Performing a simple mailout is relatively simple if you can send exactly the same content to each recipient. This task is significantly complicated when you need to include personalized information in each document. With Debenu PDF Aerialist, however, you can merge information from a CSV or text-based data file with a PDF form to produce mailout documents that are complete with the appropriate personalized information. This article explains how to complete a mail merge using Debenu PDF Aerialist.

In order to successfully complete a mail merge, you first need two things: a PDF form and a data file. The form must contain text-based fields; ultimately, text-based information from the data file will be used to fill these fields in order to produce the final, personalized documents.

Blank PDF form with form fields highlighted.

Blank PDF form.

Like all text-based and CSV files, the data file must be consistently formatted, with the first line listing the relevant field names in the same order and style in which the values appear on subsequent rows. In the example pictured below, each entry is separated by a tab.

Tab-delimited data file.

Text-based data file.

Once the PDF form and data file have been created, you can perform a mail merge in Debenu PDF Aerialist via the following steps:

1. Open the desired PDF form in Acrobat.

2. Select Tools > Debenu PDF Aerialist 12 > Mail Merge.

Mail Merge in the Tools menu.

Mail Merge in the Tools menu.

2. Select the appropriate data file, delimiter and qualifier settings (the example used in this tutorial is tab-delimited and did not use a qualifier).

Setting data source options.

Setting data source options.

3. Select the appropriate output folder.

4. Check “Save each copy of the filled form as a separate PDF” to generate a separate document for each recipient. To produce a single PDF that combines all of the completed forms into a single file, this option should not be checked.

Checkbox to set single output as a single PDF or multiple PDF files.

Checkbox to set single output as a single PDF or multiple PDF files.

5a. Select whether to set output file names manually or based on existing form data.

Setting output file names.

Setting output file names.

5b. If “Form Field based” was chosen in step 5a, select the desired form field.

Selecting form field.

Selecting form field.

6. Click on “Save Settings” to store preferences for future use.

Save settings for later.

Save settings for later.

7. Click OK.

Completed form for mailing.

Completed form for mailing.

The final documents are now ready for mailing.