproduct'suserguide.
Select"Help>Plug-in>AutoMailMerge…"fromtheAcrobatmenutoaccessthesoftwaremanual.
Visithttp://www.
evermap.
com/automailmerge.
aspforadetailedproductoverviewandtodownloadafree30-daystrialversionofthesoftware.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]21www.
evermap.
comAdvancedTopic1:CheckingPDFCheckandRadioBoxesCheckandradioboxesworkinthesamewayastextfields.
Therearenot"checked"or"unchecked",buttheyarefilledwithtext.
Ifacheckbox's"value"matchesan"exportvalue"definedbyaspecificcheckboxfield,thenAcrobatdisplaysthischeckboxas"checked".
Ifthesetwovaluesdonotmatch,thecheckboxappearsunchecked.
The"Exportvalue"foracheckboxisdefinedbythedesignerofaPDFformandcanbefoundineachfield'sproperties(seebelowfordetailsonhowtoviewandeditit).
Youcanassignanytextfortheexportvalueanduseanytextto"fill"acheckbox.
Bothvaluesarealwaystreatedastext.
Howtoseeorchangethe"ExportValue"ofacheck/radioboxfield:1.
StarttheAdobeAcrobatformeditorbyusingthe"PrepareForm"tool(inAcrobatDC).
2.
Right-clickonthecheckboxfield.
3.
Select"Properties.
.
.
"fromthepopupmenu.
4.
Selectthe"Options"tabandverifyoreditthe"ExportValue"entrybox.
Usethecontentofthe"ExportValue"tocheckthisparticularcheckboxfieldwhenfillingitwithdata.
Bydefault,"ExportValue"issetto"Yes"forallnewlycreatedcheckboxes.
Notethatthe"ExportValue"iscase-sensitive.
Itneedstobefilledexactlywith"Yes"inordertoappearchecked-not"yes"or"YES".
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]22www.
evermap.
comAdvancedTopic2:HowtoCreateMultilineAddressLabelsOneofthemostcommonmailmergetasksisaddingmailingaddressestonewsletters,brochuresandothermailcorrespondence.
Pleasefollowthesesimplestepsifyouwanttoaddpersonalizedmailingaddressesfromyourcustomerdatabaseorspreadsheettoyourcorrespondence.
1.
First,addasingletextfieldtoyourPDFdocumentthatisgoingtoholdamailingaddress.
RefertothebeginningofthisdocumentfordetailedinstructionsonhowtoaddformfieldtoaPDFdocument.
Namethistextformfieldsomethinglike"Address".
Makesurethatthistextboxislargeenoughtohold4-5linesoftext.
2.
Right-clickontheformfieldandselect"Properties…"fromthepopupmenu.
Thefield's"TextFieldProperties"dialogwillappearonthescreen.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]23www.
evermap.
com3.
Selectthe"Options"tabandcheckthe"Multi-line"option.
Thisoptionwillallowthisfieldtoholdmultiplelinesoftext.
4.
Press"Close"toclose"TextFieldProperties"dialog.
5.
SaveyourPDFdocumentwiththenewlyaddedformfieldbyselecting"File>SaveAs…"fromthemenu…6.
Select"Plug-in>MailMerge…"fromthemenutostartamailmerge.
7.
Pressthe"EditSettings…"buttontostartconfiguringsettingsforthemailmerge.
8.
Pressthe"Browse…"buttontoselecttheinputdatasourcefile.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]24www.
evermap.
com9.
Double-clickonthe"Address"fieldinthelist(orselectitandpress"AddMapping…"):10.
Check"Useamulti-fieldexpressiontocreateacompositefield"optionandtypeanexpression:[FirstName][LastName][Address1][Address2}[City],[State],[ZIP]Theexpressionassumesthatdatafieldssuchas"FirstName","LastName","Address1"etc.
actuallyexistintheinputdatafile.
Anytextinside[.
.
.
]istreatedasadatafieldname.
Allothertextistreatedasstatictextandwillbeinsertedintotheoutput"as-is".
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]25www.
evermap.
com11.
Press"OK"toclosethe"SelectDataField"dialog.
Thencompletetherestoftheconfigurationwizardandrunthemailmergetoproduceoutputdocuments.
Mailingaddressesinyourdocumentshouldlooklikethefollowing(sample):JohnDoe2397NWPacificDriveCorvallis,OR,97330Theplug-inautomaticallyremovesanyblanklinesinthetextifacertaindatafield(suchas"Address2")areempty.
Usethe{blank}keywordifitisnecessarytopreserveablanklineinacompositefield:[FirstName][LastName]{blank}[Address1][Address2}[City],[State],[ZIP]Theaboveexpressionproducesthefollowingoutput(sample):JohnDoe2397NWPacificDriveCorvallis,OR,97330Examineoutputdocumentstomakesurethatthesizeofthetextformfieldissufficienttoholdtheamountoftextfromallthedatarecords.
