Easy Mail Merge for Google Sheets

Before you start

All emails will be sent from the Google account where you run the add-on from.

Prepare Gmail template to mail merge in Google Sheets

For any mail merge campaign, you will need your email template. Prepare it right in Gmail and save as Draft:

Your drafts can contain any text, lists, links, pictures, tables, emojis, etc.

For each recipient to get a personalised copy, use placeholders in your draft. Placeholders are special words enclosed in double curly brackets, e.g. {{Name}} or {{Company}}:

Your mailing list must also have columns corresponding to each placeholder filled with the relevant data for each recipient.

When you run your campaign from Google Sheets, Easy Mail Merge will automatically insert the info intended for each recipient into placeholders making each email unique.

Prepare mailing list in Google Sheets

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

Each column name represents placeholders — variables that you will use in your email drafts where personalized information for each recipient will occur. The info for that personalized data will be taken directly from these columns.

Add mailing list to Easy Mail Merge

When your mailing list is ready, connect it to Easy Mail Merge.Go to Extensions > Easy Mail Merge > Start:

The add-on will run and connect to your current spreadsheets automatically:

1. You will see your current spreadsheet name as a connected mailing list.

   Note. Make your mailing list the first tab in your Google file since the add-on will automatically take the data from the first tab.

   If you make some changes in the mailing list after it's been connected to the tool, click Refresh to the right of the file name:

   This will let Easy Mail Merge work with the latest info from your mailing list.

2. Pick or enter a column with email addresses of the intended recipients from your mailing list.

   Easy Mail Merge checks the 2nd row of your table for email addresses (the 1st row is intended for column headers). The first column detected will be automatically placed into the To field.

   However, all columns from your mailing list are available for this field. Feel free to choose any one:

   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 mail merges:

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

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

3. How do you mail merge Google Sheets to PDF? Сheck the Send current sheet as PDF box, and the sheet you're currently viewing will be converted into a PDF and attached to each email.

   Note. In this case, the current spreadsheet won't be treated as a mailing list anymore. You will need to add another mailing list using the corresponding option at the top:

Once your mailing list and recipients are settled, it's time to pick your mail merge draft from Gmail right here in Google Sheets.

Pick Gmail Draft to mail merge from Google Sheets

With Easy Mail Merge in Google Sheets, you add your Gmail draft just once into the tool. Each person will still get a personalized copy of the email.

1. Pick your Gmail Draft for your mail merge in Google Sheets.

   Click Add email template from Drafts and pick one of the templates you prepared earlier in Gmail:

   Need to update your template? Click the icon with three dots next to its name to:

   • Refresh its content to reflect any changes made in Gmail.
   • Remove the draft from the tool to add another template.
2. This one will let you set up a mail merge in Google Sheets with attachments. You can attach personalized files or share files from your Drive:
   • 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.

   • 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, you can attach files of any type: PDFs, pictures, videos, archives, etc.
     
     But Google spreadsheets, documents and slides can go either as MS Office or PDF files. To convert and send as MS Office files, tick the related box below the field. Ignoring the box, will convert and send the files in a PDF format.

Send mail merge emails and check delivery status

Once your campaign is ready, you can preview how the final email will look like by sending its sample to yourself first. Just click the white Test button at the bottom.

To mass send the personalized emails to the intended recipients, hit Send. The add-on will use your Gmail to mail merge from Google Sheets and quickly send your personalized emails.

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 the related rows in the Email Status column.

Easy Mail Merge will ignore rows where Email Status is filled with data, sending emails to other recipients with a blank status cell.