How to Mail Merge

How do I Mail Merge from Google Docs or Google Sheets?

From the Google Docs Add-on

Step 1

Write your Google Docs template.

This will serve as the basis of your emails or letters.

Step 2

Start the Mail Merge add-on by clicking Add-ons > Mail Merge > Start.

This will open the Mail Merge sidebar.

Step 3

From the Mail Merge sidebar, click Open Spreadsheet and choose the Google Sheets file from which you want to merge data.

This can be a file from your Google Drive, Team Drives or any other Google Drive you have access to.

Step 4

From the Sheet drop-down, select the tab in your Google Sheet that you want to merge data from.

Step 5

Make sure the first row in your Google Sheet contains column names, such as Name, Address, Email, etc. These column names will be used as *|merge fields|* in your merge template.

To be able to merge, you need to have at least one row of data under your column names.

Step 6

Insert *|merge fields|* into your Google Docs template by clicking in the desired location within the template, selecting a field from the Merge Field drop-down and clicking Add.

Repeat this step for all required *|merge fields|*.

*|Merge fields|* are the column names found in the first row of data in your Google Sheet. You can change the font, color, size, etc. of the *|merge fields|* in your merge template in the same way you would regular text. You can further customize your merge template by adding images, file attachments and hyperlinks.

Step 7

If you are merging to emails, click Show Email Settings and:

  • In the Email To drop down select the column containing the recepient's email address. Multiple emails can be used for each To receipent.

  • Enter your Email Subject, such as "Confirm Contact Details" or use a merge field in the subject line such as "*|ref|*: Confirm Contact Details"

You can further customize your email settings by using scheduling emails, sending emails on behalf of someone else or sending emails over SMTP.

If you are merging to letters, proceed to Step 8.

Step 8

Once you have inserted all of your *|merge fields|*, you have four options:

A. Merge to a Test Email: This will give you a good idea of how your emails will appear to recipients, before sending emails. It will merge the first row of data in your sheet (that is row 2 since row 1 only contains column headers).

B. Merge to Emails: This will merge and send all of your emails straight away.

C. Merge to Gmail's Draft Folder: This will give you the opportunity to check and edit emails before you send them.

D. Merge to Letters: This will merge to letters. You can opt to merge all rows into a single Google Doc or create a Google Doc for every row by clicking Options and then selecting your preference from the Merge Letters Into drop-down.

Select one of the four options above and, when you are ready, press the Merge button to start the mail merge process.

NOTE: You can also merge specific rows and track merged rows.

From the Google Sheets Add-on

Step 1

Open the Google Sheet you want to merge from.

Make sure the first row in your sheet contains column names, such as Name, Address, Email, etc. These column names will be used as *|merge fields|* in your email body and subject.

To be able to merge, you need to have at least one row of data under your column names.

Step 2

Start the Mail Merge add-on by clicking Add-ons > Mail Merge > Start.

This will open the Mail Merge dialog box.

Step 3

In the Email To drop down select the column containing the recepient's email address.

Typically, this is a column named Email. All cells in this column must have valid email addresses (except the column name of course). You can enter multiple email addresses in the same cell, separated by a comma, semicolon, etc. (e.g. abc@quicklution.com, xyz@quicklution.com).

Step 4

Enter your email Subject, such as ‘Confirm Contact Details'.

You can even insert a merge field into the email subject, e.g. 'Confirm Contact Details for *|Name|*.

Step 5

Click New under Body Template.

You can add multiple templates and they can be shared across different sheets inside your file.

Step 6

Write your email body template and give your template a name.

Step 7

Insert *|merge fields|* into your email body template by clicking in the desired location within the template, selecting a field from the Merge Field drop-down and clicking Add.

Repeat this step for all required *|merge fields|*.

*|Merge fields|* are the column names found in the first row of data in your Google Sheet. You can change the font, color, size, etc. of the *|merge fields|*, as well as regular text. You can further customize your template by adding images, file attachments and hyperlinks.

Step 8

Click Save when you have finished editing your template.

Step 9

Select your template from the Body Template drop-down.

Step 10

At this point, you have three options:

A. Merge Emails: This will merge and send all of your emails straight away.

B. Merge to Drafts: This will give you the opportunity to check and edit the emails before you send them.

C. Send Test: This will give you a good idea of how the email will look to your recipients, before sending the emails. It will merge the first row of data in your sheet (that is row 2 since row 1 only contains column headers).

Select one of the three options above to start the mail merge process.

NOTE: You can also merge specific rows and track merged rows.