Crm With Mail Merge

Mail merge is a Word feature that lets you create letters and envelopes to match, making the process of mailing out documents easier. To use mail merge, you just need to know how to create a template for your letters and addresses. Complete this quick course to get started with mail merge in Word.

In this guide, we review the best Crm With Mail Merge, streak mail merge not working, dynamics 365 mail merge, and can you mail merge directly from outlook.

best Crm With Mail Merge

If you’re ready to get more done in less time, let’s talk about using mail merge in Microsoft Word. Mail merge is a great way to take the tedium out of printing labels, envelopes and mailing lists.

Mail merge is a data processing term and it refers to the production of multiple documents from a single template form and a data file.

Mail merge is a data processing term and it refers to the production of multiple documents from a single template form and a data file. In this case, we’re talking about using Microsoft Word to generate your document, then using Outlook contacts or an Excel file to pull in the name and address information you need for your mailings.

This tutorial will walk you through the steps needed to create a mail merge in Microsoft Word 2013.

Mail merge aids you in creating personalized letters, labels, envelopes, name tags and mailings list.

Mail merge is a data processing term that refers to the production of multiple documents from a single template form and a data file. It’s often used in business to send out personalized marketing materials or invoices to customers.

But mail merge isn’t just for businesses, you can use it for personal use too! Mail merge can be used to make letters, labels, envelopes, name tags and mailing lists.

You use Microsoft Word to generate your document, then use Outlook contacts or an Excel file to pull in the name and address information.

To use mail merge, you need Microsoft Word installed on your computer. You also need Outlook installed if you’re using Outlook contacts as the source of information for your merge. If you want to use an Excel file or another type of data file (such as Access or CSV), it must already be in a format that Microsoft Office can read.

To begin, choose Mail Merge from either the Home tab or Insert tab in Microsoft Word. In the Mail Merge section at the top of the window, select Create New Outlook Data File and then click Next. Select “Use an existing contact list” and then click Next again if prompted to choose a template for your document; otherwise skip this step altogether by selecting Skip this step when prompted by clicking OK instead of Next until reaching Step 5: Select Recipients at which point you should select Use an existing contact list once more before finally clicking Finish at Step 6: Choose Your Target Folder

The process is very quick, allowing you to create things like bulk emails on the fly.

Mail merge is a simple process that allows you to create bulk emails on the fly. The first step is to create a contact list and select which fields from your database you want included in the email. Next, you’ll need to choose a template for your message and fill in the appropriate fields with information from your database. Finally, go ahead and send off those emails!

Mail merge works with both Outlook and Word, but we’ll focus on how it works within Outlook here because most people use this program more often than they use Word (even though they’re both very similar).

Save time by sending emails that are customized for each recipient.

Mail merge is an email marketing tool that allows you to create personalized emails for each recipient. This can be a time-saving feature, especially if your list has thousands of subscribers.

The first step in using mail merge is creating an email template. You can do this by creating text messages from scratch or by modifying an existing template so that it fits the needs of your business.

Next, create an email list using the contact information for people who have signed up for your newsletter or purchased products from you. Mail merges work best when there are more than two recipients because it gives them more information about how they were chosen and why they should respond to the email’s content rather than just receiving generic messages everyone else gets as well (which will likely cause them not to open any future emails).

One of the most common things I get asked about is how to print out a list of all the records in an Access table or query quickly.

One of the most common things I get asked about is how to print out a list of all the records in an Access table or query quickly. The answer is simple: use a mail merge! You can do this by entering your database and creating a new One-to-One or Many-to-One layout. Then, click on the Record Source button and select the tabular form that contains all the records you want to print. Next, go back to your layout window and enter some text into each field (for example: First Name). Finally, click on OK when you’re done editing your fields; then right click on that field’s name in order to bring up its context menu options where you’ll be able to choose Mail Merge > Print Merge – Single Record (this option works best if you’re only interested in printing one record at a time).

When prompted with another dialog box asking “Do You Want To Start A New Mail Merge?”, choose yes—you should now see something similar looking like this:

Use mail merge to get more done quicker

Mail merging is a simple but powerful tool that lets you send personalized messages to many people quickly and easily. Use mail merge to create personalized letters, labels, envelopes, name tags and mailing lists by automatically inserting individual names into a letter or other document.

