Automate PDF Conversion & Email Sending with WPS Office

Using WPS PDF Converter to automate email attachments greatly improves efficiency

particularly when distributing PDFs to external stakeholders, internal teams, or department members

The process combines the power of PDF conversion with email automation tools to eliminate manual steps and reduce human error

To begin, ensure you have WPS Office installed on your computer

as it includes the PDF Converter tool alongside word processing, spreadsheet, and presentation applications

Start with collecting your editable files, including text documents, data tables, and slide presentations

that you intend to convert to PDF and attach to emails

Designate a central directory to house all source documents for streamlined processing

Then, set up the batch processing feature in WPS PDF Converter

Open WPS Office, navigate to the PDF Converter tool, and select the batch conversion option

Choose the folder containing your source files, set the output format to PDF, and specify a destination folder where the converted files will be saved

When the batch job ends, all documents appear as standardized PDFs, immediately attachable

Now, move on to the automation of email sending

While WPS PDF Converter itself does not send emails, it works seamlessly with email clients like Microsoft Outlook or Gmail when paired with automation utilities

If you use Outlook, set up a Power Automate flow or write a VBA script that activates upon PDF creation

Create an automated routine that watches the folder, recognizes new PDFs, and launches a pre-filled email with the attachment

Define fixed recipient addresses, email subjects, and message templates to ensure uniform messaging

If you prefer using Gmail, consider integrating Google Apps script with a folder monitoring tool

Place your PDFs in a Google Drive folder and write a script that triggers Gmail messages upon file detection

It involves little to no programming and supports both automated schedules and instant triggers

For users who need more advanced automation, third-party tools like Zapier or IFTTT can connect WPS-generated PDFs to email services by linking cloud storage folders to your email account

Run preliminary tests with a small batch of files to confirm all components function correctly

Verify that the PDFs convert correctly, the email drafts are populated with the right recipients and content, and attachments are properly included

Also, maintain a log or archive of sent emails to track delivery and ensure compliance with your organization’s recordkeeping policies

Periodically review and adjust your automation logic when folders or contact lists are modified

Keep your WPS Office software updated to benefit from the latest features and security patches

This synergy automates what was once a manual, high-risk procedure, allowing you to focus on higher-value tasks

This combined approach improves productivity while ensuring all outgoing documents appear polished and uniform