We earn commission when you buy through affiliate links.
This does not influence our reviews or recommendations.Learn more.
The process turns manual communication tasks into quick, automated workflows.
you could send hundreds of customized emails in minutes instead of hours.
Each recipient receives mail that speaks directly to them, as catered by the sender.
It can also be used for other purposes, from sending job offers to creating event invitations.
Letters
Form letters are the most common use of mail merge.
you’re free to personalize welcome letters, thank-you notes, and business proposals.
Each letter pulls data from your recipient list.
For instance, a university can send acceptance letters to 1,000 students with unique details for each one.
Emails
Mass emails become personal with mail merge fields.
Marketing teams use merge tags to add customer names and purchase history.
To facilitate this, your email contact list connects with templates in Google Workspace.
For example, a retail store can send product recommendations based on past purchases.
Envelopes
Address labels save hours of manual typing.
With mail merge, your address list formats automatically to match envelope sizes.
For example, a non-profit can print 500 donor appreciation envelopes in minutes.
The merge field accurately places the address in the determined spot.
Labels
Mail merge creates shipping labels, name tags, and product labels.
Your recipient list turns into perfectly formatted stickers.
As a use case, a conference organizer can print name badges for 300 attendees.
Each badge shows the persons name, company, and role.
Directory
Directories organize contact information in a structured format.
With mail merge, your Google Sheets data becomes a clean, sorted list.
What Are the Components of Mail Merge?
There are 3 main components of mail merge, as mentioned below.
Data Source
Your data source holds all recipient information in organized columns.
Google Sheets works well for storing names, email addresses, and custom details.
you could import CSV files or connect directly to your email platform.
Template Document
The template forms the base for your merged documents.
Start with a basic layout in Google Docs or your preferred tool.
Add spots for changing information like names or order numbers.
For example, a real estate agents template can include property details and price points.
The template stays the same while the content changes for each recipient.
Merge Fields
Merge fields connect your template to the data source.
They act like unique markers that pull information from your spreadsheet.
Place these fields wherever you want your defined variables to appear.
Column headers from your data source become available merge fields.
Examples include:
The Mailings tab helps you insert field names correctly.
Each field links to a column header in your data source.
When you merge, the fields accurately showcase the data pulled from your source.
Marketing emails feel more personal when merge fields add relevant customer details.
Your recipient list flows into the template, creating individual messages at scale.
Although mail merge is excellent for personalizing bulk emails, it has its own set of limitations.
Ive discussed 5 of its biggest challenges below.
Data Formatting Issues
Numbers often lose their formatting when moving between platforms.
For example, a zip code might drop its leading zeros in the final document.
Percentages and currency symbols can also appear incorrectly when transferring from Google Sheets.
Customization Barriers
Mail merge fields limit font and color choices during personalization.
The text formatting changes unexpectedly when moving between different platforms.
Tool Compatibility Problems
Different versions of mail merge tools dont work well together.
Your email platform might reject merged documents due to incorrect controls.
Moreover, converting between Google Workspace and other platforms can break merge fields.
Technical Hurdles
The Mailings tab becomes unavailable when multiple users edit the same document.
Your recipient list might also face access problems when stored in shared folders.
Moreover, Mail Merge stops working if your default email controls change.
Processing Limitations
Large address lists significantly slow down the merge process.
Additionally, the Merge feature fails when handling complex data structures.
I need to send multiple emails to my clients for their due invoices.
You must enter all the relevant information you want to include in the merged mail under dedicated column headers.
The Excel file will also contain the recipients email addresses.
Ive created another column header named Email.
This column header contains all the client email addresses for this mail merge project.
Emails wont be added to the content of the emails Im going to send.
Outlook will refer to this column to know the list of emails for bulk email sending.
Lets get started:
Now, a blank Microsoft Word file will open.
Youve successfully created a mail merge template.
This file will be linked to the previous Excel file that you used.
If you’re gonna wanna change the database, clickSelect Recipientsand link a new database.
When you bring up the file next time, itll open in theLetterlayout.
you’re free to change the content layout toE-mail Messagesfrom theLetterformat by clicking theStart Mail Mergebutton.
Users can send personalized emails to multiple recipients from their Gmail account.
The tool tracks email opens, clicks, and responses in real time.
YAMM also helps create custom fields for Gmail email templates.
you’re free to import contacts from Google Sheets with a single click.
The Scheduling feature lets you send emails at optimal intervals whenever needed.
It supports follow-up campaigns and filtered sending based on recipient data.
Mailmeteor
Mailmeteor serves as an email campaigning solution targeted to Gmail users.
The platform focuses on improving email deliverability rates.
Users can initiate, edit and manage campaigns in Gmail directly.
The tool offers AI-based personalization for mass emails.
Additional features include date-specific sending and automated follow-ups.
The platform verifies email addresses before sending.
There is a 50-email per day limit on the free trial.
Right Inbox
Right Inbox adds productivity features to Gmail accounts.
The extension helps track email opens and clicks.
it’s possible for you to also schedule your emails according to the required delivery times.
The tool offers recurring email functionality for regular communications.
Email reminders prevent important messages from being forgotten.
Right Inbox functions equally well in Chrome, Firefox, and Safari browsers.
Paid Personal plans start at $7.95/month, with the Professional plan at $14.95/month (billed annually).
Only the Professional plan allows mail merging.
Mailshake
Mailshake helps sales teams automate outreach across email, social media, and phone calls.
The platform lets you send targeted cold emails in bulk.
you could also curate follow-up sequences and automate them based on receiver actions.
The tool includes AI-powered email writing and copy analysis features.
Apart from this, Mailshake offers email domain setup and list-cleaning capabilities.
You get detailed analytics for tracking campaign performances.
Teams can manage leads through the Lead Catcher feature for streamlined workflows.
Lastly, the system integrates with CRM tools like Salesforce and HubSpot to meet growing needs.
GMass
GMass turns Gmail into an email marketing platform.
The tool connects with Google Sheets for contact management.
you’ve got the option to create personalized mass email campaigns with automated follow-ups and email tracking.
The platform offers A/B testing and campaign analytics to fine-tune your outreach strategy.
you’re free to schedule emails and manage bounce rates as well.
For Individuals, the plans are listed below, and all prices are valid when billed annually.
Plans for Teams start at $120/month for 5 users.
