PDF attachments and message body text in Mail Merge Toolkit for Outlook

We received recently several requests from our users, about sending messages as PDF attachments in Mail Merge Toolkit, and typing the text for the message body – so, we will answer them in our blog for all our customers who are interested in using this efficient feature.

Question:
When I use this on my Word 2016 it asks me to type my message in a “Message Body” box after I do the step of adding the attachment. Why does it ask me to do that when I’ve already typed it into the main doc??

Six different message formats:

Mail Merge Toolkit offers you 6 different message formats: with “HTML, Filtered” and “Plain Text”, your main document text will be inserted into your message body the regular way, like if you create new message in Outlook;
with 4 “Attachment” formats, your main document will be converted to file and attached to the message:

Merge-to-email window in Mail Merge Toolkit for Outlook

If you select “HTML/RTF/PDF Attachment” as the message format in the Mail Merge Toolkit settings, your main Word document will be converted to a file, and attached to each outgoing personal message as personal separate file (and the same for Publisher projects).

“Message body” dialog box

And if you select “PDF etc. Attachment” as your message format, you will also get a new dialogue in the next step – “Message body”: you can type there the text of your message body – otherwise, your e-mail with the individual attached message will be sent with the blank e-mail body:

Text in Outlook email body

Originally, that “Message body” box supported merely plain text and macros (Merge data fields), but later, we also added support for images and other graphic objects – your message body can look now like your regular message, with pictures, tables and formatted text.

And together with the attached message file, you can also attach regular files to your mail.

Question:
When sending a customized PDF attachment, a box opens to input the email message body with optional mail merge fields. This message always seems to be in HTML format. Is there a way to change it to the other formats, such as plain text or RTF?

HTML is the only supported message format if you send your main document content attached as PDF, RTF, or HTML file. We started using it, because this format is universal and supported by all e-mail systems and clients.

16 thoughts on “PDF attachments and message body text in Mail Merge Toolkit for Outlook

  1. Hi, I was just about to purchase Mail Merge Toolkit when I started to receive the attached error. Can you solve this please?

    1. Hello David, thank you for your question.
      Please see our specialist’s reply to the comment above:
      https://www.mapilab.com/blog/mail-merge-toolkit-outlook-pdf-attachments-message-body-text/#comment-6055
      The error messages with the “CreateOutlookSession” method are known if the add-in fails to launch its Outlook component – either due to technical issues with Microsoft Office Outlook, or because the add-in is disabled in Outlook. Please try these tips in turn:
      1) Launch Outlook before you start mailing from Word.
      2) (Re)enable the add-in in Outlook:
      First, go to Outlook menu: File-> Options-> Add-Ins-> “Disabled Items” – highlight* the add-in in the list and hit “Enable”.
      After that, please point to COM Add-Ins and put the checkmark to the check box next to the add-in. Please see the screenshot:
      https://www.mapilab.com/blog/wp-content/uploads/2014/07/1427.jpg

      3) If it is not listed among Disabled Items – please remove the tick from its check box in COM Add-Ins, click OK, then point back – and put the checkmark. That simple step will run troubleshooting – and either the issue will be fixed, or an informative notification will be displayed.

  2. Can the pdf attachment in this mail merge have an electronic signature field so the recipient can open, electronically sign, save and send back as an attachment? Thank you!

    1. Hello Sue, thank you for your quetsion.
      Yes, you can use electronic signature in your Word document, and it should be converted properly into PDF and supported, if you select message format: “PDF for Printing” in Mail Merge Toolkit settings.

  3. Hello,

    You can create a pre-made .RTF document with contents and tuned-out font settings for the message body, and then import it by right-clicking the message body editing box, and selecting the “Load from file…” menu item.

    Sincerely yours,
    Ivan.
    MAPILab Support Team.

  4. Hi, is there any way to change the default format in the message body, my defaults for HTML in Outlook are Calibri 11 and 6pt between paragraphs. MM Toolkit messages are Tahoma 8.5 and no psacing

  5. I can get to the step below and then once I click ok it will not show the message dialog box. I had been able to do this previously and it has just started not going to the next step and freezing.

      1. I have the same issue as Rachel.I do not get the message body menu, after click on OK in the mail merge toolkit menu. If I push on Escape button, the emails will be sent without any message body…..

    1. Hello,

      Unfortunately, I do not see the trouble ticket you’ve made in our Support system regarding this issue.

      Please try creating another one if the first one did not make it through for some reason.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  6. Dear support,
    If I am using Mail Merge Toolkit – I keep seeing this error
    Error: “Invalid Pointer”
    File: MailsenderClient.cpp
    Line: 375
    Method: MailSenderClient::CreateOutlookSession

    See also the attachment

    Is there any way to solve this ? think I will love this tool

    Kind Regards

    Eli

    1. Hello,

      This error message indicates that the add-in is disabled in Outlook. In order to resolve this issue, please enable Mail Merge Toolkit as follows:

      1) In Outlook 2010/2013/2016, navigate to “File -> Options -> Add-ins”;
      2) You can see the “Manage [COM Add-ins] Go…” control down below. The [COM Add-ins] part is switchable. Please click it and switch to “Disabled Items” so the control would resemble the “Manage [Disable Items] Go…” scheme.
      3) Click the “Go…” button.
      4) On the resulting window you should see the OutlookSenderAddin.dll file. Please enable it by highlighting it and clicking the “Enable” button.
      5) Next, please return to the “File -> Options -> Add-ins” window.
      6) Click the “Go…” button when the [COM Add-ins] item is switched.
      7) Locate the add-in in the add-ins list, and put a checkmark beside it to enable it. Click “Ok” and see if the issue has been resolved.
      8) If the issue still persists, please try restarting Outlook after steps 4 and 7 for the changes to apply.

      If there was no OutlookSenderAddin.dll file, please remove the checkmark in the 7th step instead, and retry the procedure from the start.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

  7. Dear support,

    If I am using Mail Merge Toolkit, I would like to know if it is possible to attach all pdf files or those files with file name starting with specific strings under a specific folder. Please advise.

    Thanks and regards,
    william

    1. Hello William, thank you for your question.
      Mail Merge Toolkit supports working with file masks:
      you can click on the button next to “Attach”, select there “Add File”, browse to your folder, and in the File Name filed, type:
      *.PDF
      - this way, all your PDF files from that selected folder will be attached to each message.
      Or, you can type path+filemask in your data source – for files in different individual folders.
      (Please care of the data size in your emails and your mail server limits for outgoing messages)

  8. Hi,

    May I ask you a question. Does you software could be able to send mail-merge and pdf with password protection?
    I would like to use for sending payroll slip.

    Kind regards,
    Kitichai

    1. Hello,

      We appreciate your interest in MAPILab products.

      I regret to inform you, but Mail Merge Toolkit does not support the password protection feature, since it relies on the original conversion algorithm Microsoft Word includes.

      Sincerely yours,
      Ivan.
      MAPILab Support Team.

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