How to Mail Merge using Gmail, Google Apps and Google Docs / Drive
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This document provides instructions for using mail merge capabilities within Gmail to send personalized emails to a list of contacts. The steps include: 1) Creating a spreadsheet with contact information and column headers for the fields to merge; 2) Composing an email draft in Gmail with merge fields denoted by special characters; 3) Using an add-on to start the mail merge which will send individual emails to each contact populated with their details. The mail merge allows for ultra-personalized mass emails directly from Gmail.
How to Mail Merge using Gmail, Google Apps and Google Docs / Drive
- 1. MAILMERGEwith Gmail and Google Drive CREATE A KENNY JAHNG
- 2. Kenny Jahng is the founder of Big Click Syndicate LLC, which helps non-profit, cause-related and faith-based organizations use digital and social media strategies to curate conversations and cultivate community online. Connect with Kenny via @kennyjahng or visit www.kennyjahng.com
- 3. INTRODear friend, Hi there. Everyone knows how awesome Google Apps and Gmail can be for personal email communications. But for messaging a list or larger groups, I've always defaulted to using platforms like MailChimp or Infusionsoft**. The problem is using those email marketing services can't replace the one-to-one feel of a direct email (inevitably some people notice the footer junk you need to include like unsubscribe links, address, etc). But one of the super powers I've discovered in the last year is to learn how to use mail merge capabilities with Gmail Yup, you heard that right! Gmail allows you to mail merge using variables from a spreadsheet list. Now, I can send ultra personalized emails one-to-one for a whole list of people all at once. This ebook shares how to do on your own with a step-by-step guide so that you can utilize this advanced messaging tactic too. Enjoy. To your success, Kenny Jahng @kennyjahng ** If you've never seen the beauty of InfusionSoft, be sure to check out www.bit.ly/demoinfusionsoft -- It's my weapon of choice in executing super advanced lead nurturing email strategies.
- 4. 1. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Log into your Gmail.
- 5. 2. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Proceed to open the Google Drive application and create a spreadsheet by clicking on the large red button titled “Create” then select spreadsheet.
- 6. 3. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Name your new spreadsheet prior to inputting any information (Google Drive will automatically save your document as you go.)
- 7. 4. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG After you have named your new spreadsheet, proceed to titling each column heading with the field name that you will use in your mail merge. (i.e. First Name, Email Address…)
- 8. 5. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Once you have created your column headings, continue to fill in the information accordingly with the data you will use.
- 9. 6. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG If you already have a spreadsheet created, you can upload it to your Google drive by clicking on the red button with the arrow pointing upward, which is found next to the red “Create” button. Then select the appropriate file for uploading. Click on the red arrow button to upload your file
- 10. 7. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG You will continue by clicking on the menu button “Add-ons” and download the one titled “Yet Another Mail Merge” it will then ask you to accept the terms listed. Click on the accept button. The mail merge script will then be available for you to use as you see here in the screenshot below.
- 11. 8. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Before you can run the mail merge, you need to create a new email message that will be sent to your selected contacts.
- 12. 9. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG When you compose your draft email, leave the “To” field blank unless, you would like to include a perma- nent CC or BCC email address. You may add any desired attachments at this time.
- 13. 10. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Title your subject line whatever you desire. You can also use any data from your mail merge in the subject line of your email (i.e. Hello John). You would get this in your completed mail merge by inserting the information in the subject line as Your meeting with $%Executive Name%. Be sure to use the dollar sign and the percentage signs as seen, otherwise it will not work.
- 14. 11. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Any time you use a data field from your spreadsheet it will need to begin with the $% the exact name of the column heading of your choice followed by another % sign.
- 15. 12. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Continue to compose your email and insert the data fields as needed. Save as a draft.
- 16. 13. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Go back to your spreadsheet on Google Drive and click on the “Add-on” menu button where you will then see your “Yet another mail merge” script option appear. Select the “start mail merge” option.
- 17. 14. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG The title of the draft that you created should automatically populate in the dialogue box. Complete the “Sender name” field and select one of the options listed. You can choose to send yourself a test email prior to sending out all of the merged emails.
- 18. 15. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG Once you click on the blue “Send emails” button, your mail merge will be completed and the emails will all be sent out.
- 19. 16. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG You will notice that your spreadsheet will automatically show a new column heading “Merge status” which will inform you that the contact received the email.
- 20. 17. MAILMERGEwith Gmail and Google DriveCreate a KENNY JAHNG You can continue to use the same spreadsheet of information for future mail merge emails. You will just have to delete the “Merge status” column prior to sending out the emails. Otherwise, you will not be able to complete and send the mail merge because it shows that it has already been done.
- 21. This eBook brought to you by Big Click Syndicate LLC If you need assistance with strategic marketing, donor development and social media communications, contact Kenny Jahng, founder of BCS at [email protected] or visit www.bigclicksyndicate.com GONOW&USE YOURGMAIL SUPERPOWERS