You can also use mail merge to print out a list of all the records in an Access table or query.

streak mail merge not working

Yes, you can run a Gmail mail merge. Gmail is a great (and surprisingly easy) option to send personalized mass emails fast and at scale.

But… Gmail doesn’t have a built-in mail merge function. (On that note, if anyone from Google is reading this and looking to pop off a quick $1b acquisition before lunch, let’s chat.)

Since there’s no native mail merge function in Gmail, or Google Workspace Gmail accounts, you’ll need a third-party solution (or a custom Google Apps Script) to send mail merges through Gmail.

There are several Chrome extensions, Google Sheets Add-ons, and scripts for Gmail mail merges — and it’s not always clear on first (or second, or 15th) glance which meets your specific mail merging needs.

We’re here to de-complicate things.

In this guide, we’ll cover everything you need to know to run a mail merge in Gmail.

First, we’ll cover the three primary methods today for a mail merge in Gmail, discuss their pros and cons, and go through them step-by-step so you can get started fast:

Next, we’ll cover 10 smart strategies for your Gmail mail merges — how to make sure you wind up in the inbox (not the spam folder), how to personalize like a pro, attachments mail merge, and even how to break right past Google’s daily email sending limits.

Then we’ll dive into the best apps and platforms to run a mail merge in Gmail.

And finally, we’ll answer the most frequent questions around Gmail mail merges.

By the time we’re done, you should be able to make a fully-informed decision on which platform is the right place for you to run your mail merge campaigns with your Gmail account, how to get up and running today, and how to maximize the effectiveness and performance of your campaigns.

Gmail Mail Merge: The Complete Guide Table of Contents

(Click on links to jump to specific sections)

The 3 Best Ways to Run a Mail Merge in Gmail & Quick Start Guide

The three primary ways to run a mail merge in Gmail are: Sending from inside Gmail itself; sending from inside a Google Sheet; and sending with a Google Apps script.

For this article, I set up a test mail merge and tried it all three ways — inside Gmail, inside a Google Sheet and with a Google Apps script.

For the test, I invented a scenario where I met 10 new business connections at a pest control conference in Calgary, Alberta, Canada, and now I’m following up. Thanks for indulging me. Apparently my innermost fantasy is to become a Canadian pest control salesperson.

Method #1: Sending a Gmail mail merge inside Gmail

Odds are, you landed on this article because you searched for something like “send a mail merge in Gmail.” So we figured it was logical to start by, well, showing you how to send a mail merge in Gmail. And we do mean in Gmail.

In order to run a mail merge inside Gmail, you’ll need a mail merge Chrome extension to facilitate the process. We used GMass for all of the examples below because, well, it would be a really strange call here on the GMass website to use someone else’s product.

(And even though we deeply believe we’ve made the best “send a mail merge inside Gmail” solution, no, we aren’t the only game in town. Others using the inside Gmail method include Yesware, MergeMail, Streak and Gmelius.)

Step 1: Organize contacts in a mail merge Google Sheet

I’ve put my 10 contacts into my Google Sheets mail merge. I’ll use the names of the columns (e.g., Email, FirstName) for the mail merge.

One important side note: You don’t always need a Google Sheet to send a quick and easy mail merge in Gmail with GMass. GMass can pull personalized info from your Google Contacts or even extract first names from recipients’ email addresses — which is great for fast emails or emails with simple personalization. However, what I’m doing with personalized messages, a Google Sheet is the better solution for a GMass mail merge.

Step 2: Connect the mail merge Google Sheet in Gmail

Now that the Google Sheet is ready, I need to connect it to GMass within Gmail. For the purposes of this article, we’ll skip the steps of installing the GMass Chrome extension and assume you’ve already grabbed it from the Chrome web store or Google Workspace Marketplace.

Go to Gmail and click the spreadsheet icon next to Gmail’s “Search mail” input box.

From there, choose your mail merge Google Sheet from the dropdown and connect to the sheet.

You have a few additional options here as well, including filtering by rows, keeping or removing duplicate emails, and updating the Google Sheet with reporting data. I’ve decided to update the Google Sheet with reporting data.

Step 3: Compose your mail merge email

After you’ve imported the Google Sheet, GMass will automatically open a Compose window for you. The emails from the spreadsheet are all merged into one GMass alias; if needed, you can expand to see all of the individual addresses.