Enlargethefieldiftextappearstobecutoffonsomeoftheoutputforms,orreducethefontsize.
Youcanchangethesizeandvisualappearanceofthetextfield(suchasfontandcolor)byeditingitintheAcrobatformeditor.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]26www.
evermap.
comAdvancedTopic3:AutomaticEmailingofPDFformsAutoMailMergeprovidestheabilitytoautomaticallysendpopulatedPDFformstoemailrecipients.
1.
Thefirststepistoputemailaddressesforeachdatarecord/recipientintothedatafile.
Forexample,addan"Email"columntotheExcelspreadsheet:2.
Inthemailmergesettings"SelectE-mailOptions"dialog,checkthe"Sendemailstotherecipients…"checkboxandselectthe"Email"datafieldfromthe"Datasourcefieldtouseforemailaddress"list.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]27www.
evermap.
com3.
Typethedesired"Subject"lineandentertextfortheemailmessageintothe"Message"entryfield.
Itispossibletocustomizeeachemailmessagebyinsertingvaluesofdatafieldsintoemailmessages.
Forexample,typethefollowingintothe"Message"field:Dear[FirstName][LastName],Pleasefindyourmonthlyaccountstatementattached.
YourSupportTeamTheaboveexampleassumesthatthereare"FirstName"and"LastName"datafieldspresentinthedatasource.
Thevaluesfromthesefieldswillbeinsertedintoeachcustomizedemailmessage,producingsomethinglikethefollowing:DearJohnDoe,Pleasefindyourmonthlyaccountstatementattached.
YourSupportTeam4.
Press"Next>"toadvancetothenextsettingsscreen.
Selectthedesiredemailingmethodfromthescreenbelow.
Bydefault,thesoftwarewilluseyourcurrentlyinstalledemailclient:EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]28www.
evermap.
comIfyouhaveselectedadefaultemailingmethod,thennosetupisnecessary.
However,thisemailingmethodcomeswithcertainrestrictions.
DuetoWindows'securitypolicy,youwillbepromptedtoconfirmthesendingofeachemailmessage.
Itispossibletosendemailsviathedefaultemailclientwithoutconfirmingeachoutgoingmessage(uncheckthe"UsesimpleMAPIprotocol"option).
However,thisabilityistypicallydisabledinmostcorporateenvironmentsduetosecurityreasons.
ThebestmethodtosendemailswithoutanyuserinteractionisviaanSMTPemailserver.
Selectthe"UseSMTPInternetE-mailServer"optionifyouwanttousethismethod,andpress"Next>".
5.
YouwouldneedtoknowSMTPserversettingsforthespecificserverusedatyourorganization.
Enteryourname,emailaddress,accountusername,accountpasswordandSMTPserveraddress.
Textenteredintothe"YourName"fieldwillappearinthe"From"fieldofalloutgoingemails.
Thisisthenamethatallrecipientsseenexttoeachemailmessage.
Addressesenteredintothe"E-mailAddress"fieldwillbeusedas"reply-to"addressesforallemails.
Makesurethatthe"UserName"and"Password"matchesyourSMTPaccount.
ThesesettingsarecrucialtocorrectlyconnecttotheSMTPserverandsendemails.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]29www.
evermap.
com6.
Pressthe"AdvancedServerOptions.
.
.
"buttontospecifylowleveldetailslikeportnumber,securityprotocolsandtheauthenticationmethod.
HereisanexampleofsettingsfortheGmailSMTPserver:Press"OK"tosavethesesettings.
Press"TestServerSettings.
.
.
"tochecktheserverconfigurationbyemailingatestmessagetoyourownemailaddressspecifiedinthe"E-mailAddress"entryfield.
Ifallsettingsarecorrect,youshouldreceiveatestemailmessageshortly.
Checkthejunkmailfolder,becauseitispossiblethatitwillbeautomaticallyclassifiedasajunkmessage.
Press"Next>"tomoveontothenextscreenonceyou'refinishedconfiguringemailsettings.
IMPORTANT:MostSMTPservershaveadailyquotaforsendingemails.
Ifyouexceedadailylimitofoutgoingemailmessages,thenyouraccountwillbetemporarysuspendeduntilthenextday.
PleaseconsultyourInternetserviceproviderorITdepartmentfordetails.
EVERMAP[HOWTOMAILMERGEPDFDOCUMENTS]30www.
evermap.
comHaveaquestionEmailusattech@evermap.
com.
YoucanfindotherAutoMailMergetutorialsonlineat:https://www.
evermap.
com/AutoMailMerge.
asp#tutorials.
Thesoftwareproductpageislocatedatthefollowingaddress:https://www.
evermap.
com/AutoMailMerge.
asp