Configure your email details for pdfMachine merge

pdfMachine merge sends the emails from an email address supplied by you. You can set up a number of email addresses using the Email Config menu item. You can then select the appropriate email account when you trigger a send.

Supported email methods are :

  • Outlook with a specific account
  • Gmail
  • Outlook (Extended MAPI), default Outlook account only
  • SMTP

Use the Action button to configure the settings for an existing method.

Use the Add (+) button to add an SMTP method.

Microsoft Outlook

If you have Microsoft Outlook installed pdfMachine merge you can send from any of the accounts in your Outlook profile. pdfMachine merge will automatically populate them in the list. If there is a problem with your Outlook installation or you don't want to allow the use of Outlook you can uncheck the "I want to use Outlook" box. Removing the check and then re-applying it will force pdfMachine merge to repopulate from the Outlook profile. This is useful when you make a change to a profile or add accounts in Microsoft Outlook.

When Outlook (Extended MAPI) is selected and Microsoft Outlook is installed the default account in Microsoft Outlook is used to send the emails.

Selecting the Actions menu button allows you to throttle the merge operation for that account.

Outlook 2010: Extended MAPI or SMTP is recommended for Microsoft Outlook 2010.

    See a video here.


If you have a Gmail account you can authenticate pdfMachine so that it can send the emails using your gmail account.

Select the settings icon next to the Gmail API entry in the list of methods.

You can throttle the merge operation for that account by setting a maximum number of emails per hour.

Click on the Authorise Gmail button to select your Gmail account and authorise pdfMachine to send emails from that account.

    See a video here.


Use this to send directly using an SMTP server, bypassing any mail client software.

Use the Action button to enter or modify the SMTP details for the server.

Max emails per SMTP connection or per hour can be set - some SMTP servers have limitations that need to be adhered to.

Test Connection will test the login credentials. It will not perform a test send. Use the send functionality within a profile to perform a test send.

Hint: If you need to use SMTP but want a copy of the email in your Outlook emails you can set your own email as Bcc in the profile. You can even use an Outlook rule to move the email to a desired location.