Excel to PDF mail merge
Combine an Excel spreadsheet with a PDF template and generate a personalised PDF for every row. Preview the results, name each file from your data, then download everything as a ZIP — entirely in your browser.
Turn spreadsheet rows into finished documents
An Excel to PDF mail merge uses your columns as reusable fields and your rows as individual records. Instead of copying values into the same PDF again and again, you design the document once. The merge fills it with every row and produces a clean set of files ready to send, archive or print.
This is useful when Word is not the source document: perhaps a designer supplied the form as a PDF, the layout must not move, or you need separate files rather than one long mail-merged document.
| customer_name | invoice_number | amount | due_date |
| Avery Chen | INV-1042 | $1,250.00 | September 15, 2026 |
| Morgan Lee | INV-1043 | $875.00 | September 18, 2026 |
| Sam Rivera | INV-1044 | $2,100.00 | September 22, 2026 |
How to mail merge from Excel to PDF
You only need a PDF template and a spreadsheet with column headings. No Word document, plug-in or desktop automation is required.
- 01
Choose your PDF template
Upload the PDF you already use, or start with a ready-made offer letter, invoice, certificate or form. If the PDF contains AcroForm fields, they are detected automatically. A flat PDF works too: you can place new text fields anywhere on the page.
- 02
Add your Excel spreadsheet
Upload an .xlsx, .xls or .csv file. The first row becomes your field names and every row below it becomes one finished PDF. You can also paste a block of cells directly from Excel and correct values in the browser before merging.
- 03
Match Excel columns to PDF fields
Bind columns such as customer_name, invoice_number and due_date to existing form fields, or drag them onto the page. Matching ignores capitalization, spaces, hyphens and underscores, so “Customer Name” can match customer_name without renaming your spreadsheet.
- 04
Preview the merged PDFs
Move through your spreadsheet rows and inspect the actual merged document before generating anything. This catches long names, missing values and awkward line breaks while they are still easy to fix.
- 05
Generate and download
Create one individually named PDF for every Excel row and download them together as a ZIP, or combine all pages into a single PDF for printing. The work happens locally in your browser, so your documents are never uploaded.
Can you do a mail merge in Excel?
Excel supplies the changing data, but it does not design or generate the finished documents by itself. Traditional instructions connect Excel to Word. For an Excel mail merge to PDF, you can connect the spreadsheet directly to a PDF template instead — no Word document, macro or plug-in.
Upload XLS, XLSX or CSV data, match the column headings once, and every spreadsheet row becomes its own PDF. This is the same basic mail merge from Excel workflow, with PDF as the output format.
Supported spreadsheet files
- .xlsx — current Excel workbooks
- .xls — older Excel workbooks
- .csv — comma-separated data
- Pasted cells — copy a range straight from Excel
Prepare Excel for a reliable PDF merge
Use clear headers. Put field names in the first row and keep each header unique. Names such as first_name and invoice_total are easier to map than Column 1 or Data.
Keep one record per row. Each row should contain everything needed for one finished document. Do not use merged cells or place notes above the header row.
Format values as you want them printed. Check dates, currency symbols and leading zeroes. The browser preview lets you correct any value before generation.
Choose a filename column. A unique value such as invoice number or candidate name makes the downloaded PDFs immediately identifiable.
A simple spreadsheet checklist
- ✓The first row contains column names
- ✓Every later row represents one PDF
- ✓Dates and numbers display correctly
- ✓The file is .xlsx, .xls or .csv
- ✓A unique column is available for filenames
What can you mail merge from Excel into PDF?
Invoices and statements
Turn each ledger row into a client-ready PDF with the correct amount, number and due date.
Certificates
Create one named certificate per attendee without copying names into a design by hand.
Offer letters
Merge candidate, title, salary and start date from the recruiting spreadsheet.
Forms and notices
Fill an existing PDF form from Excel while keeping the original layout unchanged.
Excel to PDF mail merge FAQ
How do you do a mail merge from Excel?+
Use the first row of the spreadsheet for field names and each later row for one document. Upload the Excel file and a PDF template, match the columns to the PDF fields, preview a row, then generate one PDF for every row.
Can Excel mail merge directly to PDF?+
Excel stores the data but does not provide a complete PDF mail merge workflow on its own. MailMergeOnline combines your Excel rows with a PDF template and creates one PDF per row directly in your browser.
Can I mail merge an XLS or XLSX file?+
Yes. The tool accepts modern .xlsx workbooks, older .xls files and .csv data. The first worksheet is read in the browser, and you can review or edit the imported rows before creating the PDFs.
What should the Excel spreadsheet look like?+
Use one header row followed by one row per recipient or document. Give each column a clear name such as customer_name, invoice_number or due_date. Blank rows can be removed in the browser before you generate the PDFs.
Can I use an existing fillable PDF?+
Yes. Upload a PDF with AcroForm fields and the tool detects them so you can bind each field to an Excel column. You can keep the generated fields editable or flatten the finished files.
Does it create separate PDF files?+
Yes. Every spreadsheet row can become a separate PDF with a filename built from your data. You can download the files in a ZIP or choose one combined PDF instead.
Are my Excel and PDF files uploaded?+
No. The merge runs in your browser. Your spreadsheet, PDF template and generated documents stay on your device, and no account is required.
Create personalised PDFs from your Excel sheet
Upload a template, add your spreadsheet and preview every row. Your files stay on your device from start to finish.
Start your Excel to PDF mergeFree to use · No account · Nothing uploaded