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Mail Merge: How to use with Google Sheets

Updated:

Mailsuite plan. Mail merge is available with the Mailsuite plan. See plans

How to send a mail merge using Mailsuite Campaigns

Mailsuite Campaigns let you personalize bulk emails, so each recipient feels the message was written specifically for them. This is particularly useful for newsletters, marketing campaigns or any situation where you need to reach many people at once but still want a personal touch. And you can manage this personalization directly from Google Sheets. Here’s how:

  1. In Gmail, click Compose. In the new message window, click Campaign, next to Cc Bcc.

    Gmail compose window with the Campaign option next to Cc and Bcc
  2. Click Import recipients.

    Campaign compose window with Import recipients
  3. In the Import Recipients window, the From Google Sheets tab opens. If it's your first time, click Enable to give Mailsuite permission to access your spreadsheets.

    From Google Sheets tab asking for permission, with the Enable button
  4. Select the Google Sheet that contains your contacts' data. Check Include shared documents to also see sheets that others have shared with you in Google Drive. If you don't have a Google Sheet with your contacts yet, create one before you continue.

    From Google Sheets tab with the list of spreadsheets and Include shared documents

Make sure your Google Sheet has:

  • Column headers: One of the headers must be labeled "Email."
  • No blank cells: There should be no blank rows or columns between your data.
  • Complete email addresses: Every cell in the Email column should contain a correctly formatted email address (e.g., john@example.com).
  • A "Name" column to help identify the recipients: If you don't include a "Name" column, only the email address will be used. Recipients will also see the name you give them in the "Name" column.
  • All data on the first tab: If your sheet has multiple tabs, Mailsuite only imports data from the first one.

Good and bad examples of Google Sheets to import

Here are examples of a good and a bad Google Sheet for importing contacts to your campaign.

👍 Good example:

Good example: one column per field, with Name, Last name, Email, Company and Link headers

👎 Bad example:

Bad example: company and email address mixed in the same column

If some rows have missing or invalid email addresses, Mailsuite will let you know so you can fix them in your sheet and try again.

Error: We found some rows with missing emails or errors

  1. Select your sheet and click Import data.

    Google Sheet selected in the From Google Sheets tab
  2. In the Import Preview, check that Mailsuite has found the column with your recipients' email addresses and that the data looks right. Then click Import data again to add the contacts to your campaign as recipients.

    Import Preview showing the Email column and the records to import

Keep in mind that:

  • You can't add or remove recipients manually after importing.
  • Rows you add to the Google Sheet after importing it won't be included in the current campaign.
  • Only the data in the first 26 columns of the sheet will be imported.
  • New columns that weren't there when you imported your Google Sheet won't be included in the current campaign.
  • Changes to the email addresses in the sheet won’t be reflected unless you import it again.

In the Recipients field, you'll see a summary such as 4 recipients (from a Google Sheets). Click the summary to open the sheet you're using.

Campaign compose window with 4 recipients (from a Google Sheets)

  1. Click Add field and select the column from your Google Sheet you'd like to use to personalize your email. This inserts a tag such as {{name}} where the personalized content will appear. You can move the tag anywhere in your email, including the subject line.

    If there's no data in the Google Sheet for a field, Mailsuite will leave a blank space or insert a fallback text. You can also use links as values to add personalized tracked links to your emails.
  2. When your email is ready, click Continue. If data is missing for some contacts, Mailsuite will let you know. In the Mailsuite Campaign pop-up, you can include an unsubscribe link, choose the campaign's notifications in Advanced settings, send a preview to yourself, schedule the campaign or send it now.

    Mailsuite Campaign pop-up

Important notes

  • Changing data in your Google Sheet: If you change the email addresses or other data in your Google Sheet, start again and re-import the sheet into your campaign in Gmail.
  • Other ways to import recipients: In the Import Recipients window you can also click Import CSV to upload a CSV file, or From Lists to use your Mailsuite Lists.

Import Recipients window, Import CSV tab

Related reads: learn more about Mailsuite’s mail merge

  1. Mail Merge: How to use with Mailsuite Lists: learn how to use your Lists to send personalized email campaigns.
  2. Mail merge: common errors and solutions: learn about common mail merge errors and how to fix them.
  3. Mail merge fallback text: set up a text that's added to your email when a value is missing for a recipient.
  4. MyCRM: manage your contacts, lists and tags in Mailsuite: keep your contacts, lists and tags in one place.