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How To Do A Mail Merge In Google Sheets

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How to Do a Mail Merge in Google Sheets

Mail merge in Google Sheets allows you to create personalized emails, letters, or labels easily. It’s a handy tool for managing bulk communications efficiently.

This guide will walk you through the steps to perform a mail merge using Google Sheets. You'll learn how to set up your data, configure merge fields, and send out customized messages.

We'll also explore why Sourcetable is a better alternative to using Google Sheets. Sourcetable makes it easy to become an advanced spreadsheet user faster as an AI-first spreadsheet. It simplifies answering questions about your spreadsheets, building formulas and queries, and automating any spreadsheet task.

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How to Do a Mail Merge in Google Sheets

Step-by-Step Guide for Mail Merge

To create a mail merge in Google Sheets, start by setting up a Google Sheet with recipient data. The first row should contain column headers, which will serve as placeholders in your email template.

Create an email draft template in Gmail with placeholders that match the column headers in your Google Sheet. This template will be automatically populated with the data from your spreadsheet when the script is run.

Next, add the mail merge script into your Google Sheets. This script sends the data from your Google Sheets to the placeholders in your email draft. You can edit the mail merge automation to fit your needs or activate additional email parameters such as Bcc, Cc, or ReplyTo by uncommenting the relevant lines in the script.

Once the script is set up, run it by navigating to Mail Merge > Send Emails in the spreadsheet. During the process, you will be prompted to authorize the script to access your Gmail account and send emails on your behalf.

Including Unicode Characters

If you need to include unicode characters in your email, use the MailApp service instead of the GmailApp service in your script. This ensures that all characters are properly displayed in the final email sent to recipients.

Testing Your Mail Merge

It is advisable to send a test email to yourself before running the full mail merge campaign. This helps in verifying that all placeholders are correctly mapped and the email content appears as expected.

Maintaining Your Mail Merge Script

The sample mail merge code provided by Martin Hawksey, a Google Developer Expert, is maintained by Google and other experts. If needed, you can modify the source code to better fit your specific requirements.

Using Third-Party Extensions

Alternatively, you can use third-party extensions like Mailsuite to facilitate the mail merge process in Google Sheets. These extensions often provide additional functionalities and a more user-friendly interface, but they may require installation and a learning curve.

Key Considerations

Clean up your Google Sheet by ensuring there are no empty rows and that all necessary data is properly formatted. This will help in avoiding errors during the email sending process.

Be mindful of the email account you're using and adhere to Gmail’s sending limits to avoid having your account flagged for sending too many emails in a short period.

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Use Cases Unlocked by Knowing How to Do a Mail Merge in Google Sheets

Automated Event Invitations

Knowing how to do a mail merge in Google Sheets enables you to send personalized event invitations efficiently. By using column headers as placeholders in your Gmail draft template, you ensure each recipient receives an invitation with their specific details. Automating this process helps save time and ensures no one on your list is missed.

Streamlined Classroom Communication

Teachers can benefit from mail merge in Google Sheets by sending personalized emails to each student or parent. This enhances communication, making it possible to provide specific updates or information tailored to individual recipients, thus improving engagement and clarity.

Efficient Data Collection from Forms

Integrating Google Sheets mail merge with Google Forms allows for automatic sending of personalized emails upon form submission. This application is ideal for confirming registrations, sending thank-you notes, or distributing follow-up materials, boosting both user experience and operational efficiency.

Enhanced Lead Generation

Using mail merge for lead generation emails allows businesses to send tailored messages to potential clients. By personalizing each email, companies can increase engagement rates. This method is particularly effective for reaching out to new leads, following up on previous interactions, or nurturing existing client relationships.

Customizable Bulk Messaging for NGOs

Non-Governmental Organizations (NGOs) can use mail merge to send customized messages to volunteers, donors, or beneficiaries. These personalized communications help in maintaining a strong relationship with stakeholders, ensuring they feel valued and informed about ongoing and upcoming activities.

