Sunday, May 26, 2024

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, you might mail merge from Gmail utilizing 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 custom-made 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 Commonplace or Plus, Enterprise Commonplace or Plus, Schooling Plus and Nonprofits.

You must test together with your Google Workspace administrator to find out how mail merge has been configured to your account. An administrator could enable or forestall entry to mail merge through a setting within the Admin Console: Apps | Google Workspace | Gmail | Person Settings | Mail Merge. In some circumstances, this setting should present as Multi-send. The administrator could regulate this setting both for your complete 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 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 might have 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 observe the sequence beneath.

Configure your Google Sheet

First, you’ll have to have a Google Sheet that incorporates your recipient e-mail addresses, together with some other {custom} information you want to embody in your merge. One option to acquire your supply sheet may very well be to export a set of information from a database equivalent 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 equivalent to First Title, Final Title, Greenback Quantity, Date and Date Format Instance (Determine A). Be certain that your discipline names use normal characters and numbers somewhat 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.
Ensure you have, at minimal, one e-mail column and one title column in your supply Google Sheet. It’s possible you’ll embody different custom-named columns you want to use as effectively.

Assessment your supply information to make sure that each discipline you plan to merge has correct data; specifically, test that each one names are appropriate. Sending an e-mail the place you merge the mistaken title could immediate individuals 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, ensure that 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 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, test the field to allow Mail Merge mode. When energetic, 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), test the Mail Merge field, after which select Add From A Spreadsheet.

Subsequent, select the Add From A Spreadsheet possibility from the mail merge menu; this may carry up a Google Drive interface that lets you 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

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 proper information to make use of for every recipient’s e-mail tackle and first and final title fields (the final title discipline is non-compulsory) (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

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 to your merge.

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. It’s possible you’ll select a structure, add hyperlinks, modify formatting and insert emoji, as in any e-mail. In the event you intend to offer a file, equivalent to a PDF with a mail merge, the very best follow can be to incorporate a hyperlink to the file on Google Drive somewhat 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 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

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 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 ensure that to change the format of the content material in your Google Sheet to replicate the presentation you need in your mail merge.

Examine earlier than you ship

When you might have 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 modifying your e-mail, choose Cancel. Ship All triggers the merge and completes the method. Usually, 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 data is as you want, 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 lets you assessment your message as it’s going to seem when merged.

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

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