How To Combine Google Sheets With Mail Merge in Gmail

A visual representation of a mail merge from Sheets to Gmail.
Illustration: Andy Wolber/TechRepublic

In case your Workspace version helps it, chances are you’ll mail merge from Gmail using a Google Sheet as your information supply. This implies you possibly can 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 effectively 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, Training Plus and Nonprofits.

You need to examine together with your Google Workspace administrator to find out how mail merge has been configured on your account. An administrator might enable or forestall entry to mail merge by way of a setting within the Admin Console: Apps | Google Workspace | Gmail | Consumer Settings | Mail Merge. In some circumstances, this setting should still present as Multi-send. The administrator might alter this setting both for your complete group or for particular organizational items.

Moreover, by default, some Workspace editions prohibit mail merge to inside recipients solely; a Workspace administrator might 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 have got entry to mail merge and know to whom chances are you’ll ship (i.e., inside solely or exterior addresses), open Chrome on a desktop-class pc, check in to your Workspace account and comply with the sequence beneath.

Configure your Google Sheet

First, you’ll have to have a Google Sheet that comprises your recipient e mail addresses, together with another {custom} information you want to embody in your merge. One strategy to get hold of 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 information sources, Row 1 of your sheet ought to include the sector title headers corresponding to First Title, Final Title, Greenback Quantity, Date and Date Format Instance (Determine A). Make certain your area names use normal characters and numbers quite 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 you have, at minimal, one e mail column and one title column in your supply Google Sheet. You might embody different custom-named columns you want to use as effectively.

Evaluation your supply information to make sure that each area you propose to merge has correct data; particularly, examine that every one names are right. Sending an e mail the place you merge the fallacious title might 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, make sure that to maneuver the sheet with the supply information 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 area 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), chances are you’ll choose the mail merge icon, which is a picture of two folks 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 correct 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; this can carry up a Google Drive interface that means that you can navigate to the Google Sheet you want to use as your mail merge recipient checklist information 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 on your mail merge, choose it and select Insert.

The system will ask you to specify the proper information to make use of for every recipient’s e mail handle and first and final title fields (the final title area 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: area in your mail merge e 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 @e mail and @firstname and, optionally, @lastname fields on your merge.

Fill within the topic line of your e mail as you’ll 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 layout, add hyperlinks, modify formatting and insert emoji, as in any e mail. For those who intend to offer a file, corresponding to a PDF with a mail merge, one of the best observe could be to incorporate a hyperlink to the file on Google Drive quite 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 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 area out of your Google Sheet to insert into your mail merge.

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 make sure that to switch the format of the content material in your Google Sheet to replicate the presentation you need in your mail merge.

Test earlier than you ship

When you have got 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, chances are you’ll Cancel, Ship Preview or Ship All.

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

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

Determine G

If you select Send Preview, the system provides a [Test message] email that allows you to review your message as it will appear when merged.
If you choose Ship Preview, the system offers a [Test message] e mail that means that you can assessment your message as it should seem when merged.

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