How to Use Mail Merge for Gmail to Send Customized Emails to Everyone

If you want to send same mail to multiple people but in a personalized manner for everybody, then here is the easiest way of sending personalized e-mails with mail merge for Gmail.


Mail merge is a process to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings from a form letter. The feature is usually employed on a word processing document which contains fixed text and variables. Mail merge takes a standard form and formats it with unique fields such as e-mail address, name, address, phone number, and other information to make the message look unique for each person in a database, CSV, or another source of input.

In simple Words, Mail Merge is a MailChimp for Gmail, where you can send bulk personalized messages to anyone if you have an email list using Google Spreadsheets.

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To get started Install mail merge from this link, you can either add it to your google account or if you are a google app admin, then you can install mail merge to all users in your domain.

After it is installed follow the given steps:


  • You’ll see mail merge with attachments, click the create merge template menu to clone the blank mail merge template in your Google Spreadsheet. It contains the mandatory columns – like First Name, Email Address, etc. – but you can add more columns.


  • Go to the Import google contacts menu to add existing groups to google accounts in the mail merge. This saves your time.


  • You can also add unique attachments for your recipients, just go to google drive, right-click a file and choose “get link” and copy the URL and then paste it in the sheet.


  • Run the mail merge and all the emails will be sent immediately. However, there is also an option to schedule e-mails and they will be automatically sent later. To schedule any e-mail, go the schedule date column and mention the date and time on which you wish to schedule it. You should use the dd/mm/yyyy format for it.



Open your Gmail account and create a draft message. One or more variable fields can be included in the email message using {{field name}} notation and it will be replaced with the actual values when the email is sent.

for e.g. You want to send an email to a group in which the content is mostly similar but only a few fields are not same like name, city etc. What you need to do is add columns in the sheet for each of these variable fields. And in your Gmail Draft, your can refer to these variable fields as {{First Name}}, {{City}} and so on.


Now your mail merge sheet is ready and you can send your emails now. I hope you have correctly understand and are able to follow the procedure to send bulk mass emails to your Email List using your Favorite email tool-Gmail. It is very useful, because you don’t need any tool to send your newsletters, personalized offer emails to anyone with the help of Mail Merge + Google Spreadsheets + Gmail.

Hope you have enjoyed this tutorial. Do let us know, how we did it and please leave comments if you have any questions.

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