Gmail Mail Merge: Send Personalized Emails in Minutes

have you seen how easy it is to do a  mail merge in Gmail now this is going   to save you a lot of time it's right here with  a click let me walk you through how you set one up so why would you want to use mail merge I'm  going to show you a couple different ways that   can save you a lot of time and make things a  little bit more personal now in this example   right here let's say I was going to write an email  and it was just for a party and I just had a basic   email and it just says hey here's the time now  I want to make it a little bit more personalized   with everybody's name coming up instead of just  saying hey I want to be able to send it out just   once I don't want have to send it over and over  again mail merge allows me to do this so what   I'm going to do is just delete this message here  and I'm going to go ahead and compose a new one

so now this right here is mail merge and this  will allow me to do this you're not going to   see this in a free account you uh are going to see  it in most other accounts in educ or business even   the standard ones so if I click on this we have  mail merge now first of all let's go and add some   people I want to email and I'm going to show you  in just a list but I'm also going to show you from   a Google sheet where it can pull the information  so maybe you have uh you've collected a bunch   of information with emails and you can send it  out with the mail merge and I'll go over all the   specifics to in this video so let's go and add  these people to uh the people I want to send so   I'm going to insert and I'm going to go and just  add some information to this letter okay so now   all I have to do is if I just go back up to the  top and say hey and then I use the at symbol it's   going to be able to pull the information from the  contacts that I have so if I want to say you know   I could say full name but this is casual let's  go first name so now when I send this out it's   going to change for everybody let's give it a  test with this simple one before we move on to   the Google sheet I'm going to hit continue this  is just a little message about how to fight junk   mail you can turn this off if you don't want to  see it again I'm going to just say get it and uh   now you can send a preview mail to yourself if  you'd like if I click preview I'm not going to   bother with this I'm just going to go ahead and  hit send all so here I am in one of the accounts   that I sent it to and you can see it says Hey Demo  because it was able to pull out that name from the   name that I actually have in this account because  it's just a demo account and it placed it there   so an easy way to personalize it now I just want  to point out here are some of the understanding   that send limits and I'll put a link to this down  below in the description as well but you can you   can go up to, 1500 recipients in the TW line per  message so this will give you a little bit about   uh how much you can send out but let's move back  now and let's show you how to use it from a Google   sheet what I think is a lot more powerful  especially if you're sending out of I'll give   an example let's say it's school fees sending out  to uh different people here's my demo spreadsheet

that I have here's my demo Google sheet that I  have only five entries but I could have a lot   more I could have hundreds or a thousand or  more within this and this is where it gets to   be powerful I want to make sure when I send the  email that it will be able to pull the names out   first and last recognize the email where to send  it to be able to let them know when their fees are   due their account number and the amount that they  need to pay so now I could go ahead and go over to   my email click on mail merge again this time and  I'm not going to do just the normal one I did last   time I'm going to do add from a spreadsheet so I  go and click on the spreadsheet that I need and   it's the school fees one right here I can go and  select the email it's going to be email it's going   to be email just based on how I have that set up  and then the first name is going to be first name   and this last name uh I'm going to  go and click finish now and I'm ready to go and   craft my email let me go and put some information  in here I have a pretty simple email written here   so what I want to do is where it says Dear and  I just put this here as a placeholder where it   said name I use my at now it's going to go if I  go first name I could put a   space in I could go last name if I wanted to then  it will pull from that spreadsheet it's going to   pull the first name and last name if I wanted that  gone I'm just going to backspace so on this part   right here I want to make sure they realize as I  said each due date might be a little different so   if I put the at here if sometimes if you have the  at and right now I have the period next to it and   there's no space you just have to kind of give  it a space and then put the at back in So now   I'll put the due date so the due date is going  to show up right here your outstanding balance   and account number provided below so if I go to  account number use my at here and it's going to   be the account number here is my due date I mean  my uh my fees so if I go and place my amount due   so I place four different variables that they're  just going to pull from the sheets at this point I   could if you wanted maybe I had a newsletter that  I wanted to add to this I could add a newsletter   to this so I could go and have my attached files  uh I could connect to Google Drive just make sure   that if you are adding from Google Drive that  you share it properly uh so people can view it   so it's just not you that has the permissions  to it but now I'm going to go ahead and hit continue and again just this information I'm  going to hit gut it some of these people are   outside my organization that's fine I can do the  preview as before I'm going to hit send all here   I am in one of the accounts here on the right  and I just want to point out here's the spread   sheet on the left this was the reference of this  Drew person here's the name drew it went through   March 8th is right through here we have  our account number and the account number matches   up to the one9 and it's $250 so that I hope lets  you uh understand how the process works and how   much time this can save you because even if you  were using a Google form you could collect a lot   of information from people and then be able toate  one of these mail merges to email people back out   the other thing I just want to point out again  and this was in the limitations that I showed   you before make sure that you understand all the  different uh limitations of using this uh there's   some information about CC and BCC here uh and if  you were sending it out to BCC if you sending to   500 people and you BCC it that would actually  be count up to a thousand of your daily uh send   limit on it the other thing I just want to point  out is that the mail merge can't be used with the   following types of messages so you can't reply  forward schedule uh send or confidential mode   but do take a look at this to learn a little bit  more so I hope you like this tip about mail merge   in Gmail uh it's overlooked by a lot of people  but it is uh very easy to use and it works pretty   simple so thanks for watching this week I'll see  you next time with more Tech tips and tutorials