How to mail merge from Excel to PDF
Word's mail merge can only save the whole merge as one PDF. To get one PDF per row, you either run a macro that saves each record separately, or use a tool like RowDraft that generates a separate, named PDF for every row — plus an optional single combined PDF for printing.
Why this is hard in Word
Word's Finish & Merge puts every record into one document. Saving that as a PDF gives you one big file, not one per person.
The common workarounds are a VBA macro that loops through the records, or a paid add-in. Both take setup and break easily.
One PDF per row with RowDraft
- Upload your spreadsheet (Excel or CSV) and a document you've already filled out once.
- Link the parts that change — RowDraft finds most of them for you.
- Set the file name from your columns, like {Client} - Services Agreement.
- Choose PDF (or Word + PDF) and click Generate all.
- Download a zip with one PDF per row, or one combined PDF that's ready to print.
PDF output and generating every row at once are included in the Pro and Business plans.
Your formatting stays the same
RowDraft fills in your own Word document and converts it, so fonts, tables, headers, and signature blocks look exactly like the original.
Try it with your own spreadsheet
Free to start. No credit card. There's a ready-made sample if you want to look around first.
Start freeQuestions
- Can I get both Word and PDF versions?
- Yes. Choose Word + PDF and you get both for each row.
- Can I print them all at once?
- Yes. Download the combined PDF — every document in order, in one file.
- Can I name each PDF after the person?
- Yes. Build the file name from any columns, for example {Last Name}, {First Name} - Offer Letter.