XERIA can send personalized PDF outputs through a configured Microsoft 365 account as part of a controlled batch workflow. Instead of manually composing a separate message and attaching a different PDF for every recipient, you can prepare recipient-specific files in XERIA and use the stored recipient e-mail addresses to send the corresponding copy to each person.
The most reliable workflow separates document preparation from e-mail delivery. First verify the recipient data and personalized PDF output, then verify the Microsoft 365 account connection and message settings, send a small test, and only after that start the larger batch. This reduces the chance that a wrong recipient, wrong attachment, or wrong sender configuration affects many messages.
The Short Answer
Configure the Microsoft 365 mail option in XERIAâs Mail Settings using the account sign-in and authorization flow shown by the current XERIA version, prepare or select the recipient list, generate the personalized PDFs, configure the e-mail subject and message, send a small test, and then run the batch delivery.
Each recipient should receive the PDF prepared for that recipientânot a generic shared attachment unless that is intentionally your workflow. Before production, verify the recipient e-mail address, output filename, personalized watermark or trace data, and the attachment assigned to the message.
1. Prepare the Workflow Before Connecting Delivery
E-mail delivery is the final stage of a larger document workflow. Before sending anything, make sure the source PDF is ready, the recipient list is current, personalization values are correct, and the generated files match the intended recipients. If the personalized output is wrong, Microsoft 365 delivery will simply distribute the wrong output more efficiently.
- Use the intended recipient list and remove test or obsolete records
- Review recipient e-mail addresses before production
- Confirm the personalized PDF settings before sending
- Check recipient-specific watermarks, trace values, passwords, permissions, and filenames when used
- Keep test recipients clearly separated from production recipients
- Use a small test batch before a large external distribution
2. Configure Microsoft 365 in XERIA
Open XERIAâs Mail Settings and select the Microsoft 365 option. Complete the account sign-in and authorization flow shown by the current XERIA interface. XERIAâs Microsoft 365 integration uses Microsoftâs account and Graph-based mail workflow, so follow the permissions and sign-in steps presented by the current version rather than relying on an old setup procedure.
After the account is connected, verify that XERIA is using the intended sender identity. This matters when a user can access multiple Microsoft 365 accounts, aliases, shared environments, or organization addresses. Do not assume that the address you use in Outlook or another Microsoft client is automatically the sender currently selected in XERIA.
3. Send Personalized PDFs with Microsoft 365
Step 1: Select the Recipient List
Choose the recipient list that belongs to the distribution. Confirm the list name, recipient count, and e-mail addresses before generating or sending anything. If you need to create or reorganize the list first, see [Create and Manage Recipient Lists in XERIA](/resources/articles/create-manage-recipient-lists-in-xeria/).
Step 2: Prepare the Personalized PDF Output
Configure the PDF personalization, watermarking, trace, password, permission, filename, and other output settings required by the job. Generate or preview a small sample so that you can verify the correct recipient data appears in the correct file.
Step 3: Review the Microsoft 365 Sender Connection
Open the mail configuration and confirm that the intended Microsoft 365 account is connected and active for the workflow. If sign-in has expired, authorization has changed, or the sender identity is ambiguous, resolve that before starting a production batch.
Step 4: Configure the E-mail Message
Enter the subject and message content appropriate for the distribution. Give the recipient enough context to recognize the sender and attachment. Avoid placing confidential document content directly in the message body when the protected PDF is intended to carry that information.
Step 5: Send a Small Test
Send one or a few messages to controlled test recipients. Verify the Microsoft 365 sender identity, subject, body, recipient address, attachment filename, attachment contents, PDF protection, and visible personalization before starting the full batch.
Step 6: Start the Batch and Review the Result
After the test is correct, start the intended batch delivery. Keep the XERIA workflow running as required and review the results after completion. Tenant policy, Microsoft service limits, connectivity, authorization state, rejected addresses, or recipient-side filtering can affect individual messages.
4. Keep Recipient Data and Attachment Identity Aligned
Personalized delivery depends on a correct relationship between the recipient record and the generated file. The e-mail address should belong to the same recipient whose name, watermark, trace values, password, filename, or other personalized data appear in the attached PDF.
This is why recipient-list quality matters before e-mail sending. A syntactically valid address can still belong to the wrong person or project. Review or rebuild the recipient data before generation and delivery when necessary.
5. Write the Message for Controlled Document Delivery
The e-mail message should support the document workflow without creating unnecessary exposure. Include enough context for the recipient to recognize the document and sender, but avoid duplicating confidential document content in the message when the protected PDF is intended to carry that information.
If the PDF uses an opening password, consider whether sending that password in the same Microsoft 365 message would weaken the protection objective. Depending on the risk and your organizationâs policy, a separate communication channel may be more appropriate.
6. Verify the Personalized Attachment
Before the production batch, open at least one generated attachment exactly as a recipient would receive it. Confirm that the PDF is the correct document, the filename is appropriate, the recipient-specific watermark or trace information is correct, and any password or permission settings behave as intended.
If the workflow uses visible watermark tokens, verify the resolved recipient information rather than the template placeholder. For dynamic visible personalization, see [Use Watermark Tokens in XERIA](/resources/articles/use-watermark-tokens-in-xeria/).
7. Use a Preflight Test Before Production
A useful test reproduces the real production configuration as closely as possible. Test the actual generated PDF, Microsoft 365 sender, recipient mapping, subject, message, attachment, and protection behavior rather than sending a generic message that does not represent the final workflow.
