A mail merge program helps you send personalized email messages to multiple contacts in one go. The individual messages have the same content but some parts of the message can be customized. For instance, you can greet each recipient by their first name while the message body stays the same.
Everyone can use Mail Merge. 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 offers. Teachers can send individual reports to students through mail merge.
How to Create Mail Merge with Gmail
Microsoft Outlook with Word has Mail Merge functionality built-in but if you are a Gmail or Google Apps user, you may still use mail merge easily with the help of Google Docs and Google Apps Script.
Mail Merge with File Attachments – Step by Step
With Mail Merge for Gmail, you can send rich-text (HTML) emails with file attachments. Let’s get started:
- Click here to create a copy of the Mail Merge sheet in your Google Drive.
- Under the new “Mail Merge” menu in the sheet, click on “Reset” to clear the canvas and also authorize the sheet to access your Gmail and Google Contacts.
- Open Google Contacts and create a new Group with all the contacts who you would like to send a personalized email. Alternatively, you can the names and email addresses of recipients manually in the Google Sheet.
- ‘Under the Mail Merge menu, choose Import Google Contacts and select the Google Contacts group that you created in Step 3. Google Docs will now automatically import all the relevant Gmail contacts into the spreadsheet.
- Fill-in the various fields of the email template.
- 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.
- If you would like to add an attachment to your email messages – say a PDF file or a Word document – just upload that file to Google Docs and copy-paste the ID of the file into the Attachment ID field. You can find the ID of a Google Docs file in its URL.
- Go to the Mail Merge menu again and click “Start Mail Merge” – the status column will change to “OK” for all email messages that were successfully delivered.
That’s it! You’ve just completed your first mail merge through Gmail and Google Docs. Please note that Gmail has a daily sending limit and you can send a maximum of 100 messages in a day. (Video Tutorial — download)
Gmail Mail Merge with Tracking - Premium
There’s a premium edition of Gmail Mail Merge available (PDF Manual) that includes several new features including:
- You can send different file attachments to different recipients in the same Mail Merge.
- You can CC or BCC the messages to any number of recipients.
- You can track outgoing messages with the help of Google Analytics.
- Support available via email and phone.