MailMerge
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Cells with a blue background contain help text for you
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Cells with a yellow background are where you enter information
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Cells with a red background are essential to the workings of the mail merge - don't change them!
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There are three sheets in this document.
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On this sheet (below), set your name (as it will appear in the From section of your email), the subject of your email, and a reply-to address. You only need to set a reply-to address if you want replies to go to an email address other than the one you are sending from; if you set it, when the recipient of your email clicks reply, that's the address the reply will be sent to.
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This sheet is also where you add attachments. Copy the document ID of a Google document into the cells between "Start of attachment list" and "End of attachment list". You can add extra rows between these markers if you wish to add extra documents.
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On the second sheet ("Email text"), write your email between the red "Start of email" and "End of email" cells.
Only use the cells between "Start of email" and "End of email". Each cell will appear as a separate paragraph in your email. You can add extra rows in here if you need to (use the Insert menu). Empty rows are ignored.
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As you are writing your email, you can insert special fields, which will be replaced when the mail merge is run. A field looks like this <<firstname>>. When the mail merge is run, that marker will be replaced with information specific to the person you are emailing. You can insert as many <<markers>> as you like. Don't use a marker called <<status>>, which is reserved for the script's own use.
(In the unlikely event you wish to change the characters used to enclose field names, you can do so at the bottom of this sheet).
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Once you have composed your general email, go to the third sheet ("Data to be merged"). The first row of this sheet must be the list of markers you wish to use. NB Markers are case sensitive - if your marker is <<firstname>>, and your column heading is <<Firstname>>, your mail merge will fail.
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When you have completed your data, use the "Test mail merge" option from the Mail Merge menu. This will pop up the first three emails which would be sent - so you can check that they appear correctly, and the right information is being merged in. Please note that for the test to work, it needs three lines in the "Data to be merged" sheet (it can be the same information on each line) - if you only have one or two, you will get an error (although you can, if you wish, run the actual mailmerge with only one or two - it's only the test which needs 3).
Then, once you are happy, click "Run mail Merge" from the Mail Merge menu. That's it!
(The very first time - and only the first time - you use the Mail Merge menu, you will be asked to grant permission for the script to use your Google email account. You need to click the menu item again after giving permission).
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As your emails are sent, the Status column in the "Data to be merged" sheet is updated. Google restricts the number of emails which can be sent in one go, to prevent the system being used to send masses of spam. We have recently updated the script, so that if you are sending more than 25 emails, the script waits half a second between each email, which seems to make it possible to send more - in our tests we have successfully sent up to 100 before we encountered a problem. Of course, this means it takes a little longer to send lots of emails. If an email is not sent for some reason, the Status column will indicate this. (Google doesn't disclose exactly how many emails can be sent in a short time without triggering the anti-spam mechanism)
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Your nameJoe Bloggs
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Email subjectParty invitation for <<Firstname>>New: you can now include mailmerge fields in your subject if you wish to
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Reply-to addressjoe@bloggs.com
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Start of attachment list
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Add the document IDs of Google documents in these cells
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You can add extra rows between the markers if you need to
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End of attachment list
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before<<
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after>>
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Instructions and settings
Email text
Data to be merged