How to send a Gmail mail merge in 2024? (from both inside Gmail and a spreadsheet)

How to send a Gmail mail merge in 2024? (from both inside Gmail and a spreadsheet)

- Published: - 11 minutes read

If you’re here chances are you want to do a mail merge in Gmail.

Gmail now has a built-in mailmerge feature which I walk you through how to use in this guide. But before we get into it, it’s important to be aware of its limitations.

Gmail’s new mailmerge feature is only available for those on paid Google Workspace plans, including:

  • Workspace Individual
  • Business Standard
  • Business Plus
  • Enterprise Starter
  • Enterprise Standard
  • Enterprise Plus
  • Education Standard
  • Education Plus
If you're on a Gmail free account, don’t worry the second Gmail mail merge method in this guide is for you.

And Gmail’s built-in mail merge also lacks the following features:

  • The ability to track opens, clicks, and replies so you can track performance.
  • The ability to cue up an email sequence of follow-ups if no reply.
  • The ability to personalize your email beyond name and email.
  • Up to 1,500 emails per day.

If that’s a deal breaker for you, don’t worry – you’ll love the second method in this guide.

Let’s jump into these two methods now.

Method 1: Send a Gmail mail merge from inside Gmail

Here’s how to do a mail merge in Gmail

    1. Open up Gmail on your computer.
    1. Click Compose to start a new email.
    1. From the Recipients tab click the icon next to Bcc Ccc and check Mail merge to turn on Mail merge in Gmail.

How to enable Gmail mail merge

If you don’t see this icon, and you’re on a Gmail free plan, this feature isn’t available to you and you need to follow the next method in this guide.

4. Add your recipients one by one or via Google Sheets

There are two ways to add recipients to Gmail mail merge:

  • Add your recipients one by one in the To field.
  • Or Adding from a spreadsheet.

Adding your recipients one by one is simple enough, but to send a Gmail mail merge from a spreadsheet, you need to format your Google Sheet with the following columns; first name, last name email.

Gmail mail merge spreadsheet

When you’re adding your recipients in Gmail. Click the To: field – select your recent Google Sheets from the import pop-up — and select your first name, last name, and email fields.

Gmail mail merge from spreadsheet

5. Compose your Gmail mail merge email

Now your recipients are ready to go, it’s time to craft your email template for sending.

When writing your email, use fields @firstname, @lastname, @fullname, and @email to personalize the email to each of your recipients.

Want to go beyond name and email addresses? With the second mail merge method in this guide, you can add an unlimited number of fields like company, address, and so on.

Gmail mail merge personalization

Method 2: Getting around Gmail’s limitations with the leading Gmail Mailmerge solution

If you’re reading this, chances are you want a free way to do a mail merge or you want to do a Gmail Mailmerge with the ability to track results in real-time and automatically follow up to get more replies.

In this method, we’ll be using Mailmeteor’s Gmail extension recommended by Google themselves (used by 5 million people globally) to send 50 emails at once for free.

Mailmeteor allows you to:

  • Personalize your emails with an unlimited number of fields.
  • Maximize deliverability and replies with drip-send and schedule features.
  • Create auto follow-up sequences sent on your behalf.
  • Schedule mailmerges from Google Sheets or the dedicated Mailmeteor mailmerge dashboard.
  • Send 2000 emails per day.

Let’s jump into how it works.

How to send a Gmail mail merge campaign from Google Sheets

1. Install Mailmeteor from Google Workspace Marketplace

Maimeteor works via an extension for Gmail, to get this extension simply head to the Google Marketplace and click Install.

2. Create your Google Sheet

Once you’ve installed Mailmeteor for Gmail, go ahead and create a new Google Sheets Spreadsheet. It’s here you’ll create your list of recipients.

If you’ve got a list of recipients ready to go you can upload this by clicking File → Import.

When creating your Google Sheets spreadsheet it’s important you format headers with fields like first name, last name, email, company, postscript, and so on.

It’s these columns we’ll use to personalize our mail merge email in the steps that follow.

Here’s how it should look:

Gmail mail merge spreadsheet

Need help to get started with your mail merge? Get this free demo Google Sheets template and fill it with your own data.

3. Open Mailmeteor from inside Google Sheets

Remember earlier when we installed Mailmeteor? Now we can use Mailmeteor for Gmail to send a mail merge without leaving Google Sheets.

