Easy Mail Merge for Google Docs

Easy Mail Merge simplifies the process of sending daily personalized emails from your Gmail to multiple recipients. Just craft your email template in Google Docs & integrate your mailing list from Google Sheets. Customize your email with attachments or direct sharing options, ensuring every recipient receives a tailored message. Simple status updates for each contact will let you know if your emails were sent successfully.

Note. At the moment, the tool is available only as part of the Doc Tools collection. The standalone version is coming soon.

Before you start


All emails will be sent from the Google account where you run the add-on from.


Not all fonts you may use in Google Docs templates are supported by Gmail and other email clients. Hence, some font changes for sent emails may take place:

  • Your email will be sent without changes if you use one of the common fonts such as Arial, Comic Sans MS, Courier, Garamond, Georgia, Roboto, Tahoma, Times New Roman, Trebuchet MS, or Verdana.
  • Other fonts from these families will also be replaced with generic fonts, e.g. Roboto Mono with Roboto.
  • Other fonts of the serif typeface will be sent as Times New Roman.
  • In all other cases, emails will be sent using the default sans serif font set in your browser.

Prepare mailing list in Google Sheets

Mailing list is a table in Google Sheets with recipient email addresses and other info that will help you personalize email for each contact: An example of a mailing list in Google Sheets with columns email, name, discount, offer list.

Note. Make sure it's the first sheet in your Google spreadsheet as the add-on automatically takes the data from the first tab.

Write mail merge template in Google Docs

Apart from the mailing list, you will need your email template. Prepare it in Google Docs and format any way you like. It can contain any text, lists, links, pictures, tables, and what not.

Tip. Don't worry about those parts that must be personalised for each recipient yet. Easy Mail Merge will help you deal with them a bit later.

Here's an example of the mail merge template written in Google Docs: Mail merge template crafted in Google Docs.

Connect mailing list to mail merge: Google Sheets to Google Docs

Once your mail merge template is crafted in Google Docs, it's high time to connect it with the mailing list. Here's when Easy Mail Merge software comes to play:

  1. From your Google Docs mail merge template, go to Extensions > Doc Tools > Start: Start Doc Tools add-on.
  2. Click on that waffle icon at the top to switch to Easy Mail Merge software: Switch to Easy Mail Merge in Doc Tools.
  3. Select the option Add list from spreadsheet: Add mailing list from an existing Google Sheets document.
  4. A special window will appear letting you search your Drive for the mailing list.
    Tip. If you know the spreadsheet name, make use of the Search field at the top. Simply enter the name or any word from the file name, and the add-on will display all files with partially and completely matching names.

    If you're not sure where the found spreadsheets are located, simply hover your mouse cursor over them and you'll see a tip with a full path: Find mailing list in your Drive.

    Tip. You can also look for the mailing list in specific places of your Workspace. Click that down-arrow next to Drive to search in the Shared with me section, Shared Drives or Starred items: Upload mailing list from across your Workspace.

Once you locate the required spreadsheet, click Add to take it to Easy Mail Merge and start creating a mail merge campaign.

Set up mail merge Gmail campaign in Google Docs

As soon as you upload the mailing list to Easy Mail Merge, you can start tweaking your mail merge Gmail campaign right in Google Docs: Easy Mail Merge in Google Docs.

  1. Here you will always see which mailing list you've uploaded to the add-on. Click on the icon with three dots next to its name to:
    • Refresh the connection in case you made some changes in the table after uploading the list to the add-on. This way, the add-on will detect changes in columns and data updates.
    • Delete the mailing list in case you'd like to upload another one. Quick way to refresh or remove mailing list.
  2. Pick or enter a column from your mailing list that contains the email addresses of the intended recipients.

    The add-on also checks the 2nd row of your table for email addresses (the 1st row is intended for column headers). The first one detected will be automatically placed into the To field.

    But Easy Mail Merge offers all columns available in your mailing list for this field, so feel free to choose another column with recipients if necessary: Drop-down with columns from your mailing list.

    Tip. See that + Add more option near the right edge? Click it! It will let you add such fields as CC, BCC, Sender name and Reply to for your emails: Add CC, BCC, Sender name, Reply to fields to your emails.
    • CC and BCC fields require separate columns in the mailing list with the corresponding email addresses: they will receive a copy of the email.
    • While Sender name and Reply to should be filled in manually with the required name and email address for replies: Enter email address for replies in the corresponding field.

