How To Combine Google Sheets With Mail Merge in Gmail

In case your Workspace version helps it, you might mail merge from Gmail utilizing a Google Sheet as your information supply. This implies you’ll be able to create an e 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.

You must verify along with your Google Workspace administrator to learn the way mail merge has been configured on your account. An administrator could enable or stop entry to mail merge through a setting within the Admin Console: Apps | Google Workspace | Gmail | Consumer Settings | Mail Merge. In some circumstances, this setting should present as Multi-send. The administrator could regulate this setting both for the complete group or for particular organizational models.

Moreover, by default, some Workspace editions limit mail merge to inner recipients solely; a Workspace administrator could select to permit sending a mail merge to exterior e mail addresses. In all circumstances, 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 laptop, check in to your Workspace account and comply with the sequence under.

Configure your Google Sheet

First, you’ll must have a Google Sheet that accommodates your recipient e mail addresses, together with every other {custom} information you want to embrace in your merge. One option to get hold of your supply sheet may very well be to export a set of information from a database akin to Salesforce after which import your file (e.g., .csv or .xlsx format) into Google Sheets.

As with most merge information sources, Row 1 of your sheet ought to comprise the sector title headers akin to First Identify, Final Identify, Greenback Quantity, Date and Date Format Instance (Determine A). Ensure that your discipline names use commonplace characters and numbers relatively than particular symbols.

Determine A

Evaluate your supply information to make sure that each discipline you plan to merge has correct info; particularly, verify that every one names are appropriate. Sending an e mail the place you merge the fallacious title could immediate folks to both delete your e mail or report it as spam.

In case your Google Sheet has a number of tabs of sheets displayed alongside the underside, be certain to maneuver the sheet with the supply information to the primary tab. One option 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 information solely from the sheet on the primary tab.

Provoke the merge in Gmail

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

Determine B

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

Determine C

The system will ask you to specify the right information to make use of for every recipient’s e mail handle and first and final title fields (the final title discipline is non-obligatory) (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 e mail.

Determine D

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

Personalize communication with {custom} fields

Enter the physique textual content of your e mail. You might select a structure, add hyperlinks, modify formatting and insert emoji, as in any e mail. In case you intend to supply a file, akin to a PDF with a mail merge, the most effective apply can be to incorporate a hyperlink to the file on Google Drive relatively than inserting the merchandise as an attachment.

Sort @ to show out there mail merge tags out of your Google Sheet (Determine E) after which choose any merchandise from the record 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

The inserted information 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 12 months, whereas within the latter, the spreadsheet information was formatted to show with a full month in textual content, adopted by a numerical date, a comma after which the 12 months. So be certain 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 rigorously 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

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

If you wish to return to enhancing your e mail, choose Cancel. Ship All triggers the merge and completes the method. Generally, you must first choose Ship Preview, which sends a pattern merged e mail to your Gmail inbox (Determine G). Examine this preview for errors; as soon as you might be sure all info is as you would like, repeat the method and choose Ship All to merge and ship your mass e mail.

Determine G

Message or point out me on Mastodon (@awolber) to let me understand how you utilize Google Sheets and Gmail mail merge capabilities in your group.