Click Extensions up top in the menu and select Mailmeteor → Open Mailmeteor.

A pop-up window will appear where we can create our personalized Gmail mail merge.

It’s here you can:

  • Customize your sender name.
  • Create personalized email templates to use again and again.
  • Track opens, clicks, and replies.
  • Schedule send and add auto-follow-ups if no reply.
  • Drip send emails every minute between certain hours to look like a human (good for not going to spam)
  • Send fromm an alias address.
  • And a whole lot more.

how to open mail merge from Google sheets

4. Create your email template

If you click create new template, it’s you’ll be greeted with an email composer much like Gmail where you can write out your mailmerge email.

But what’s cool about this composer is the advanced personalization options you get over standard Gmail.

Remember those custom fields we created earlier in our Google Sheet spreadsheet?

It’s here you can add them to your email by clicking Insert variable — and Mailmeteor will automatically fill in the variables when you send your mail merge.

Wondering how to send a mail merge with an attachment? It’s here you can select the paperclip icon to insert a file that will be sent with every email.

Here’s an example of a hyper-personalized template:

adding personalization to mail merge

Once you’re happy with your email template, click Save template.

5. Preview and test your Gmail mail merge before sending

Once you’ve saved your Gmail mail merge template, you’ll be presented with a window where you can preview your email for each recipient to check the variables work as you expected as well as…

  • Send a test email to see what your Gmail mail merge looks like when sent.
  • Change the from name that will appear in your sender’s inbox
  • Track opens and clicks so you can strike when the iron’s hot.
  • Choose what Gmail account you want to send from (Note: sending from a separate Gmail email account helps protect your main one from being marked as spam.)

Once you’re ready to send your campaign hit Send emails or choose the little arrow next to it to schedule send, add a follow-up, or send with autopilot (more on that in the following steps…)

how to preview mail merge before sending

How to add follow-ups and use advanced sending features to get more responses

mail merge sending options

Next to the send button in Mailmeteor, you’ll have noticed a drop-down arrow, it’s here you can:

  • Schedule your mailmerge to go out on a defined data and time (say monday morning when people are generally more active)

Gmail mail merge schedule send

  • Add follow-up emails to send out after a set number of days based on parameters like–
    • If they haven’t replied, send the next one. (AKA: Gmail follow-up if no response.)
    • If they haven’t opened, send the next one.
    • If they don’t click a link in the previous email, send the next one.

Gmail mail merge follow ups

  • Use Autopilot which lets you enhance deliverability by defining:
    • How many emails you want to send each day.
    • How much delay do you want to leave between emails so your sending activity looks like real human activity.
    • When to start sending.
    • And what time of day you want your emails to go out.

Gmail mail merge auto sending

What you should do now?

By this point, you know exactly how to send a Gmail mailmerge so now it’s over to you.

If you want to send a Gmail mailmerge from a spreadsheet or use advanced features like tracking, auto-follow-ups, and automatic sending - join 5 million Gmail users and add Mailmeteor to your Google account today.

Frequently asked questions about Gmail mail merge

How to send an attachment?

With Mailmeteor for Gmail you can send a mail merge with an attachment with ease, here’s a video to walk you through it:

Is Gmail mail merge free?

To use Gmail’s mail merge feature you need to be on a paid Google Workspace plan. To get around this with a free Gmail account use Mailmeteor the leading Gmail mail merge tool used by 5 million people worldwide.

What is the best Mailmerge app for Gmail?

While there are quite a few mailmerge apps out there, it’s worth pointing out two things:

  1. Often mail merge solutions ask for a ton of permissions (including the ability to read your emails)
  2. Often tools offer Gmail mailmerge as a portion of their wider product suite.

Which is why Mailmeteor (recommended by Google themselves) is used by 5 million people globally. Because it does one job well: sending Gmail mail merges while respecting your privacy.

How to do a mail merge from Outlook?

To send a Mailmerge from Outlook you can follow the steps in this guide.

This guide was written by Harry Lawson, content editor at Mailmeteor. Mailmeteor is a simple & privacy-focused emailing software. Trusted by millions of users worldwide, it is often considered as the best tool to send newsletters with Gmail. Give us a try and let us know what you think!

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