How to Mail Merge in Google Docs
Last Updated :
08 Aug, 2024
Mail merge is a powerful tool for sending personalized emails, letters, and other documents to a large group of recipients. While Microsoft Word is traditionally used for mail merges, Google Docs offers an effective alternative. In this step-by-step guide, we'll show you how to create a mail merge using a Google Doc template and Google Sheets.
Mail Merge in Google DocsWhat is Mail Merge in Google Docs
Mail merge in Google Docs is a powerful feature that allows you to create personalized documents by merging a template with a list of data. Mail merge is handy for creating personalized letters, certificates, labels, or any other mass communication. Here’s how it works,
Template Creation
- Start by creating a Google Doc template. This template contains placeholders (called merge tags) for the data you want to insert.
- For example, if you’re sending personalized letters, you might have a merge tag like <<First Name>>.
Data Source
- Prepare a spreadsheet (usually a Google Sheets document) with the data you want to merge.
- Each row represents a recipient, and each column corresponds to a merge tag.
Merge Process
- In Google Docs, go to Add-ons > Mail Merge with Attachments > Start Mail Merge.
- Select your template and data source.
- Customize the email subject, body, and attachments (if needed).
- Click Run Mail Merge.
Personalized Output
- Google Docs will create individual documents for each recipient, replacing the merge tags with actual data.
- You can save these documents as separate files or send them directly via email.
Google Docs doesn’t have a native mail merge feature, but using add-ons can simplify the process. Here’s a step-by-step guide to performing a mail merge:
Step 1: Create Your Template Document in Google Docs
- Open Google Docs and create a new template document (e.g., an invoice, letter, or student grade report).
- Design the document with placeholders (merge fields) where personalized information will appear..
Choose your template Step 2: Go to Extensions Select Add-Ons and Install the Mail Merge Add-On
Go to Extensions > Add-ons and install a mail merge add-on like Mail Merge with Attachments or Autocrat. To directly install the add on Click here
Step 3: Configure and Start Mail Merge
Click Extensions, select your installed mail merge add-on, and choose Start Mail Merge.
Choose “Open Spreadsheet” to select a Google Sheets file containing your data.
Mail Merge>> Open SpreadsheetStep 6: Choose the document type (letters, envelopes, labels, or emails).
Step 7: Select recipients from your Google Sheets data.
- Customize individual messages using merge fields.
Choose the document Type >>Customize mail>>Click on MergeStep 8: Generate Merged Documents
- Click “Merge” to create personalized documents.
- Export to PDF, Word, or print directly from Google Docs.
Export to PDFFor a simpler approach, consider using Google Sheets with GMass for Gmail mail merges. It streamlines the process and offers more flexibility. Google Docs isn’t ideal for performing mail merges due to a few reasons,
Lack of Native Mail Merge Feature
Unlike Microsoft Word, Google Docs doesn’t have a built-in mail merge feature. You’ll need to use third-party tools or APIs to achieve mail merges.
Complexity
Using tools like the Google Docs API or Google Apps Script can be complicated. Third-party add-ons like Autocrat, Avery Label Merge, or Smartsheet Merge serve just one purpose: running a mail merge.
Limited Functionality
Google Docs lacks the robust capabilities found in dedicated mail merge tools. These limitations make it less efficient for handling large-scale mail merges.
Conclusion
Google Docs doesn’t have a native mail merge feature, but using add-ons like Mail Merge for Google Docs simplifies the process. In the end, this guide help you to streamline repetitive tasks and create customized documents in minutes. Now you can focus on what matters – crafting impactful content that resonates with each recipient. Ready to leave the manual edits and hello to efficient communication? Start your mail merge journey in Google Docs today.
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