Tutorial : How to do mail merge in Gmail and send bulk mails?

Have you ever thought of how to use the mail merge functionality in GMail and want to use it for an enhanced experience in terms of your Email marketing campaign? You need to make use of the right type of tool for the purpose.

There are situations where you need to send the same email to a bunch of people. This is a part of Email Marketing and can involve sending a single email to a large number of clients, potential customers or subscribers. However, for obvious reasons, you would want to personalise your emails when sending them to your individual clients. This is where the concept of Mail Merge comes to the fore.

A Mail Merge is a tool that is used to personalise your emails and forms. With the use of the right mail merge technique, you can send the same email to multiple users and clients by adding personalised information. That way, you do not need to compose an email for each of the clients individually. Using a good Mail merge tool can help you simplify the task in a more comfortable manner.

The mail merge functionality in Gmail or any other email service works by importing the data from different sources and then makes use of this information in the mail as per the preferences. In fact, Google provides an excellent option to create a Mail Merge from within Gmail and Google Sheets.
mail merge
The Mail merge solution you choose will make use of the information such as name, address and similar other data from several sources and then adds them up in individual mails for individual clients. If you are looking to send highly personalised emails, Mail merge is an ideal option for your needs.

How Do Mail Merge tools work?

A Mail Merge functionality will work with a special tool that can work effortlessly as the best mass email service for ensuring an effective and efficient personalised emailing service. You can choose a good tool for ensuring a fairly perfect degree of mail merge compatibility.

Usually, a mail merge tool will work with two components - A Template file and a Data file. A Template file consists of the document you intend to send to your client. This can be an email, a form or any other document. A Data file contains personalised information such as email address, name, address and other personal data for each of the recipients.

The Template file will have your entire email and the placeholders for the specific content that needs to be added. This can include the salutation, name, date of birth, address, and a wide range of other information depending on the content and purpose of your email. The Data file has the data that would go into these placeholders on the template file.

The Template file is in the form of an email or form as the case may be. The Data file, on the other hand, will either be in the form of Google Sheets or Excel.

How to do a mail merge in Gmail and send bulk emails?

As outlined in the above discussion, Google Sheets lets you create mail merge for Gmail from within its interface. You can create a Template file in Google Docs and a Data file in Google Sheets. In fact, you can even do so in Microsoft Word and Excel as well. But, the major issue here would be that it can be quite tedious and involves a lot of time and efforts. It can also be prone to a few errors as well since the method invariably involves the use of manual efforts.

Opting for a tool such as Gmass can prove to be quite handy in these circumstances. With such a Mail merge tool, you need not worry about any issues as it simply automates the task and creates a perfect mail merge experience. One of the major advantages of using GMass or similar tools in bulk mails can be that they are not limited to your email marketing campaigns alone. These tools can also be a good option for individuals.

Installing browser extensions such as GMass is quite easy. Simply install the plugin from the Chrome web store and set up your account. You can set up your Google Sheet with the emails addresses and other data and then connect your Mail Merge document to your spreadsheet.

Once that is done, you need to write the email from within the interface. The Mail Merge tool will add the respective entries in the placeholder.
mail merge

Why do we recommend the other third-party tools for Mail Merge?

Using the default mail merge functionality on the Gmail and Google Sheets can be a little time-consuming. Some email marketers make use of the Google Script technique for the purpose. However, we recommend using a third-party tool for the best mail merge experience.

One of the benefits offered by the Mail Merge tools includes the ability to send hundreds of emails simultaneously. A great degree of personalisation offered by this mass email service platform makes your mail merge simple. It is a recommended option for personalised images, links and the ability to add large blocks of text as well.

The Bottom Line

If you are occasionally using the mail merge functionality, it would be advisable to opt for the default mail merge functionality. However, in case you are using the mail merge functionality quite often, we would recommend using the Mail Merge tool as per your preferences.


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