Can Gmail Do Mail Merge?

Can Gmail Do Mail Merge?

Millions of people and businesses rely on Gmail every day to send emails quickly and efficiently. It’s packed with features that make managing your inbox and sending messages simple. But when it comes to reaching a group of people at once with a personalized message, Gmail doesn’t have a built-in mail merge feature like some other email platforms. Mail merge is still possible in Gmail, it just takes a little extra setup. Mail merge allows you to send customized emails to multiple recipients without writing each message separately. This is especially helpful for businesses, event organizers, or anyone who needs to send bulk emails that feel personal.

While Gmail on its own can’t perform mail merge, you can easily connect it to tools like Google Sheets and use add-ons or scripts to make it happen. These tools help you create a contact list, add personal details like names or company info, and send tailored emails all at once.

In this article, we’ll walk through how mail merge works with Gmail, highlight some of the best tools to use, and share step-by-step tips to help you get started. Whether you’re new to mail merge or want to learn how to do it within Gmail, this guide will help you reach your audience efficiently without spending hours on individual emails.

What Is Mail Merge?

Mail merge is a handy way to send the same message to many people while still making each one feel personal. Instead of writing dozens or hundreds of separate emails or letters, mail merge lets you create one message and automatically fill in details like someone’s name, address, or other information.

For example, if you want to email a group of customers and start each message with “Hi John” or “Hi Lisa,” mail merge makes that possible, without having to write each email by hand.

Can Gmail Do Mail Merge?

Yes, Gmail can do mail merge, but not on its own. You will need to use Google Sheets along with a tool like Yet Another Mail Merge (YAMM), Mailmeteor, or GMass. These add-ons make it easy to send personalized emails to a list of people right from your Gmail account. It is a simple way to reach many people with a message that still feels personal.

How Does Mail Merge Work?

It is a simple process made up of three parts:

The Message

This could be an email, a letter, or even mailing labels. You write one version of it and include placeholders like {{First Name}} or {{Address}}.

The List

This is usually a spreadsheet with details for each person, such as names, email addresses, or anything else you want to include.

The Merge

A mail merge tool takes the message and fills in the blanks for each person using the information from your list.

Why People Use Gmail for Mail Merge

There are a few good reasons to use Gmail for mail merge:

It is Easy:

If you already use Gmail and Google Sheets, there is no steep learning curve.

It is Free (or Low Cost):

Many mail merge tools have free versions that work well for smaller lists.

It Works Smoothly with Google Tools:

Gmail and Google Sheets were built to work together, so the process feels seamless.

READ ALSO: What is the Point of Google Workspace?

The Main Ways to Do a Mail Merge in Gmail Today

If you are looking to send personalized emails through Gmail, there are three common ways to do a mail merge:

Directly from Gmail
From a Google Sheet
Using a Google Apps Script

Let’s take a closer look at each option.

Sending a Mail Merge Directly in Gmail

If you searched for “how to send a mail merge in Gmail,” you are in the right place. One of the most straightforward methods is doing it right inside Gmail.

To make it work, you will need a Chrome extension designed for mail merge. Tools like GMass allow you to connect your Gmail account to a list of contacts and send personalized messages without ever leaving your inbox. It is quick, easy, and user-friendly, perfect if you want a no-fuss solution.

Sending a Mail Merge from a Google Sheet

Another popular method starts in Google Sheets. You create a spreadsheet with all your contacts and use an add-on like Yet Another Mail Merge (YAMM) or Mailmeteor. These tools pull data from your sheet and send out personalized emails through Gmail. It is great for organizing large contact lists and makes the process feel seamless.

Using a Google Apps Script

If you are comfortable with a little coding, Google Apps Script gives you more control. You can write a custom script that pulls data from your spreadsheet and sends emails through Gmail. This method is free and flexible, but it takes more time to set up and does not include many of the features you would get with a dedicated mail merge tool.

Who Can Use Mail Merge in Gmail?

To use the mail merge feature in Gmail, you need to be signed in with a Google account that includes one of the following eligible Google Workspace plans:

Workspace Individual
Business Standard
Business Plus
Enterprise Standard
Enterprise Plus
Education Standard
Education Plus

How to Use Gmail for Mail Merge

You can use Gmail for mail merge by combining it with Google Sheets and an add-on like Yet Another Mail Merge (YAMM), Mailmeteor, or GMass. Below is a simple overview of how it works:

Set Up a Google Sheet

Start with a spreadsheet that includes your recipients’ names, email addresses, and any other details you want to include in your message.

Choose a Mail Merge Add-on

Go to the Google Workspace Marketplace and install an add-on that supports mail merge. YAMM and Mailmeteor are both popular choices.

Write Your Email in Gmail

Draft your message in Gmail. Use placeholders like {{First Name}} where you want the personal details to appear.

Run the Mail Merge

Head back to your Google Sheet, open the add-on, and follow the steps to send your customized emails.

How to Add Recipients and Use Mail Merge in Gmail

Add Recipients Directly in Gmail

On your computer, open Gmail.
Click Compose in the top left to start a new message — or open a draft you already started.
In the To: field, type in the email addresses of your recipients.
Look to the right of the To: line and click Use mail merge to turn it on.

In the body of your message, type @ and choose one of the available merge tags:

@firstname
@lastname
@fullname
@email
Press Enter to insert the tag into your message.

Tips for Using Merge Tags:

Gmail pulls contact names from your Google Contacts, so double-check that names are correct there.
To send your message to multiple people, you can create a label in Google Contacts with the group you want. Just add the label name in the “To:” field, and Gmail will fill in all the recipients for you.
If someone is not in your Google Contacts, Gmail will guess the first and last name based on what you enter. For example, if you write: Lisa Rodriguez <lisa@example.com>, Gmail will use “Lisa” for @firstname and “Rodriguez” for @lastname.

Add Recipients Using a Google Spreadsheet

Note: Make sure the contact info is on the first tab of your spreadsheet and that all data is in plain text.

In Gmail, click Compose or open a draft.
Next to the To: field, click Use mail merge to turn it on.
Click Add from a spreadsheet.
Pick the spreadsheet you want to use.
Click Insert.
You’ll see a window showing the columns in your spreadsheet. Select the ones that match the information you need (like Email, First Name, Last Name).
Click Finish, and Gmail will pull in the contacts from your sheet.
In your message, type @ and choose a merge tag. These tags are based on your column headers.

Helpful Notes:

Avoid special characters (like punctuation or symbols) in your spreadsheet headers or email addresses. If needed, Gmail may label a column by position (like @A for the first column).
Invalid characters in email addresses can cause errors.

Gmail does not have a built-in mail merge feature, but you can still do mail merge with the help of add-ons. If you want to send personalized emails without using a big marketing program, Gmail is a great option. All you need is a good mail merge tool, a simple list of contacts in Google Sheets, and you’re all set to start sending. Visit the website for more information. I hope the provided information is helpful. Share your thoughts below in the comment section.

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