What is a Mail Merge and How Will it Help Me Send Mass Emails?

Discover how you can execute a mail merge in Google Sheets and how you can automate your mass emails.

A mail merge is a technique that you can use to optimize your mass emailing process. By pulling information and automatically filling in the information, a mail merge using Google Sheets simplifies and streamlines your mass email workflow.

Personalization is key for any mass email campaign. But, how can you personalize every email if you are sending out hundreds at a time? To properly execute an automated and personalized email campaign, you’ll need to learn how to mail merge. Keep reading to learn more about how you can complete a mail merge in Google Sheets and personalize your mass emails.

How Does a Mail Merge Work?

Before we explore how mail merge in Google Sheets works, we need to explore how you can use it to automate your emails

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Optimize your email marketing with a mail merge.

A mail merge is a process that pulls information from a spreadsheet and inputs the information into your master email template. This way, you are only writing one master email, and your address list will automatically take care of the rest. Merging data points is not only for emails — there are a lot of different ways that you can automate your workflow using a mail merge. 

Today, however, we are specifically talking about how to complete a mail merge using Google Sheets and Gmail.

How to Start a Mail Merge in Google Sheets

Conducting a mail merge in Google Sheets is easier than it sounds

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Google Sheets is the best option for mass emailing purposes.

Now that we know what a mail merge is, it’s time to find out how to complete a successful mail merge in Google Sheets. The first step is to format your Google Sheets by creating your address list in a blank sheet. While you are creating your spreadsheet, pay close attention to your formatting. It is recommended that you break up your address list into several columns so that you can easily specify columns while crafting your emails. 

There are many ways to create an address list, but there are a few things you need to do so your spreadsheet will merge properly with your email. First, you should designate your first row for the column titles. You need to designate the type of data you are inputting, for example, you will want to break the columns into the following — first name, last name, email address, company, location, and any other fields you deem necessary for your mass email campaign.

Using a Gmail Mail Merge Service to Send Emails

Now that you’ve compiled your data for the mail merge in Google Sheets, it’s time to use a mail merge service to get your campaign started

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The right mail merge service can make or break your campaign.

Once your spreadsheet is ready to go, your next step is to choose a mail merge service. A mail merge service is an application that can automatically pull information from your spreadsheet and input the information into your master email template. There are several of these services out there. However, today we’ll be discussing GMass.

When using GMass to execute a mail merge in Google Sheets, your first step is to load your address list. First, you can compose your email and save it as a draft. Then, right in your Gmail draft, you can click the GMass button which will prompt you to import your spreadsheet. After that, once the spreadsheet is selected and you’ve made sure that you’ve selected the right worksheet as well, you’re ready to start your mail merge!

Create Rules for Your Mail Merge

Once your data is imported into your Gmail account, it’s time to set some rules for your campaign

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Now that your mail merge is complete, you need to tell your data where to go.

Congratulations! You’re almost ready to start sending emails. Now that you’ve completed your mail merge in Google Sheets, there are just a few things to take care of before you send your test emails and officially start your campaign.

The first rule you can set for your campaign is the designated rows to be used in each message. Most of the time, you do not need to send an email to every single address on your list. Using your mail merge service, you can set rules for which data points to pull. For example, you can stipulate that you only send messages to recipients that work at a particular company, live in a particular area, or have already made a purchase from your business. 

Personalizing and Sending Your Mass Emails

The final step of a mail merge for mass emails is personalization

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Personalized emails are much more likely to get responses.

After setting the rules for your mail merge service, it is time to designate which parts of each email you want to personalize. For example, you’ll want to start with a first name and company name. But, with a mail merge in Google Sheets, you can insert any kind of information you would like. Maybe you’re following up on a specific purchase or sending someone a reminder — either way you can personalize any part of the message as long as there is a corresponding column in your spreadsheet. To designate a placeholder, all you have to do is type a bracket ({) on either side of the field that you want to personalize.

Now that you’ve taken care of all of the steps it takes to execute a mail merge using Google Sheets and you’ve set up your mass email, it’s time to start sending. Just remember to test your email before sending it just in case you need to fix any automation.


Thomas Burn is a blogger, digital marketing expert and working with Techlofy. Being a social media enthusiast, he believes in the power of writing.

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