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How one can personalize e-mail with mail merge in Gmail

Learn 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 you could now insert a @firstname, @lastname, @fullname or @e-mail area inside a multi-send e-mail, and the system will merge the corresponding area knowledge from a recipient’s Google Contact document. Extra importantly, when Google introduced the function, the corporate additionally indicated that “assist for customized mail merge tags utilizing spreadsheets” will probably be added sooner or later.

Multi-send mode is on the market to individuals who use:

  • Google Workspace Particular person.
  • Google Workspace Enterprise Normal or Plus.
  • Google Workspace Enterprise Starter, Normal or Plus.
  • Google Workspace Schooling Normal or Plus editions.

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

How one can handle a recipient checklist in Google Contacts

A Gmail multi-send merge attracts from knowledge in Google Contacts, so be sure you have right data for every contact area you propose to make use of in your multi-send merge. If that you must import data into Google Contacts, you could obtain a Google-provided template to be sure you have knowledge within the right fields for a .csv import. Open Google Contacts in a desktop-class browser to evaluation the info fields (Determine A) used within the mail merge course of:

  • Prefix
  • First Identify
  • Final Identify
  • Suffix
  • Electronic mail

Determine A

This screen shot shows the first step in the Gmail mail merge.
First, be certain that the info for every recipient is right in Google Contacts with a evaluation of title and e-mail fields. For ease of use, you could need to label contacts, so you could later choose that label so as to add all related contacts in an e-mail recipient area.

First, be certain that the info for every recipient is right in Google Contacts with a evaluation of title and e-mail fields. For ease of use, you could need to label contacts, so you could later choose that label so as to add all related contacts in an e-mail recipient area.

Typically, additionally, you will need to create a contact label (e.g., Publication as proven in Determine A), then add that label to each contact you want to embrace on that checklist. This makes it attainable to then choose the label whereas within the recipient area in Gmail so as to add all contacts with that label to the recipient checklist. You could choose the checkbox to the left of every contact for a set of contacts, choose the label icon (above the checklist of contacts), then select your contact label and choose Apply so as to add the label to the chosen set of contacts.

SEE: How one can 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 tackle, you’ll be capable of ship 500 further e-mail messages that day earlier than you attain the every day general restrict of two,000 messages.

SEE: How one can ship mass emails from Gmail (TechRepublic)

The opposite vital rule is to not ship spam: Be certain that the individuals you e-mail are individuals who need 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 checklist. Nevertheless, whenever you ship e-mail internally — to individuals inside your group — unsubscribing is probably not an choice. In different phrases, individuals might not be capable of unsubscribe from a multi-send inside message, similar to these less-than-useful emails from a frontrunner in your group who has mastered the artwork of the meaningless missive. Should 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.

How one can 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, similar 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 choice 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 pink 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 be taught 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 customized 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 normal Gmail.
  2. Transfer your cursor within the textual content space of the e-mail to the place you want to insert your merge area, then kind @ to entry accessible mail merge tags, as proven by the pink circle in Determine B. As of March 2023, these embrace @firstname, @lastname, @fullname and @e-mail.
  3. Choose the specified e-mail tag from the checklist.

After you’ve got entered your whole multi-send e-mail content material, choose the Proceed button. At that time, you could 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 you could rigorously evaluation 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, be certain that to preview each message earlier than sending. Inevitably, typos, errors, omissions and incorrect dates/instances have a tendency to stay nicely hidden and solely reveal themselves after you press Ship. Use the Ship preview choice, mixed with cautious proofreading to reduce errors.

If a number of recipients lack knowledge in a merge tag you’ve got used, the system will help 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 checklist to both add the lacking knowledge 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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