In addition, GMass hides the “Send” button in the Compose window to prevent a costly mistake; if you accidentally hit the normal Gmail “Send” button, the merge wouldn’t work and your contacts would see things like {FirstName} rather than their name.

To incorporate mail merge fields into your email, click the arrow next to the GMass button. In the pop-up menu, select a field from the “Personalize” dropdown menu and GMass will copy the correct personalization variable to your clipboard.

You can now paste that mail merge field wherever you want in your email, including both the subject line and body. (Even easier? Just type the left curly bracket { and GMass will suggest mail merge fields automatically right there in the body of your email.)

Step 4: Create follow-ups and select other features

Once you’ve finished composing your email, you can set up any advanced features you might want to use.

As part of this exercise, I’m sending an automated follow-up to recipients who do not reply to my first email. I’m also scheduling the initial email for Monday morning.

To set up the automated follow-up sequence, click the arrow next to the GMass button, then click Auto Follow-up. I’ve chosen to send an email if there’s no reply after three days.

Rather than compose a brand new email as a follow-up (which I could do with the option “Send custom message in same thread”), I’m just going to write a quick sentence. That feels more natural to me in this situation. Pest control salespeople are known for their brevity. (Maybe? Let’s just go with it.)

Click the Schedule button to designate a send time. I’ve scheduled the email for Monday at 10:00 A.M.

Some other optional advanced features include:

Step 5: Send a test email

It’s always wise to send a test. Even if you know your email is perfect. Still send a test. You’ll use a test to make sure all of the merge fields are working properly and everything else looks correct before you send to your entire list.

To send a test, click the Send Test Email button at the top of the GMass settings panel.

Note: It’s best to add your own email address and sample personalization to your list so you see your test email with all of the mail merge fields filled in properly.

Step 6: Send the email

When everything looks good and you’re ready to send, click the GMass button. Your email will automatically go out as scheduled. (If you’ve scheduled the campaign for a future time, you can still edit it by finding the email in your Gmail Drafts folder, then clicking the arrow next to the GMass button to make changes.)

Step 7: Track and monitor your results

Once your email campaign is out in the world, you can monitor the results in real time with GMass. Access an automated email featuring your reporting data in the GMass Reports folder in Gmail, then going to Campaigns > GMass Campaign Report: [subject line]. Click the link for “realtime web report” inside the email to see your stats. You can also head to your GMass dashboard for reporting.

You can download a CSV file with campaign reporting from the dashboard, web-based report or back in the reporting email. In addition, if you chose to track results directly in your Google Sheet, you’ll find those results in new columns on that spreadsheet.

Sending a Gmail Mail Merge directly in Gmail: A summary

There are several benefits to running a Gmail mail merge directly inside your Gmail account, whether with GMass or another in-Gmail option.

The workflow is intuitive — you set up a spreadsheet of contacts, merge them into a Gmail message in the familiar Gmail window, and every setting is easily accessible inside of your message.

By sending a mail merge inside of Gmail, you eliminate a lot of the back and forth between your Google Sheet and email (as we’ll cover in the next step). You also eliminate the complexity and limited feature set of a Google Apps Script.

And if you’re sending mail merges with less complex personalization, you can skip the Google Sheet process entirely and send the email without ever leaving Gmail.

Our customers use GMass to send thousands of mail merges on a daily basis. And while we’ve built (what we believe is) the best Gmail mail merge system, there is another primary way. That method “lives” in a Google Sheet more than Gmail itself, which we’ll cover next.

Method #2: Sending a Gmail mail merge inside a Google Sheet

A mail merge extension like GMass works directly in Gmail. Many of the other Gmail mail merge alternatives are Google Sheets add-ons and, therefore, operate primarily within a Google Sheet.

For this test, I used one of those add-ons, Yet Another Mail Merge (YAMM), to recreate the same pest control campaign as before. (Other add-ons you can find in the Google Workspace Marketplace using this Google Sheets technique include Mailmeteor, Quicklution’s Mail Merge, Mergo, and Mail Merge with Attachments.)

Here are the steps involved.

Step 1: Organize contacts in Google Sheets

The first step of the process remains the same: adding data to the Google Sheet.

