Mail merge to PDF
Mail merge from Apple Numbers to PDF
Apple Numbers is a common home for lists on a Mac or iPad: a class roster, a client list, a tenant ledger. To fill PDFs from it, export the table to a format PDFBetter reads, then map its columns to the PDF's fields.
Reviewed
Why it works
Apple Numbers to PDF mail merge, explained
PDFBetter doesn't read .numbers files directly. In Numbers on a Mac, choose File → Export To → CSV or File → Export To → Excel. On iPhone or iPad, use the More menu, then Export, and pick CSV or Excel. A Numbers sheet often holds several tables; a CSV export writes each table to its own file, while Excel keeps them as separate sheets. Export just the table you need, or pick the right file afterwards.
Numbers tables often include header and footer rows, such as a totals row, and those become data rows in the export. Delete footer rows or convert them to normal rows you can remove before exporting. Runs of up to 50 rows can be generated in your browser for free, and the spreadsheet and PDFs never leave your device. Larger runs are generated on PDFBetter's servers and count toward your monthly spreadsheet fill rows: 25 on Free, 500 on Pro and 5,000 on Business.
How to do it
Mail merge from Apple Numbers to PDF in 5 steps
1A form
2Type into the fields
3A filled copy
- 1
Clean up the table
Keep one header row, remove footer and totals rows, and set ZIP codes and IDs to Text format so leading zeros survive.
- 2
Export from Numbers
Choose File → Export To → CSV or Excel on a Mac, or More → Export on iPhone and iPad.
- 3
Prepare the PDF and map
Open the PDF to fill, add fields with Create fillable PDF if needed, upload the exported file and match each column to a field.
- 4
Name the files
File names come from a template you write with column names in braces, such as {last_name}-{first_name}. {#} inserts the row number and {#:3} pads it to three digits (007). Characters that aren't allowed in file names, such as slashes and colons, become spaces, and a row whose template comes out empty is named record-001 and so on.
- 5
Validate and generate
Fix rows reported as failing a field's rules in Numbers, export again, and generate one PDF per row.
Start from a template
Templates that fit
Certificate of completion
12 fields · 1 page
Fillable certificate of completion for courses, workshops and training: recipient, program, date, hours or credits, certificate number and two signatures.
Rent receipt
20 fields · 1 page
Fillable rent receipt with property, rental period, rent due, late fees, other charges, amount paid and balance. Landlord signs; tenant keeps proof of payment.
Invoice
82 fields · 2 pages
A clean, fillable invoice with bill-to and ship-to, 12 line items, discount, sales tax and balance due that calculate as you type. Fill, sign and send free.
Donation receipt
18 fields · 2 pages
Fillable donation receipt for 501(c)(3) nonprofits with donor, date, cash or property gift, and the goods-or-services statement donors need for tax records.
Gift certificate
21 fields · 1 page
Fillable gift certificate for shops, salons and restaurants with a dollar value or service, number, expiry date, redemption terms and a business record stub.
Apple Numbers to PDF mail merge: questions people ask
Can I upload a .numbers file?
No. Export it to CSV or Excel from Numbers first; both work.
My CSV export produced several files
Numbers writes one CSV per table. Pick the file named after the table that holds your records.
Should I choose CSV or Excel?
Excel keeps dates as dates and keeps tables together as sheets. CSV is simpler when you only need one table.
Can I do this on an iPad?
You can export from Numbers on an iPad and run the merge in a browser. A larger screen makes column mapping easier.
How many rows can I fill?
Runs of up to 50 rows can be generated in your browser for free, and the spreadsheet and PDFs never leave your device. Larger runs are generated on PDFBetter's servers and count toward your monthly spreadsheet fill rows: 25 on Free, 500 on Pro and 5,000 on Business.