Mail Merge for Gmail lets you send personalized email messages to multiple contacts in one go. The individual messages have almost the same content but some parts of the message can be customized. For instance, you can greet each recipient by their first name, you can include their postal address in the message body, personalize the subject line, attach different files while the other parts of the email body remain the same.

Mail Merge in Gmail is for everyone. If you are organizing a party at your home, you can send personalized email invitations to all your friends with the help of mail merge. A business owner can use mail merge to inform customers about upcoming deals and offers. Teachers can send individual assignments and reports to students through mail merge. You can even track your sent emails with Google Analytics.

Mail Merge in Gmail

Here’s how you can do mail merge with Gmail:

  1. Install the Mail Merge for Gmail add-on. Please watch the Mail merge tutorial for instructions.
  2. This will create a new Google Spreadsheet. Go to the Add-ons menu in the sheet, select Mail Merge with Attachments and then select the Create Merge Tempalte menu.
  3. Open Google Contacts and create a new Group with all the contacts who you would like to send a personalized email. Alternatively, you can enter the names and email addresses of recipients directly in the Mail Merge Google Sheet.
  4. Under the Mail Merge menu, choose Import Google Contacts and select the Google Contacts group that you created in Step 3. It will now automatically import all the associated Gmail contacts into the spreadsheet.
  5. Go to Gmail and create a new draft email messages that will become the template for Mail merge. Alternatively, you can compose an email template in rich text using the HTML Mail tool and then copy-paste the generated HTML code into the message body field of the Google Sheet.
  6. If you would like to add file attachment to your email messages – say a PDF file or a Word document – just upload the file to Google Drive and then select Insert File Attachments to insert that link of the file into the Mail merge sheet. Mail Merge will automatically insert the actual file into the email.
  7. Go to the Mail Merge menu again and choose “Configure Mail Merge” – the status column will change to “MAIL SENT” for all email messages that were successfully delivered.

Gmail Mail Merge F.A.Q.

Here are some answers to frequently asked questions around Mail Merge for Gmail and Google Apps:

1. How many email messages can I send per day?
The free edition of Mail merge lets you send 50 emails per day. The limit for Premium users is different. Gmail users can send emails to 100 recipients per day while the limit for Google Apps for Work accounts is 1500 recipients per day. Remember that the limit is “recipients” so if you send an email that is also cc’ed to someone, it will decrease your quota by 2.

2. I am a premium Google Apps user, yet my daily limit is only 100 per day?
The 1500 limit is available to Google Apps for Work accounts. Google will increase your limit to 1500 if your Google Apps business account is more than a few months old or if your Google Apps domain has more than 5 users after the 1st billing cycle. See discussion.

3. How do I upgrade to Premium? What is the cost of a license?
You can use the form below to buy the premium license for Mail Merge. A single-user license is $29.99 while a domain-wide license is $299. This is a flat one-time fee (not any monthly or yearly subscription). If you are in India and unable to buy via PayPal, please use this link or send an email to

4. How do I report issues with Mail Merge?
Open the Mail Merge Google Sheet, go to Add-ons > Mail Merge with Attachments > Instructions and Support > Send Debug Logs. It will send a copy of the sheet and the mail merge configuration to the Google Script developer.

5. What is your privacy policy? Why does Mail Merge require access to my Gmail, Google Contacts, etc.
Mail Merge needs access to Gmail because it sends emails from your Gmail account. It needs access to Google Drive to fetch file attachments while it requires access to Google Contacts to import them into the Google Sheet. Your data remains private is never shared with any third-party.

6. How do I track email opens with Mail Merge?
This is a Premium feature. During configuration, select “Yes” for “Track Email Opens” option and the outgoing emails will included a 1×1 tracking GIF. To view the email read reports, go to the Mail Merge menu and choose Show Email Open Reports. You can see the date and time when an email was opened, the IP address and the User Agent of the client. In most cases, this will be equal to a Google IP address because Google now caches images on it own servers.

7. How do I include different CC or BCC addresses for each recipient?
Add two extra columns in the Mail merge template and set their names as CC and BCC respectively. Now put the email addresses in these columns per row and the message will cc’ed and bcc’ed to respective addresses.

8. Why is the option to create Gmail drafts is disabled in my Mail merge?
The Drafts option is only available if your writing the Mail Merge in plain HTML. It is not available if you are using a readymade Gmail draft as a template.

9. I need to send an email blast to 10,000 email contacts. Can Mail Merge handle this?
It is recommended that you uses a dedicated email sending service like MailChimp for sending bulk emails. You can use the Gmail Address Extractor to pull all emails from your Gmail mailbox.

10. How do I insert unique images in all my outgoing email messages?
You can create a new column in Mail merge sheet called Images. Now upload the image to image hosting site like, get the image URL and add it to the sheet as shown below:
<br><img src=”image_url”/><br>
In the Gmail draft, add {{Images}} anywhere and it will be replaced with the actual image.

11. I am scheduling an email but it is sending it right away. Why?
The scheduled emails are sent +/- 30 minutes of the scheduled time. So if you have scheduled an email to go out at 2:15 PM, it can go anytime between 2-2:30 PM.

12. Do I have to keep my computer open for the scheduled emails to go at specific time?
No, the Google Add-on runs in the background on Google Servers and you can close the Google Sheet after configuration.

13. I have run out of my daily email quota? How do I send emails automatically when the quota is reset by Google?
You can add a schedule date that is 3-4 from now and run mail merge. The messages will be scheduled and they will be automatically delivered when your quota is reset.

14. I am running Mail Merge but it is simply not sending the emails. Why?
You’ve either run out of email quota or because the Mail Merge Status for a row is set to “MAIL SENT”. This check is in place to accidentally send multiple emails to the same address should you run merge multiple times.

15. I use Salesforce as my CRM. Is there a way to log all the emails into
Salesforce provides you with an email address. When you configure mail merge, put that email address in the BCC field of the Configure screen and Run Mail merge. All emails will be marked to Salesforce now for tracking.

16. Can I cancel Mail Merge from running? How do I recall my emails?
Mail Merge uses Gmail and therefore, unlike Microsoft Outlook, there’s no option to recall sent emails. You can however cancel a Mail Merge process. Go to the Mail Merge menu and choose Cancel to remove the schedule emails. Alternatively, you can clear the Mail merge sheet.

Google Scripts are powerful. Some of our other popular Google Scripts that will improve your productivity include Email Scheduler, Email Extractor, Save Gmail to Google Drive and Gmail autoresponder. For customized Google Scripts, see

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