How to Mail Merge using Google Sheets?

How to Mail Merge using Google Sheets?

- Published: - 8 minutes read

Whether you need to send personalized emails to a large number of recipients, create customized messages for your clients, or send out mass notifications to your network, mail merge is the go-to solution to automate and personalize your correspondence, saving you valuable time and effort.

You probably came across a bunch of articles and guides that will require you to set up extensively with scripts and go through a bunch of steps that feel like you’re arming a nuclear arsenal. We’ll make it simpler, much simpler.

So first of all:

What is a Mail Merge?

Mail Merge solves the common problem of sending mass emails or documents with customized information to multiple recipients. Instead of manually crafting each email with personalized data, mail merge automates this process by merging a template with a data source, such as a spreadsheet.

By doing so, it allows for the insertion of unique recipient information, like names or addresses, resulting in a personalized output for every individual. Ultimately, mail merge streamlines communication efforts, saves time, and ensures that recipients receive tailored content, enhancing engagement and connectivity.

How does a Mail Merge work?

The process involves two main components: a template and the data source.

Mailmeteor has a variety of email templates available for you to use or get inspired from. You will notice that the templates contain some placeholders, known as merge fields or variables. These fields act as variables that will be replaced with personalized content during the mail merge.

The second part of a mail merge is a spreadsheet, this file would contain columns for each of the variables in the template. These can be names, email addresses, billing information, etc. Each row in the spreadsheet represents a unique recipient, and each column denotes a piece of information for that recipient. The columns’ names should match the merge fields in the template to ensure seamless integration.

Once your template and data are ready, you can initiate the mail merge process.

How to Do a Mail Merge using Google Sheets

There are two convenient methods to execute a great mail merge using Google Sheets: using an add-on/extension - or using your Google Sheet URL in the Mailmeteor dashboard.

Using an Extension to Mail Merge from Google Sheets directly

Mailmeteor has a powerful add-on available that integrates directly into your Google services and provides mail merging directly in Gmail. Maximizing convenience and efficiency for clients and businesses of all sizes. With a 4.9 Star rating and +5M installs, it’s one of the best add-ons you can have for your email marketing and is on the list of recommended apps for Google Workspace.

If you are interested in learning how to use MailMeteor’s Workspace Marketplace add-on effectively, here is a step-by-step guide:

1. Get Mailmeteor up and running.

install Mailmeteor from Google Workspace Marketplace

Begin by installing Mailmeteor from the Google Workspace Marketplace. This add-on seamlessly integrates with your Gmail account and Google Suite setup, making it incredibly user-friendly. The Google Workspace Marketplace is a platform where users can discover and install a wide range of trusted apps and add-ons. These can enhance your productivity and customize your Google Workspace experience. Mailmeteor is the top-rated mail-merge solution, and you can use it with your individual Gmail account as well as your Workspace for Business account.

2. Create a contact list on Google Sheets

Create a Spreadsheet contact list

Now that you have Mailmeteor installed, open a new Google Sheets spreadsheet. This will serve as the foundation for your mailing list. You can either manually create a table with all the necessary contact information or import an existing list from your computer. Remember to create column headers for your contact list. Each column represents a specific field, enabling Mailmeteor to personalize your mail merge emails. Also make sure you have a column labeled ‘email’ that contains the email addresses of your contacts.

3. Open the Mailmeteor Extension in Sheets

Open Mailmeteor extension

To access Mailmeteor in Sheets, click on “extension” in the top bar, and scroll down to Mailmeteor. From there, select “Open Mailmeteor”. A new popup window will appear. (You might need to allow and enable some permissions at this point) This new window contains additional information fields about the email you’re about to send. Add your subject and sender name, and make sure to go over additional options if needed. Then:

4. Create your email template

Now it is time to create your email template. Click on ‘Create a new template’ in Mailmeteor, and you will be presented with an interface like the Gmail editor. Write your email as you would normally, keeping in mind that some sections will be personalized using Mailmeteor’s service.

Hello [first name], It was a pleasure meeting you in person at Vivatech. Alas, we both know how intense these conferences are! Would love to discuss further and develop how we can help you achieve your business goals at [company name]? See you soon,

5. Double-Check & Send

Mailmeteor offers a handy preview option that allows you to review how your personalized emails will appear to recipients. This step ensures that your email is well-written and that all variables are correctly filled out.

Additionally, take the opportunity to send test emails to various devices and platforms to ensure that your email looks great across different environments.

Mail Merge from Google Sheets using your Mailmeteor Dashboard

Granted, it’s not directly from your Google Sheets interface. But it is so excessively easy and practical and all you need is a URL of your Google Sheet document.

1. Log in to your Mailmeteor dashboard

Go to and sign in to your account.

2. Start a new campaign

Select Recipients

Either go through “Campaigns” on your left menu, then “Start Campaign”, or simply click on the “New Campaign” button.

3. Select Recipients

In the “To:” field, tap on “Select Recipients”, then select “Google Sheets” and paste in your spreadsheet URL. That’s it! Your contact list is loaded, and you can now start writing and setting up your email AND make use of other features and functionalities of Mailmeteor! Start campaign from dashboard

If you’re dedicated to growing your emailing productivity and getting results from your work using mail merge and other email marketing tools, then you can do so much more with Mailmeteor’s features, and it’s ALL backed up with tutorials and guides here.

What is Mailmeteor?

Mailmeteor is a top-rated emailing platform designed to streamline the process of sending personalized emails in Gmail. It allows users to send bulk emails to a large number of recipients with ease, making it a valuable tool for businesses and individuals looking to efficiently communicate with their contacts. Here are 3 amazing features you can elevate your mail merge with:

  • Email Automation: Mailmeteor allows users to send emails on autopilot by defining the number of emails to send per day and setting a delay between emails. This feature helps optimize deliverability and ensures a steady flow of communication.
  • Mail Merge with Attachments: With Mailmeteor, users can easily attach various file types, including PDFs and other documents to their mail merge. This feature is ideal for sending invoices, pay slips, invitations, and other attachments.
  • Import Your Own HTML Templates: Every company has its own unique branding and design. Mailmeteor enables users to import their own HTML templates, preserving their brand’s look and feel. This feature provides users with more formatting options and allows for consistent branding in their email communications.
  • Search and Export Emails: With the Mailmeteor Chrome Extension, you can effortlessly search for and export emails with just a click. This feature enables you to quickly gather and organize contact information for your mailing lists or other purposes.
  • Follow-up Emails: Enhance your email outreach by utilizing the follow-up feature provided by the Mailmeteor Chrome Extension. Easily schedule and send follow-up emails to ensure that your messages are noticed and increase the chances of receiving a response.

This guide was written by Guy Bou Samra, 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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