Step 2: Compose your email back in Gmail

Next up, head over to Gmail to create your draft. Unfortunately, there’s no quick way to insert mail merge fields from your spreadsheet to your email, so you’ll need to cross-reference back and forth between your Sheets tab and your Gmail tab to make sure you’re getting the column names correct as merge fields.

You can leave the “recipients” field blank; YAMM will fill that in. (If you use YAMM, we recommend keeping the documentation open in another browser tab for reference. Since YAMM lives in Google Sheets and not Gmail, there aren’t any tooltips or hints inside of Gmail as you compose your email.)

Step 3: Go back to Google Sheets to start the add-on

Once you’ve finished your draft, you’ll head back to Google Sheets to handle the next few steps of the process.

You can track down YAMM in the Extensions menu of Google Sheets under Yet Another Mail Merge: Mail Merge for Gmail. Click Start Mail Merge in the YAMM menu to begin the process.

After YAMM loads, you’ll see a pop-up overlay which gives you the option to start your mail merge.

Step 4: Select advanced features

I’m not able to do an automated follow-up series with YAMM (your only option is to push follow-ups manually after the initial send), so we’ll skip that step here.

I’m also unable to schedule my email on the free plan. Doing so would be possible on the paid plan, however, by clicking the “Schedule” button.

Also, unlike GMass, YAMM sticks to Gmail’s sending limits; there’s no way to exceed 500 daily recipients for a standard Gmail account or 2,000 daily recipients for a Google Workspace account.

Step 5: Send a test email

As we discussed before, it’s always crucial to send a test email.

YAMM sends a test to your email by automatically pulling the merge data from the first recipient in your Google Sheet.

Step 6: Send the email

If everything looks good in the test, click the “Send [n] emails” button (or schedule your email for the future). YAMM will immediately add a column to the Google Sheet called “Merge Status” and open a sidebar panel in Google Sheets showing a tracking report.

Step 7: Track and monitor your results

You can access the stats on your email by returning to your Google Sheet, clicking on YAMM in the Extensions menu, then clicking “Open Tracking Report.” Make sure not to drag your feet, though: YAMM only stores the email statistics for the prior 10 days.

You’ll also need to use the tracking report to initiate follow-up emails. Click the blue plus sign on the top right of the tracking report to begin the process of running a manual follow-up campaign.

Sending a Gmail Mail Merge inside a Google Sheet: A Summary

The workflow is noticeably different with a Gmail mail merge inside Google Sheets versus one inside Gmail. The Google Sheets process usually requires more back and forth; set up a list in Google Sheets, go to Gmail to compose, go back to Google Sheets to set up the mail merge, back to Gmail to get the test send and to tweak the email, back to Google Sheets to initiate the send and track stats.

Method #3: Send a Gmail mail merge using a Google Apps script

If you want a solution for sending Gmail mail merge that’s more complex and has fewer features — but is free — you can set up a Google Apps Script.

We won’t cover this option in as much detail as the others, as there are far fewer features and Google has a page devoted to the script on its developer website. The basic steps are:

This method is missing out on advanced features and lacks any email tracking — but again, it’s free. The only limits here are Gmail’s daily sending limits. Still, without tracking or many advanced features, this would not be a recommended method for pros or anyone looking to grow and improve their results.

10 Pro Strategies for Mail Merges in Gmail

Now that we’ve covered the various ways you can run your personalized mail merge campaigns with Gmail, either inside Gmail or with a Gmail-adjacent Google Sheets add-on, it’s time to talk about maximizing the effectiveness of those campaigns.

After all, you don’t just want to send mail merge email campaigns for the sake of sending them — you want to get a result. Whether it’s to get cold outreach prospects to book a meeting, get subscribers to click on your newsletter, build a link to your website, or even to spread the word to members of your organization about an event — you’re after results.

In this section, we’ll discuss some smart strategies to get those results.

Fortunately, none of the things we’ll discuss requires high-level technical skill, even though they’re definitely pro moves.

1. Warm up your email address before you send

Odds are you’re not already sending hundreds or thousands of emails every day through your Gmail account. So if, all of a sudden, you started sending hundreds or thousands of nearly-identical emails Gmail notices the change — that would raise a major red flag to Google.