- Verify the Microsoft 365 sender identity
- Verify the recipient address
- Check subject and message text
- Open the attached PDF and confirm recipient-specific content
- Test any password and permission settings
- Confirm that the message is recorded in XERIAâs delivery records as expected
8. Run Microsoft 365 Batch Delivery Carefully
Once the test is correct, XERIA can use the recipient list and prepared outputs to perform the repeated send workflow through Microsoft 365. The benefit is consistency: each recipient can receive the corresponding prepared copy without manually composing and attaching every message.
Automation also increases the impact of bad data or a wrong sender configuration. Do not treat the Send action as the first validation step. Review the recipient list, generated files, and sender identity before the batch, then review the results after it.
9. Review Mail Log After Sending
XERIAâs Mail Log provides an operational record of the e-mail workflow and can help you review what was attempted or recorded by the application. Use it after important batches to compare the intended recipient set with the observed sending results.
Mail Log is useful evidence of the application workflow, but it is not proof that the recipient opened or read the attachment. After the message is handed to Microsoftâs mail service, provider processing, tenant rules, recipient filtering, rejected addresses, or other mail-system behavior can still affect the result.
10. Use Microsoft 365 Delivery as One Layer of Secure Distribution
E-mail is convenient, but an attachment becomes a portable file copy once it is delivered. Strengthen the workflow before sending by applying the protection layers that fit the document risk and legitimate recipient needs.
- Use password protection when access restriction is appropriate
- Apply printing or copying permissions when supported-operation restrictions are useful
- Use recipient-specific visible watermarks when accountability matters
- Use trace codes or optional QR trace information when the workflow calls for trace-oriented data
- Keep recipient e-mail addresses and personalized files correctly paired
- Use a separate password channel when your security policy requires it
11. Understand the Limits of Microsoft 365 Attachment Delivery
Microsoft 365 delivery does not create continuing control over an attachment after the recipient receives it. The recipient may save the file locally, move it to another device, forward the message, or upload the PDF elsewhere unless other controls or organizational policies prevent that. XERIA strengthens preparation and delivery; it does not remotely control a delivered e-mail attachment.
- A delivered attachment is a portable file copy
- Microsoft 365 e-mail does not remotely revoke a local PDF through XERIA
- E-mail does not guarantee the identity of the person who later opens a saved attachment
- Microsoft tenant, service, and anti-abuse policies still apply
- Inbox placement and recipient-side filtering are outside XERIAâs control
- Visible content can still be captured even when the PDF is protected
Common Microsoft 365 Delivery Mistakes to Avoid
The most serious problems are usually workflow problems rather than e-mail-interface problems. Wrong recipient mappings, outdated addresses, untested attachments, expired authorization, an unintended sender account, or starting a large batch before a controlled test can all create avoidable issues.
- Using the wrong recipient list
- Sending before checking personalized attachments
- Using an unintended Microsoft 365 sender identity
- Ignoring an expired or changed account authorization state
- Sending passwords in the same message without considering the risk
- Starting a large batch without a realistic test
Practical Best Practices
Treat Microsoft 365 delivery as the last controlled stage of the document process. Validate the recipient list, generate the personalized files, test protections, confirm the Microsoft 365 sender identity, send a small preflight batch, and only then start production. After the batch, review Mail Log and investigate failed or unexpected results.
- Keep Microsoft 365 account authorization current
- Review recipient data before every important batch
- Use realistic test recipients before external distribution
- Keep document protection proportional to the risk
- Separate passwords from the attachment message when policy requires it
- Review Mail Log after sending and investigate anomalies
How Microsoft 365 Delivery Fits into XERIA
XERIA integrates Microsoft 365 into its desktop personalized-document workflow so prepared recipient-specific PDFs can be sent from the configured Microsoft account without manually composing every message. PDF preparation remains part of the local desktop workflow, while Microsoft 365 and Microsoft Graph provide the mail transport and account authorization layer.
Microsoft 365 delivery can be used with recipient lists, personalized batch generation, visible and image watermarks, watermark tokens, trace codes, optional QR trace information, password and permission settings, cloud-connected outputs, and Mail Log. For broader secure e-mail considerations, see [How to Send a Confidential PDF Securely](/resources/articles/how-to-send-a-confidential-pdf-securely/).
Frequently Asked Questions
Can XERIA send personalized PDFs through Microsoft 365?
Yes. XERIA supports Microsoft 365 as an e-mail delivery option for prepared PDF workflows. Configure the account in Mail Settings, verify the recipient list and generated files, test the sender connection, and then run the intended delivery.
Does XERIA use the same Microsoft 365 sender for every message in a batch?
The batch uses the Microsoft 365 sender identity configured for that workflow. Verify the active account before production, especially when multiple accounts, aliases, or organization identities are available.
Can I send the PDF password in the same Microsoft 365 message?
Technically the message can contain the password, but placing it beside the protected attachment can weaken the purpose of separate access protection. For higher-risk documents, your policy may call for a separate channel.
Does Mail Log prove that the recipient opened the attachment?
No. Mail Log is an application-side record of the sending workflow. It can help review sending activity, but it is not proof that a recipient opened, read, or retained the PDF.
Conclusion
Sending personalized PDFs with Microsoft 365 in XERIA works best as a controlled final stage: prepare accurate recipient data, generate and verify the correct personalized files, confirm the Microsoft 365 sender and authorization state, test the full message and attachment flow, then run the batch and review Mail Log.