Mail Merge Using Gmail & Google Sheets

To create a data file from Google Creating the Email Sending the Yet Another Mail Merge Sheets, enter the fieldnames and data for essage essage (YAMM) Add-on each record. M M Or Yet Another Mail Merge (YAMM) lets Open Gmail and Compose the message When you are ready to send the you want to send. you send an email from your gmail To use data from an Excel file, it is message: account and include dynamic content better to copy the fieldnames and data 1. Leave the To: field empty 1. Open the Google Sheet that from the Excel file and paste it into a from a google sheet. The premium 2. Enter the desired Subject for the contains the data to merge account features are free for University Google Sheet. This way you do not message 2. Click Add-ons > Yet Another of Notre Dame email accounts. have to upload the Excel file to Google Mail Merge > Start Mail Merge Drive and then import it into Google 3. Enter the content of your email 3. Select the Recipients column (the Key Features: Sheets. 4. Wherever you want to insert data, column that contains the email • Send personalized emails from Gmail enter the field name and enclose To copy/paste data from Excel: addresses) and click Save. referencing dynamic data in Google with << >>. Example: Sheets 1. Open the Excel file containing the <> 4. Select which Draft message to use data to use in the merge with the merge • Receive or send email notifications Note: You can also use field names from Google Forms with the content 2. Select the fieldnames and data to 5. Enter the name of the Sender in the Subject line. Example: you want from the sheet copy (optional). <>’s Comments • Track email open rates 3. Click Copy (or press CTRL+C) 6. Click Send me a test email to see 5. To ensure Gmail has saved the how the message will display to • Include images in your email 4. Open a Google Sheet final message inDrafts , close the the recipients. This way you can • Import contacts from a contact group 5. If necessary, click in cell A1 Compose message window and then determine if any modifications need open the draft again to be made before sending to all. Notes: 6. Click Paste (or press CTRL+V) 7. When you are ready to send the • You are limited to 1500 email Note: When data from Excel is brought Tips on creating the email message to all recipients, click recipients per day per mailing in to Google Sheets, the leading zero message Send Emails account. of a number will not display, like a Zip Code for instance. To display the ◦◦ Create the original email within • You must leave the template for the Gmail; if you import from another mail merge in your “Drafts” label in leading zero where the zip code is 5 program (i.e., Word), it may add gmail digits, select the column for Zip Code, click Format > Number > More hidden codes that will cause the Formats > Custom Number Format, merge to fail Creating the Data File and then enter 5 zeros -- 00000 -- and ◦◦ Make sure your field names in the using Google Sheets click Apply. message exactly match the column heading in your Google Sheet A data source, also called a data file, Tips on creating the data file is simply a collection of records that ◦◦ One of the columns must contain store data. This data is used to populate the email address for the individuals merge fields in mail merges. The data who will receive the message source is typically a spreadsheet or a database which has a field or column ◦◦ You can re-use this file by replacing headings for each variable in the file. or updating the variable data, and deleting the Merge Status column that is automatically added when a merge is completed record andmovesontothenextthathasanemailaddress. check yourSentboxinGmail.Ifanemailaddresswasleftblank,itskipsoverthat Status. This confirmsthemessagewassentandwhenyouit. You couldalso Once allmessageshavebeensent,anewcolumnisaddedtodatafilecalledMer during thefirstrunthrough. send themessagetonewrecordsandthosewhodidnothaveanemailaddress newly addedrecordsand/oremailaddresstotheblankcells, YAMM willonly Note: Ifyourunthe YAMM appagain,with 8. Click OK toclosethemessagethatallemailshavebeensent.

ge S S O ending ending OIT HelpDeskat631-8111 torequestapprovalhavethislimitation removed. job requiresneedingtosendmorethan250individualmessagesatonetime,callthe the serverwillthensendremainingmessages,butonlyupto250atatime.Ifyour hold yourremainingoutgoingmessagesforaperiodof20minutes. After thattime, time. Ifyousendmorethan250individualmessagesatonce,theemailserverwill sages perday),hereatNDyouarelimitedtosending250individualmessagesone Although YAMM allowsupto1500messagesbesentallatonce(ormes 9. 8. 7. 6. 5. 4. 3. 2. 1. and thealiassettingturnedbackoff: do this,thealiassettingsforsecondemailmustbeturnedon,mailmerge sent, YAMM allowsyoutosendemailsfromanotheraddressthathaveaccessto. To You canre-openthetrackingreportsin YAMM menu: 10. pening Treat asan alias (steps1through 6above). Click be sentfrom. In theSendfrom: drop-down,selecttheemail you wouldlikethemailmerge to Begin themailmerge asnormal.Inthe Navigate tothemailmerge Google Sheet. Changes. In thedialogbox,checkboxnextto Next theemailyouwouldliketosendmailmerge from,click Click onthe Click onthegeariconintoprightandselect Go tohttps://gmail.nd.edu. Navigate back to yourGmail Account Settings pageand L

from Back andcomplete the mailmerge asnormal. T imits racking Accounts tab.

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A Start MailMerge Treat asanalias,thenclick ddress Settings: uncheck dialogbox,clickon theboxnextto edit info. Save -