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personalize e-mail with mail merge in Gmail

Discover ways to mix Google Contacts and Gmail multi-send to merge names into individualized emails.

This hand-drawn illustration represents the fields added during a mail merge.
Picture: Andy Wolber

In late 2022, Google added the power to personalize Gmail messages despatched from multi-send mode. This implies it’s possible you’ll now insert a @firstname, @lastname, @fullname or @e-mail subject inside a multi-send e-mail, and the system will merge the corresponding subject information from a recipient’s Google Contact document. Extra importantly, when Google introduced the characteristic, the corporate additionally indicated that “assist for customized mail merge tags utilizing spreadsheets” shall be added sooner or later.

Multi-send mode is offered to individuals who use:

  • Google Workspace Particular person.
  • Google Workspace Enterprise Customary or Plus.
  • Google Workspace Enterprise Starter, Customary or Plus.
  • Google Workspace Training Customary or Plus editions.

Moreover, a Google Workspace administrator should allow the characteristic by setting Permit Multi-send Mode to ON within the Admin console at Apps | Google Workspace | Gmail | Person Settings | Multi-Ship mode.

handle a recipient record in Google Contacts

A Gmail multi-send merge attracts from information in Google Contacts, so ensure you have right data for every contact subject you plan to make use of in your multi-send merge. If that you must import data into Google Contacts, it’s possible you’ll obtain a Google-provided template to ensure you have information within the right fields for a .csv import. Open Google Contacts in a desktop-class browser to assessment the info fields (Determine A) used within the mail merge course of:

  • Prefix
  • First Title
  • Final Title
  • Suffix
  • Electronic mail

Determine A

This screen shot shows the first step in the Gmail mail merge.
First, make certain the info for every recipient is right in Google Contacts with a assessment of title and e-mail fields. For ease of use, it’s possible you’ll wish to label contacts, so it’s possible you’ll later choose that label so as to add all related contacts in an e-mail recipient subject.

First, make certain the info for every recipient is right in Google Contacts with a assessment of title and e-mail fields. For ease of use, it’s possible you’ll wish to label contacts, so it’s possible you’ll later choose that label so as to add all related contacts in an e-mail recipient subject.

Normally, additionally, you will wish to create a contact label (e.g., E-newsletter as proven in Determine A), then add that label to each contact you want to embody on that record. This makes it doable to then choose the label whereas within the recipient subject in Gmail so as to add all contacts with that label to the recipient record. Chances are you’ll choose the checkbox to the left of every contact for a set of contacts, choose the label icon (above the record of contacts), then select your contact label and choose Apply so as to add the label to the chosen set of contacts.

SEE: handle your Google Contacts (TechRepublic)

Be certain that your recipients lists don’t exceed Gmail sending limits or guidelines. One notable numeric constraint is that the utmost variety of recipients for a multi-send e-mail is 1,500 e-mail addresses. Must you ship this amount of e-mail from an organizational handle, you’ll have the ability to ship 500 further e-mail messages that day earlier than you attain the every day general restrict of two,000 messages.

SEE: ship mass emails from Gmail (TechRepublic)

The opposite important rule is to not ship spam: Be certain that the folks you e-mail are individuals who wish to obtain your e-mail. By default, each multi-send e-mail consists of an “Unsubscribe” hyperlink that permits a recipient to take away themselves from this record. Nonetheless, if you ship e-mail internally — to folks inside your group — unsubscribing might not be an possibility. In different phrases, folks could not have the ability to unsubscribe from a multi-send inside message, akin to these less-than-useful emails from a pacesetter in your group who has mastered the artwork of the meaningless missive. In case you actually want to by no means see e-mail from a selected individual in your group, you could possibly configure a filter to archive chosen emails routinely.

insert mail merge fields in a multi-send Gmail

To create a brand new multi-send e-mail, you’ll want to make use of a desktop-class browser, akin to Google Chrome as follows:

  1. Go to Gmail.
  2. Choose the Compose button within the higher left. (If the button isn’t displayed, choose the three horizontal line menu possibility within the higher left nook after which choose Mail.) Alternatively, if keyboard shortcuts have been enabled, press the c key.
  3. Choose the multi-send icon from the lower-right portion of the compose menu icons, as proven by the purple field in Determine B. The icon shows as an envelope positioned in entrance of one other envelope. A textual content field conveys that “You’re utilizing multi-send mode” together with further textual content and a hyperlink to study extra.

Determine B

This screen shot shows the second step in a Gmail mail merge.
Enter multi-send mode, then choose recipients, add a topic and enter content material. Sort the @ key within the e-mail physique textual content to entry mail merge tag choices, which let you insert personalised merge fields.
  1. Add recipients (e.g., a set of recipients by way of a Google Contact label), an e-mail topic and content material, a lot as you would possibly in any customary Gmail.
  2. Transfer your cursor within the textual content space of the e-mail to the place you want to insert your merge subject, then sort @ to entry out there mail merge tags, as proven by the purple circle in Determine B. As of March 2023, these embody @firstname, @lastname, @fullname and @e-mail.
  3. Choose the specified e-mail tag from the record.

After you might have entered your whole multi-send e-mail content material, choose the Proceed button. At that time, it’s possible you’ll choose:

  • Cancel, which lets you return to modifying your e-mail,
  • Ship preview, to convey a replica of your e-mail to your individual Inbox, so it’s possible you’ll rigorously assessment the e-mail content material, or
  • Ship all, to carry out the merge, which sends an e-mail to every chosen recipient.

Since, by definition, multi-send emails go to many recipients, make certain to preview each message earlier than sending. Inevitably, typos, errors, omissions and incorrect dates/occasions have a tendency to stay nicely hidden and solely reveal themselves after you press Ship. Use the Ship preview possibility, mixed with cautious proofreading to attenuate errors.

If a number of recipients lack information in a merge tag you might have used, the system will let you enter a default various (e.g., textual content to make use of when no first or final title is current) or return to the draft and modify the recipient record to both add the lacking information or take away the recipient. For instance, in case your e-mail begins, “Hello @firstname!” you would possibly select “there” for contacts that lack an entered first title, which leads to “Hello there!” textual content to these contacts.



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