The results? Lots of your emails will probably wind up in your contacts’ spam folders, not their inboxes. On top of that, Google might suspend your account because they suspect you’re a spammer.

That’s why you need to “warm up” your address.

An email warm-up tool will gradually ramp up the sending volume from your account to let Google know you do send a high volume of emails, those emails aren’t spam, and people want to receive and read those emails.

GMass offers a free email warm-up tool to everyone — even if you’re not a GMass user — to get your account ready for large-scale sending.

The tool will send emails from your account every day, increasing the amount gradually. It will also open and respond to those emails from other accounts and sometimes mark them as important.

Over time, you’ll prep Google to max out the number of emails you can send (500/day for a free account, 2,000/day for a Google Workspace account) — and make sure those high-volume emails you send wind up in people’s inboxes.

2. Take Gmail mail merge personalization beyond first names

So you have this vast power to send mail merge emails through your Gmail account. It’d be a real shame if the only way you used that power was to add people’s first names to your messages.

There’s so much more you can do with mail merge personalization beyond first names to make your emails seem more like one-on-one sends — and to improve their effectiveness.

3. Use fallback values and conditional logic for missing mail merge values

It’s possible — probable, even — that you won’t have every single mail merge field filled in for every single contact on your list. You might not have their first name. Or their company name. Or a personalized message for them.

There’s nothing that kills the effectiveness of a mail merge email in Gmail, Outlook, or anywhere else faster than a mail merge error.

Think about it: If you receive an email that says “Hi {firstname” or even “Hi ,” — there’s no way you’d respond.

With fallback values, you can set default entries for your merge fields in case they’re missing.

For example, if you go with {FirstName|there}, now your email would say “Hello there!” if you don’t know the person’s first name.

You can take things even further with conditional logic. GMass is one of the only Gmail mail merge platforms where you can use simple logic to customize your emails.

For example, if you’re sending a cold email to contacts who are either in the roofing business or the plumbing business, you could use conditional logic for a pitch tailored to the roofers and a pitch tailored to the plumbers. You could even use conditional logic for advanced tasks like to format mail merge numbers or customize your email signature.

4. Schedule your emails and follow-ups

You aren’t always going to want to send out your mail merge campaigns the moment you’re done putting them together.

So make sure you’re using a tool that allows you to schedule your emails. Pick a time or day in the future for your main campaign — and, if you’re using automated follow-ups, schedule those as well.

GMass even has a feature where you can skip weekends on your automated mail merge emails, in case you only want to hit contacts’ inboxes when they’re at their desks.

5. Test your email mail merge to find out if it’s likely to be marked as spam, and tweak it accordingly

Even if your email address is warmed up properly and even if you’re sending to a well-curated list of contacts who’ve opted in, when you send mail merge campaigns in Gmail, there’s a chance some of your emails will wind up in the spam folder. You also might wind up in the Gmail promotions tab — that’s not as devastating as spam but still not the inbox.

It’d be really good to know if that’s going to happen in advance — and to tweak your email to avoid it. And you can.

GMass’s unique Spam Solver tool will test your email by sending it to 20 real email accounts with different filters in place — and then reporting back how many times you hit the inbox, the promotions folder and the spam folder.

Then, you can make tweaks to your email in the Spam Solver tool — like turning off click tracking or sending as plain text — to see if that improves your deliverability.

6. Embed images for mass mail merge emails indistinguishable from personal ones

There are two ways you can include images when you send emails: Embedded images or hosted images. Embedded images are the ones you directly insert into your emails; Gmail embeds them when you directly upload or paste them in. Hosted images are pulled from an external server.

You can’t embed images in emails Gmail sends unless you actually upload or paste them in right there in the Gmail compose window. So if you use an email platform where you compose emails outside of Gmail (including platforms like Mailchimp, Mailshake, ActiveCampaign, Lemlist, Mailmeteor, and many more), your images will be hosted.

Embedded images, however, are a better option.

First, they really simulate how you’d include images if you were sending a one-on-one email, not mail merge email messages. Second, they’re viewable offline, unlike hosted images. And third, they’re much less likely to be blocked by mail servers (and aren’t associated with spam).

By default, GMass will use embedded images (though you can switch to hosted if you prefer that for whatever reason).

