Send a mail merge from Google Sheets, Gmail, Outlook, and more

What is a Mail Merge (and how do you do one)?

A mail merge is a way to send personalized emails to lots of people at once. Instead of sending the same generic message to everyone, you can automatically customize parts of the email using data from a spreadsheet.

For example:

Hi {{ first name }}, thanks for attending our event!

…and each person receives an email with their own name inserted.

How does mail merge work?

Here’s a quick overview of how it works:

1. Start with a contact list in a spreadsheet (like Google Sheets or Excel)
2. Write an email template with placeholders (e.g. {{ first name }})
3. Use a mail merge tool like Mailmeteor to bring it all together
4. Preview, send, and track results in real time

When should you use a mail merge?

Mail merge is perfect when you're sending the same message to many people — but want it to feel like a one-on-one conversation.

It’s commonly used for:

• Sales outreach
• Event invitations
• Employee updates
• Newsletters
• School communications

Why use a mail merge tool?

While Gmail and Outlook both support mail merge, using them natively has limits. You’ll often need:

• A paid Google Workspace plan
• Word, Excel, and Outlook all connected (and configured)

Mailmeteor simplifies everything — so you can send campaigns in minutes, with no setup headaches. Plus, it gives you access to:

• Open and click tracking
• Automated follow-ups
• Attachments per recipient
• Scheduling, templates, and more

Want step-by-step instructions?

We wrote a full guide to mail merges that covers:

• How to send mail merges from each tool (Gmail, Outlook, Sheets, Excel, etc.)
• How to personalize your emails with merge fields
• How to add attachments, track opens, and set up follow-ups
• And how to choose the best mail merge tool for your needs

Check out The Beginner’s Guide to Mail Merge