Easy Mail Merge for Google Docs

Before you start

Prepare mailing list in Google Sheets

Mailing list is a table in Google Sheets with recipient email addresses and other info that will help you personalize email for each contact:

Write mail merge template in Google Docs

Apart from the mailing list, you will need your email template. Prepare it in Google Docs and format any way you like. It can contain any text, lists, links, pictures, tables, and what not.

Here's an example of the mail merge template written in Google Docs:

Connect mailing list to mail merge: Google Sheets to Google Docs

Once your mail merge template is crafted in Google Docs, it's high time to connect it with the mailing list. Here's when Easy Mail Merge software comes to play:

1. From your Google Docs mail merge template, go to Extensions > Easy Mail Merge > Start (if you have a standalone extension) or Extensions > Doc Tools > Start (if you have this tool as part of the Doc Tools collection):
2. If it's Doc Tools, also click on that waffle icon at the top to switch to Easy Mail Merge software:
3. Select the option Add list from spreadsheet:
4. A special window will appear letting you search your Drive for the mailing list.

   Tip. If you know the spreadsheet name, make use of the Search field at the top. Simply enter the name or any word from the file name, and the add-on will display all files with partially and completely matching names.
   
   If you're not sure where the found spreadsheets are located, simply hover your mouse cursor over them and you'll see a tip with a full path:

   Tip. You can also look for the mailing list in specific places of your Workspace. Click that down-arrow next to Drive to search in the Shared with me section, Shared Drives or Starred items:

Once you locate the required spreadsheet, click Add to take it to Easy Mail Merge and start creating a mail merge campaign.

Set up mail merge Gmail campaign in Google Docs

As soon as you upload the mailing list to Easy Mail Merge, you can start tweaking your mail merge Gmail campaign right in Google Docs:

1. Here you will always see which mailing list you've uploaded to the add-on. Click on the icon with three dots next to its name to:
   • Refresh the connection in case you made some changes in the table after uploading the list to the add-on. This way, the add-on will detect changes in columns and data updates.
   • Delete the mailing list in case you'd like to upload another one.
2. Pick or enter a column from your mailing list that contains the email addresses of the intended recipients.

   The add-on also checks the 2nd row of your table for email addresses (the 1st row is intended for column headers). The first one detected will be automatically placed into the To field.

   But Easy Mail Merge offers all columns available in your mailing list for this field, so feel free to choose another column with recipients if necessary:

   Tip. See that + Add more option near the right edge? Click it! It will let you add such fields as CC, BCC, Sender name and Reply to for your emails:

   • CC and BCC fields require separate columns in the mailing list with the corresponding email addresses: they will receive a copy of the email.
   • While Sender name and Reply to should be filled in manually with the required name and email address for replies:

   To remove any extra fields, press that red minus icon next to them.

3. This is a Subject line for your mail merge Gmail campaign. If you enter it manually, all emails will be sent with the same title.

   But you can also tailor a subject for each contact — in an extra column of your mailing list. In this case, place the cursor in this field first and then just click one of the blue placeholders with that column title: the add-on will pick up the correct email subject.

   Tip. If your column in the mailing list is called Subject (regardless of the text case), the add-on will automatically put its placeholder — {{Subject}} — in this field. But of course, you can replace it with any other column placeholder or enter the subject manually if necessary.
4. How do you send your current document as a personalized attachment? Check this box to make that happen. A special field will appear where you'll be able to enter your email body instead. While the currently opened doc will be sent as a PDF attachment, tailored for every recipient if needed:

After finishing with these basic settings for your mail merge campaign, let's customize your mail merge template in Google Docs so each recipient gets a personalized copy.

Edit mail merge template in Google Docs

With Easy Mail Merge in Google Docs, you will tailor your email template just once but each individual will still get a personalized copy of the email.

1. Placeholders represent the names of the columns from your mailing list. Place them in those parts of your email template where personalized information for each recipient should occur. The info will be taken directly from these columns.

   So first, place your mouse cursor wherever necessary in your email template in Google Docs. Then, click on the required placeholder so it appears at the designated spot:

   When you mass send this email, each variable will be replaced with the information from the related column of your mailing list — to each addressee their own.

2. This one will let you set up a mail merge for Gmail with attachments. You can attach personalized files or share files from your Drive in your campaign:
   • If you pick File(s) from Google Drive, you'll be able to select such file(s) via a special window:

     You can attach files of any type: PDFs, pictures, videos, archived folders, etc. But Google spreadsheets, documents and slides will be attached as PDF files by default:

     To send them as MS Office attachments instead (spreadsheets as XLSX, documents as DOCX, slides as PPTX), click that small triangle between the icon and file name, and pick another file type:

     Hit Attach to send these attachments to all recipients.

     Or opt for Insert as Drive link so there's a link to this file right in your email body. But in this case, you need to share the file obviously. You'll be able to set up sharing settings in this next additional window:

     You can choose between Restricted access (for certain people whom you share the file with), Domain access (for people within your Google Workspace domain), and Anyone with the link:

     No matter the access level, you decide if they can view, comment or edit that shared file:

   • If your mailing list already contains file links prepared for each person individually, select Attach personalized files from Mailing list and identify a column to take those personalized files from:
     Note. This way lets you attach files of any type: PDFs, pictures, videos, archived folders, etc. But Google spreadsheets, documents and slides can go out either as MS Office files or as PDF files.
     
     To convert and send as MS Office files, tick the corresponding box below the field. Ignoring the box, will convert and send the files in a PDF format.
   • To avoid converting the files and instead share them directly and provide personalized shareable links to your recipients, go for the last setting: Share personalized files from Mailing list.

     You'll see a special window where you'll be able to:

     • Choose a column from your mailing list that has these links.
       Tip. The add-on will automatically place the first column with links detected. You'll be able to change it, of course, if necessary.
     • Set up sharing permissions.
     • Customize the text for the link — this text will appear as a clickable link in the email body and will lead to the file of interest.
       Tip. Keep the field blank to send the link exactly as it appears in your mailing list.
     

Send mail merge emails and check delivery status

When your mail merge in Google Docs is ready to roll, you can test drive your campaign first. Click the white Test button at the bottom to send a sample email to your Inbox and see how it looks.

If everything's okay, hit Send to mass-send your personalized emails to the intended recipients.

To make sure everything goes smoothly, it will add two extra columns to your mailing list:
Email Status and Status Details

How to ignore specific recipients for mail merge

To exclude specific individuals from the next campaign, enter X (or anything you want at all) for their names in the Email Status column.

The add-on will ignore rows where Email Status is filled with data, sending emails to other recipients with a blank status cell.