7. Gmail mail merge with attachments: Include personalized attachments to every contact

With your mail merge Gmail, you can include one attachment for all of your contacts easily: Just attach the file in the compose window.

But sending a Gmail mail merge with attachments that are personalized to each contact is a bit more advanced. You’ll need to find a platform that can actually make attachments one of your merge options.

With GMass, you can add personalized attachments to each of your email merge Gmail messages. Just make a column in Google Sheets with the URL of each recipient’s attachment in Google Drive, Dropbox, or another server and GMass will pull each file to send it as an attachment to the right contact. (Check out these instructions for how to pull off a Gmail mail merge with attachments stored on Google Drive, Dropbox, and Amazon S3.)

dynamics 365 mail merge

A shiny new implementation of Dynamics CRM often begins life with consistent and professional looking email and mail merge templates that align with your brand. Over time as your business use of CRM increases, you may start to experience the following problems:

How we can help with systematic email and mail merge template management…plus email analytics within CRM

We help businesses achieve a well-managed set of email and mail merge templates that they need to deliver a consistent message to their customers. To build on this, we also create professional looking HTML emails that continue the company brand through your CRM communications.

We also provide email analytics. Email analytics including email tracking means you’ll be able to analyse directly in CRM which emails your customers have opened and the links they have clicked on. This powerful information is available directly in CRM and will help you to understand your customers better and direct your marketing resources more effectively.

The next steps to improved email and mail merge templates

If you want to send out consistent looking communications to your prospects and customers and track how effective those have been, please contact us for further details.

can you mail merge directly from outlook

There are various ways to do a mail merge and there are various tools available to further simply the process or add even more options. This guide gives an overview of these methods and walks you through a couple of examples to do your own mail merge.

Although you can also do a mail merge to a document or directly to a printer, in our examples we will use an email as the output. The process for the other output options is very similar and this guide can also be used for that.

Mail Merge from Outlook

In this mail merge example we will send a select amount of contacts an email and ask them whether their contact information is correct.

As the whole process involves quite a few clicks, we’re going to break it down in 4 easy to follow steps.

Important!Before continuing, please verify with your ISP or mail admin first if there are any restrictions in how many emails you may send within an hour or in total on a day. Some have put a restriction on that but as long as you stay under a 100 it’s very likely you won’t run into any issues and there is probably no need to contact your ISP.

If there is a limit set, then you can use a Mail Merge tool with scheduling functionality to work around these limits and send out the mail merge is smaller batches.

Step 1: Select or filter your contacts

We start the Mail Merge process by specifying which of our contacts we want to send an email to.

Step 2: Start the Mail Merge

Now that we’ve selected the contacts, it is time to start the Mail Merge.

Message subject line: <whatever you want as a subject for your message> (you can modify this later too)

A new document will open. Select the Mailings tab on the Ribbon.

Step 3: Create the message with Contact fields

Now it is time to start writing your message with variables. This sounds more difficult than it is.

Now type the following; “Thanks in advance and best regards, <your name here>“

Step 4: Send out the personalized mass mailing

Only a few more clicks and checks, and and the messages will be on their way.

A new dialog will now pop-up. As we had already set the subject and selected all the correct contacts we don’t need to change anything in this dialog. Click OK to complete the merge.

Tool Tip!If you need to send along an attachment with your mail merge or also want to address people via the CC or BCC address line, then you can use the Mail Merge Toolkit add-in from MAPILab.

If you decide to order use 4PM76A8 to get a discount.

Mail Merge from Word with Outlook as source

In this example we again send a selected amount of contacts an email but we’ll skip the letter writing as it is similar to the example above.

The Task Pane panel will open on the right side of the document to choose the document type.Here select “E-mail messages”.

As you can have multiple Contacts folders in Outlook we need to select the actual folder which we will be using by pressing “Choose Contacts Folder”.

Word now opens the “Mail Merge Recipients” dialog where you can specify which contacts to send to.This dialog offers various selecting and filtering options. This dialog can be a bit slow when you have a lot of contacts as it refreshes the screen after pretty much every action. However, the “Find duplicates…” feature is quite handy especially, when you want to use the entire Contacts folder for your mail merge.

Mail Merge from Word with another source

The process is similar as doing a mail merge from within Word with Outlook as the source, with an additional step to match the merge fields.

Leave a Comment

5 × one =