    To remove any extra fields, press that red minus icon next to them.

  3. This is a Subject line for your mail merge Gmail campaign. If you enter it manually, all emails will be sent with the same title.

    But you can also tailor a subject for each contact — in an extra column of your mailing list. In this case, place the cursor in this field first and then just click one of the blue placeholders with that column title: the add-on will pick up the correct email subject.

    Tip. If your column in the mailing list is called Subject (regardless of the text case), the add-on will automatically put its placeholder — {{Subject}} — in this field. But of course, you can replace it with any other column placeholder or enter the subject manually if necessary.

After finishing with these basic settings for your mail merge campaign, let's customize your mail merge template in Google Docs so each recipient gets a personalized copy.

Edit mail merge template in Google Docs

With Easy Mail Merge in Google Docs, you will tailor your email template just once but each individual will still get a personalized copy of the email. Customize the email template once for each recipient.

  1. Placeholders represent the names of the columns from your mailing list. Place them in those parts of your email template where personalized information for each recipient should occur. The info will be taken directly from these columns.

    So first, place your mouse cursor wherever necessary in your email template in Google Docs. Then, click on the required placeholder so it appears at the designated spot: Placeholders will be replaced with the personalized information from your mailing list.

    When you mass send this email, each variable will be replaced with the information from the related column of your mailing list — to each addressee their own.

  2. This one will let you set up a mail merge for Gmail with attachments. You can attach personalized files or share files from your Drive in your campaign: Attach files from Google Drive or share personalized files from Mailing list.
    • If you pick File(s) from Google Drive, you'll be able to select such file(s) via a special window: Attach files from Drive.

      You can attach files of any type: PDFs, pictures, videos, archived folders, etc. But Google spreadsheets, documents and slides will be attached as PDF files by default: Spreadsheet file attached as a PDF by default.

      To send them as MS Office attachments instead (spreadsheets as XLSX, documents as DOCX, slides as PPTX), click that small triangle between the icon and file name, and pick another file type: Convert attachments to MS Office and back to PDF.

      Hit Attach to send these attachments to all recipients.

      Or opt for Insert as Drive link so there's a link to this file right in your email body. But in this case, you need to share the file obviously. You'll be able to set up sharing settings in this next additional window: Share the file to insert its shareable link into the email body.

      You can choose between Restricted access (for certain people whom you share the file with), Domain access (for people within your Google Workspace domain), and Anyone with the link: Tweak general access for shared files.

      No matter the access level, you decide if they can view, comment or edit that shared file: Assign a role to people with the access.

    • If your mailing list already contains file links prepared for each person individually, select Attach personalized files from Mailing list and identify a column to take those personalized files from: Attach personalized files from Mailing list.
      Note. This way lets you attach files of any type: PDFs, pictures, videos, archived folders, etc. But Google spreadsheets, documents and slides can go out either as MS Office files or as PDF files. To convert and send as MS Office files, tick the corresponding box below the field. Ignoring the box, will convert and send the files in a PDF format.
    • To avoid converting the files and instead share them directly and provide personalized shareable links to your recipients, go for the last setting: Share personalized files from Mailing list.

      You'll see a special window where you'll be able to:

      • Choose a column from your mailing list that has these links.
        Tip. The add-on will automatically place the first column with links detected. You'll be able to change it, of course, if necessary.
      • Set up sharing permissions.
      • Customize the text for the link — this text will appear as a clickable link in the email body and will lead to the file of interest.
        Tip. Keep the field blank to send the link exactly as it appears in your mailing list.
      Tweak the options to share personalized files.

Send mail merge emails and check delivery status

Once your mail merge in Google Docs is ready to roll, hit Send. The add-on will do a job and quickly send your personalized emails.

To make sure everything goes smoothly, it will add two extra columns to your mailing list:
Email Status and Status Details Email status and details on the sent date and time.

If sent successfully

If an email has been sent successfully, you will see Sent as a status and the exact sent date and time in the Status Details column.

If something went wrong

If something goes wrong, you will see Failed as a status with a description of the problem as Status Details.

How to ignore specific recipients for mail merge

To exclude specific individuals from the next campaign, enter X (or anything you want at all) for their names in the Email Status column.

Mark recipients to ignore in your mass email with X in the Email Status column.

The add-on will ignore rows where Email Status is filled with data, sending emails to other recipients with a blank status cell.

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