Personalized Holiday Greetings

Mail merge capabilities in Google Sheets are perfect for sending personalized holiday greetings. By crafting a Gmail draft with placeholders and linking it to your data in Google Sheets, you can ensure each recipient receives a unique and heartfelt message, making your holiday outreach more meaningful.

Certificate Distribution

Efficiently send certificates to participants of courses, webinars, or events using mail merge in Google Sheets. Customize the email content and certificate details for each recipient, ensuring a professional and personalized touch in all your communications.

Automated Thank You Emails

Send personalized thank you emails using mail merge in Google Sheets. This application is ideal for expressing gratitude to donors, event participants, or customers. Automating this process ensures timely and personalized acknowledgments, enhancing recipient satisfaction and loyalty.

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Comparing Google Sheets and Sourcetable: Enhanced Data Management

When it comes to managing data, both Google Sheets and Sourcetable have unique strengths. However, Sourcetable stands out with its AI-first approach, making it especially effective for users looking for advanced functionalities without a steep learning curve.

Sourcetable's AI assistant simplifies complex tasks. It writes intricate spreadsheet formulas and SQL queries for you. This is an invaluable feature, particularly if you lack advanced technical skills but need to perform sophisticated data manipulations.

Integrating with over five hundred data sources, Sourcetable allows seamless data amalgamation and analysis. Its powerful search and question capabilities enable users to derive insights and answers about their data quickly and efficiently.

One common question users often have about Google Sheets is how to do a mail merge. While this task is possible in Google Sheets, it requires a series of steps and sometimes third-party add-ons. Sourcetable, on the other hand, makes such advanced spreadsheet tasks more accessible, saving you both time and effort.

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How to Do a Mail Merge in Sourcetable

  1. Sourcetable is your go-to AI-first spreadsheet solution, simplifying time-consuming tasks. To perform a mail merge in Sourcetable, start by preparing your data within the spreadsheet.
  2. Begin by organizing your data so that each row represents an individual recipient, with columns for their details such as name, email, and other required fields.
  3. Next, open the Sourcetable AI assistant. This chatbot can answer any questions about your spreadsheet functionalities. Type your mail merge query directly into the chatbot.
  4. The Sourcetable AI assistant will provide you with the formula and steps needed to complete your mail merge. It generates complex formulas and SQL queries based on your data to streamline the process.
  5. Sourcetable integrates with over five hundred data sources, allowing you to import and manage your data seamlessly. Ask the AI assistant to guide you through these integrations if needed.
  6. By utilizing the Sourcetable AI assistant, you can efficiently master spreadsheet tasks, including mail merges, without advanced knowledge. This helps you become more proficient with spreadsheets quickly.
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Frequently Asked Questions

How do I set up a mail merge in Google Sheets?

To set up a mail merge in Google Sheets, you need to prepare your Google Sheet with recipient data, create a Gmail draft template with placeholders that correspond to your column headers, and use a script to send the data to the email draft.

What function do I use to send emails in a mail merge in Google Sheets?

Use the sendEmails function within your Apps Script to send emails in a mail merge in Google Sheets.

How do I run the mail merge script?

Run the mail merge script by clicking Mail Merge > Send Emails in the spreadsheet and authorize the script when prompted.

Can I edit the mail merge automation to fit my needs?

Yes, you can edit the mail merge automation as much as you'd like to fit your needs. Additional parameters in the sample code allow further customization.

What should I use if my emails include unicode characters like emojis?

If your emails include unicode characters like emojis, you should use the MailApp instead of the GmailApp.

What placeholders should I use in my email draft template?

Placeholders in your email draft template should correspond to the column headers in your Google Sheet.

Who created the mail merge sample code maintained by Google?

The mail merge sample code was created by Martin Hawksey, a Google Developer Expert who works at Edinburgh Futures Institute.

Conclusion

Sourcetable makes answering questions about how to do a mail merge in Google Sheets easy.

Its integration with third-party tools lets users access their data in real time through an interface that the entire team can use.

Sourcetable AI automates any spreadsheet task and can quickly answer questions about spreadsheet formulas and data.

Try Sourcetable today.



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