How to Mail Merge

From the Google Docs Add-on

Step 1

Write your Google Docs template. This will serve as a base for your email body or letters.

Step 2

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

Step 3

Click Open Spreadsheet to choose a Google Sheets file from which you want to merge data. This can be any file from your Google Drive or Team Drives, or another Google Drive you have access to.

Step 4

Select the sheet tab you want to merge data from.

Step 5

Make sure the first row in your sheet contains column names, such as Fullname, Address, Email, etc. These column names will be used as *|Merge Fields|* when you design your 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 the Google Docs template by selecting the desired location within the template, selecting a field from Merge Field and clicking Add.

Repeat this step for all desired 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.

Step 7

At this point, you have four options:

A. Merge to a Test Email: This will give you a good idea of how the email will look to your recipients, before sending the emails.

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

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

D: Merge to Letters: This will merge and create letters; you can opt to merge everything into a single Google Doc or create a Google Doc for every row you want to merge.

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

From the Google Sheets Add-on

  1. Select the Google Sheet you want to merge from.

  2. Make sure the first row in your sheet contains column names, such as ‘Fullname’, ‘Address’, ‘Email’, etc. These column names will be used as *|Merge Fields|* into your email body and subject.

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

  4. Start the add-on from Google Sheets ->Add-ons->Mail Merge->Start.

  5. Select the ‘Email To’ . This will be the column in your sheet which contains a list of email recipients. Typically, this is a column name called ‘Email’. All values in this column must have valid email addresses (except the column name of course). You can enter multiple email addresses in the same cell. They can be separated by a comma, semicolon, etc. Such as abc@quicklution.com, xyz@quicklution.com.

  6. Enter the Email Subject, such as ‘Exam Results for *|Fullname|*’.

  7. Click ‘New’ for ‘Body Temple’ to start writing the content of your email body. You can add multiple templates and they can be shared across different sheets inside your file.

  8. Once done, click ‘Test Email’. This will merge the first row of data in your sheet (that is row 2 since row 1 only contains column headers).

  9. Once you are happy with how your email looks, you can go ahead with a full merge. You can either send emails straight away or merge to Gmail’s 'Draft' folder. The latter will give you an opportunity to change and verify the emails before you send them.

  10. A column called ‘Filter Rows to Merge’ is automatically created for you by the add-on. This will be automatically populated with the date and time the row was successfully merged. If you want to re-send/merge the row again, just delete the content of that cell under the ‘Filter Rows to Merge’ column. If there is text in all the data rows for the ‘Filter Rows to Merge’ column you will get an error when you attempt to merge telling you that there are no rows to merge.