How to Mail Merge with Gmail & Google Sheets: Step-by-Step Tutorial

Thank you for installing the Mailway Mail Merge add-on. Ready to send your first mail merge campaign?

Follow this step-by-step tutorial to launch your first mail merge campaign directly from Google Sheets.

Tip

Don’t have Mailway Mail Merge add-on yet? Follow this guide to install Mailway Mail Merge add-on for Google Sheets.

Step 1: Prepare contact list in Google Sheets

The first step is to prepare your contact list in Google Sheets. You can use your existing email list or prepare a new list.

Caution

Make sure that Row 1 (top row) contains the Column Names.

Note

The Column Names will be used as Placeholders or Variables in your email template.

Tip

Want to skip some rows ? Just hide or filter the rows and no emails will be sent to those recipients. Emails will only be sent to Visible Rows.

Step 2: Open Mailway Mail Merge add-on

From Google Sheets menu, go to Extensions > Mailway Mail Merge > Open Dashboard.

Step 3: Prepare an email template

Before we could send the email campaign, we need an email template. Click on Add or Edit Templates.

Next, click on New Template button.

In the Edit Template page, enter the Subject and Body of the email. You can use the Insert Variable options to insert Variables into both subject line and body of the template.

Next, click on Save Template button to save the email template.

Step 4: Create a new campaign

Go to Dashboard and click on New Campaign.

Step 4.1: Enter basic details

In the Basic Details section, enter a Campaign Name. Optionally, you can enter Sender Name and Reply-To-Address.

Note

Campaign Name is used only to identify the campaign. It will not be sent in the emails.

Step 4.2: Select Sheet and Email Address column

In the Recipients section, the current spreadsheet will be shown by default. Select the Sheet Name (where your contact list is) from the dropdown.

Next, wait for it to load the column names from that sheet and select the Email (To) Column (the column that contains the recipient emails addresses) form the dropdown.

Step 4.3: Select Email Template

In the Email Template section, select the email template that we created in Step 4.

Step 4.4: Save the Campaign as Draft

Scroll to the top and click on Save Draft button. This will only save the campaign as draft and will not start it.

Step 4.5: Preview the emails

Go to Preview tab to preview the emails. Use the Next and Prev buttons to cycle through rows.

Did you know?

You can use the Preview feature to validate if the Template Variables are being calculated correctly or not.

Step 4.6: View campaign summary

Go to Summary tab to view the overview and email delivery timeline.

Pro tip

Use the Summary feature to quickly get an idea of how many emails will be sent and how long it would take to complete the campaign.

Step 4.7: Start the campaign

Finally, go to the Submit tab and click on Start Campaign.

Note

After you click on Start Campaign, it may take up to 30 seconds to send the first email.

Step 5: Track campaign progress

After you submit the campaign, it would automatically open the Campaign Report page. Click on Refresh Data once every 10 seconds to see updated progress.

You can open the Sheet in a new tab to view realtime update directly from Google Sheets.

Once all the emails are sent, the status would be changed to Completed.

Congratulations!

You have successfully sent your first mail merge campaign using Mailway Mail Merge addon for Google Sheets.

Caution

Important Notes

• Read the Email Sending Guidelines before sending emails with Mailway Mail Merge addon.

• If your Gmail or Google Workspace account is new, it is very important to warm up your email account before sending bulk emails from your Gmail account.

• If your Gmail or Google Workspace account is new, it is highly possible that your daily emails quota is limited to 100 emails. This limit is imposed by Google. Start sending small number of emails on a regular basis and your emails quota should be increased automatically.