How To Combine Google Sheets With Mail Merge in Gmail

July 22, 2023

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In case your Workspace version helps it, you might mail merge from Gmail utilizing a Google Sheet as your knowledge supply. This implies you may create an electronic mail that takes {custom} fields from a spreadsheet and insert them into particular person emails to personalize your message. Mail merge works nicely for personalized suggestions, reminders or renewal messages.

Create a mail merge

To create a mail merge, you want a Google account with a supported version of Workspace: Particular person, Enterprise Normal or Plus, Enterprise Normal or Plus, Schooling Plus and Nonprofits.

It is best to examine along with your Google Workspace administrator to learn the way mail merge has been configured to your account. An administrator could permit or stop entry to mail merge through a setting within the Admin Console: Apps | Google Workspace | Gmail | Consumer Settings | Mail Merge. In some instances, this setting should still present as Multi-send. The administrator could modify this setting both for your entire group or for particular organizational items.

Moreover, by default, some Workspace editions prohibit mail merge to inner recipients solely; a Workspace administrator could select to permit sending a mail merge to exterior electronic mail addresses. In all instances, the amount of Gmail messages you ship should stay throughout the sending limits of your version.

As soon as you understand you’ve entry to mail merge and know to whom you might ship (i.e., inner solely or exterior addresses), open Chrome on a desktop-class pc, register to your Workspace account and comply with the sequence beneath.

Configure your Google Sheet

First, you’ll must have a Google Sheet that comprises your recipient electronic mail addresses, together with some other {custom} knowledge you want to embrace in your merge. One strategy to receive your supply sheet could possibly be to export a set of data from a database corresponding to Salesforce after which import your file (e.g., .csv or .xlsx format) into Google Sheets.

As with most merge knowledge sources, Row 1 of your sheet ought to comprise the sphere title headers corresponding to First Title, Final Title, Greenback Quantity, Date and Date Format Instance (Determine A). Make certain your discipline names use commonplace characters and numbers slightly than particular symbols.

Determine A

Make sure you have, at minimum, one email column and one name column in your source Google Sheet. You may include other custom-named columns you wish to use as well. — Be sure to have, at minimal, one electronic mail column and one title column in your supply Google Sheet. You could embrace different custom-named columns you want to use as nicely.

Overview your supply knowledge to make sure that each discipline you propose to merge has correct data; specifically, examine that every one names are right. Sending an electronic mail the place you merge the flawed title could immediate individuals to both delete your electronic mail or report it as spam.

In case your Google Sheet has a number of tabs of sheets displayed alongside the underside, ensure that to maneuver the sheet with the supply knowledge to the primary tab. One strategy to make this transfer is to click on on a tabbed sheet title after which drag to reposition it. When merging, the system attracts discipline names and knowledge solely from the sheet on the primary tab.

Provoke the merge in Gmail

Open Gmail and choose Compose to create a brand new electronic mail. Then, every time the cursor is in any of the tackle fields (e.g., To, Cc or Bcc), you might choose the mail merge icon, which is a picture of two individuals with a + image (Determine B). As soon as chosen, examine the field to allow Mail Merge mode. When lively, the accent colours change and the message “You’re Utilizing Mail Merge” shows.

Determine B

Select the mail merge icon (to the right of Bcc in this image), check the Mail Merge box, and then choose Add From A Spreadsheet. — Choose the mail merge icon (to the fitting of Bcc on this picture), examine the Mail Merge field, after which select Add From A Spreadsheet.

Subsequent, select the Add From A Spreadsheet choice from the mail merge menu; it will carry up a Google Drive interface that lets you navigate to the Google Sheet you want to use as your mail merge recipient checklist knowledge supply. Choose the sheet you ready earlier, after which select the Insert button (Determine C).

Determine C

Navigate to the source Google Sheet to use for your mail merge, select it and choose Insert. — Navigate to the supply Google Sheet to make use of to your mail merge, choose it and select Insert.

The system will ask you to specify the right knowledge to make use of for every recipient’s electronic mail tackle and first and final title fields (the final title discipline is elective) (Determine D). Choose the corresponding columns out of your Google Sheet and choose End. A small icon of your spreadsheet will show because the recipient within the To: discipline in your mail merge electronic mail.

Determine D

Specify the source columns that correspond with the @email and @firstname and, optionally, @lastname fields for your merge. — Specify the supply columns that correspond with the @electronic mail and @firstname and, optionally, @lastname fields to your merge.

Fill within the topic line of your electronic mail as you’d usually with any electronic mail you ship.

Personalize communication with {custom} fields

Enter the physique textual content of your electronic mail. You could select a structure, add hyperlinks, modify formatting and insert emoji, as in any electronic mail. If you happen to intend to supply a file, corresponding to a PDF with a mail merge, the most effective observe can be to incorporate a hyperlink to the file on Google Drive slightly than inserting the merchandise as an attachment.

Sort @ to show accessible mail merge tags out of your Google Sheet (Determine E) after which choose any merchandise from the checklist to insert it into the e-mail. The system consolidates names right into a single lowercase string, which turns a column titled Greenback Quantity right into a mail merge tag of @dollaramount, for instance.

Determine E

Type @ and choose a field from your Google Sheet to insert into your mail merge. — Sort @ and select a discipline out of your Google Sheet to insert into your mail merge.

The inserted knowledge retains the formatting in your Google Sheet, as proven by the @date and @dateformatexample fields within the pattern sheet in Determine A. Within the first case, the / separator divides the month, day and yr, whereas within the latter, the spreadsheet knowledge was formatted to show with a full month in textual content, adopted by a numerical date, a comma after which the yr. So ensure that to switch the format of the content material in your Google Sheet to mirror the presentation you need in your mail merge.

Examine earlier than you ship

When you’ve fastidiously reviewed your content material for errors, choose the Proceed button. A immediate with three choices shows: Cancel, Ship Preview and Ship All (Determine F).

Determine F

After you select Continue, you may Cancel, Send Preview or Send All. — After you choose Proceed, you might Cancel, Ship Preview or Ship All.

Every of those choices does just about what you’d anticipate.

If you wish to return to enhancing your electronic mail, choose Cancel. Ship All triggers the merge and completes the method. Generally, it’s best to first choose Ship Preview, which sends a pattern merged electronic mail to your Gmail inbox (Determine G). Examine this preview for errors; as soon as you’re sure all data is as you want, repeat the method and choose Ship All to merge and ship your mass electronic mail.

Determine G