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Looking to ship Mass Emails from an Excel Spreadsheet?

In this article, I'll prove you how to perform a mail merge using an Excel spreadsheet to distribute mass emails and letters speedily. I'll also go into detail nigh common postal service merge issues with MS Excel, as well every bit the fixes for those problems.

What is a Mail Merge?

Mail merges are an easy manner to speedily customize emails, letters, or any other personalized correspondence.

Let'due south say you lot need to send the same electronic mail or alphabetic character to several people, but with a unique name, accost, or other personalized details for each recipient. A post merge lets you lot automatically insert those personalized details into each email without the pain of having to blazon out each ane manually.

Here's what we'll cover in this article:

(Click on the links below to jump to a specific section)

• How Does a Post Merge Work?
• How to Ship Mass Emails From Excel Using Post Merge

How Does a Mail Merge Work?

A postal service merge automatically fetches data from a spreadsheet (or other data sources) and inserts information technology into a template certificate. This data can be your contacts' names and addresses, their email IDs, or whatsoever other details.

To send a post merge, you need ii files:

1. A data file – Usually, a Google Sheets file or a Microsoft Excel file that contains your contacts' information.
2. A template file – The main certificate that has placeholders for inserting the data that is fetched from your data file.

For instance, you can perform a mail merge for an email.

Here, your email is the template file — you can set up the placeholders for your recipients' names and addresses in the e-mail.

Your information file will be the spreadsheet that contains all their details.

The mail merge office would and then combine the e-mail template with your data file to create private emails for each recipient.

How Practise Mail Merges Assist You?

The mail merging process automatically creates split up, personalized documents for each recipient. This way, yous save tons of time as you lot're non wasting hours manually creating a new customized document for each person.

Imagine manually composing 100 different emails for 100 dissimilar recipients!

Yous can use mail merges to enter recipient data rapidly for sending unlike documents such every bit:

• Mass emails
• A form letter
• Mailing labels
• Envelopes
• Return address labels
• Personalized brochures
• And more than

How to Use Mail Merge for Sending Mass Emails in Excel

Mail merging is the virtually commonly used method to send mass emails.

Here, the data file will be a mailing list, which is usually stored in a spreadsheet, similar Google Sheets or Excel. Your mail merge template will be the email that you lot send to your recipient list.

However, sending mass emails from Excel with Word Mail service Merge can be challenging due to formatting errors and other problems. Notice out the almost common Word postal service merge formatting errors you encounter when sending emails from Excel, likewise as how GMass fixes these problems here.

Transport Mail Merges Easier with GMass

Excel postal service merge is a time-consuming and circuitous process that many people struggle with. What if in that location was an easier mode to do information technology? There is, and the solution is chosen GMass. You can employ GMass to send mail service merges quickly using Excel.

What Is GMass?

GMass is a powerful mail-merge tool that makes it incredibly piece of cake to typhoon and transport mass emails from your Gmail inbox. Its advanced postal service merging features take made it a popular post merge tool that'south used past employees from Google, LinkedIn, Twitter, and Uber.

Nevertheless, GMass can also exist used by individuals and groups like schools, institutions, churches, and clubs to send emails to their members quickly.

What's more —

Anyone tin get started with GMass instantly — just download the Chrome add-on and sign up with your email ID. It's that unproblematic!

If y'all have your contact information saved in an Excel file, GMass can hands utilise it to create a information merge that personalizes your emails for tons of recipients.

How to Send Mass Electronic mail from Excel

Here'due south a detailed walk-through for how to transport a mail merge in Excel using GMass.

I'll exist using the Excel spreadsheet, shown in the prototype below, to walk you through the process.

Step i:  Import Your Excel Sheet into Google Sheets

The first step is to import your Excel canvass into Google Sheets. It just takes a few seconds.

Why do I have to import my Excel certificate to Google Sheets?

Because when it comes to postal service merges, Google Sheets is far more powerful. With its automatic cloud-syncing feature, your work is automobile-saved with each edit you brand.

Google Sheets is free and available to anyone. All you need is a Google account!

While Excel as well supports sharing and file back-ups, you don't get the same level of collaboration and syncing that Sheets offers. Additionally, as you're sending emails, it'south smarter to accept your information file available online, correct?

Notation – If your contact data is in a CSV file, you lot tin also import it into Google Sheets. Here's a LinkedIn learning tutorial on how to import a CSV file into Google Sheets.

Here's a stride-by-step guide on how to import your Excel sheet into Google Sheets:

• Open Google Sheets.

• Click on the binder icon in the bottom-right to open the file picker.

• A new window showing the Google Sheets File Picker appears.
  Click on the Upload tab to upload your Excel file.

• You tin now select the file you want to upload from your calculator.
  To select your file, click on the Select a file from your device push.

• Select the Excel spreadsheet you desire to upload from your computer and click on the Open push button.

• Your file will exist automatically uploaded and converted into a new Google spreadsheet.

Voila!

Step 2: Format Your New Google Spreadsheet

Notice how my Google Sheet has the text — Ted's Tadpole Tanks – Customer List For 2019 — in the outset row?

Such text and blank rows must be removed from your spreadsheet earlier yous can use it with GMass. You lot can quickly delete them by holding down the Ctrl button and clicking on the row numbers to be removed.

Hither, I'm deleting rows 1 and ii from my sheet:

Once you lot've selected the rows to be removed, click on the Edit menu and click Delete selected rows.

Later deletion, the canvass looks similar this:

Your spreadsheet must also be in patently text with proper formatting of rows and columns. Here'southward what you need to do to ensure that:

• The start row of your Google Sheet should contain column names such as FirstName, LastName, Email, etc. However, column names shouldn't contain spaces, special characters, or codes. Instead, stick with alphanumeric characters for each name. GMass will automatically use these field names as the mail merge labels that will be placed in your email placeholders.
• The actual data should start in the 2nd row.
• At least one column should comprise your recipients' e-mail IDs. GMass volition machine-find this cavalcade during the data merge.

Step iii: Connect GMass to Your Google Spreadsheet

Here's a step-by-footstep guide on how to connect GMass to your Google Spreadsheet:

• Log in to your Gmail account.

• Click the GMass spreadsheet button beside your Gmail search bar.

• A pop-upward window appears:

• You can at present select the spreadsheet you want to employ for the mail merge from the Google Sheets drop-down list.

Note – If there's only one canvas (Sheet1) in your Google spreadsheet, it's selected by default. However, if your spreadsheet has multiple sheets, you lot can select the required sail from the worksheet drop-down menu.

One time you've selected a spreadsheet, click on the CONNECT TO SPREADSHEET button.

• After clicking the connect button, GMass will automatically read each recipient'due south address and other data from your spreadsheet. It will likewise insert their e-mail IDs into the To field of a new email.

• At present you can compose your email using the advanced personalization features of GMass. To admission these personalization settings, click on the settings arrow in the GMass button.

Click the Personalize drop-down list, and all the column names you added in your Google Sheets file will show up.

To personalize your electronic mail message, select the column names in your spreadsheet from the drop-downwardly carte du jour. You tin insert these placeholders anywhere in your email subject field and trunk.

• Hither'southward how my personalized electronic mail looks:

Notice the {FirstName} label?
That'southward a personalization tag corresponding to the FirstName cavalcade in my Google Canvas.

• Once you've finished composing your mail, striking the GMass button to send the email.

Annotation – GMass will automatically personalize the e-mail for each recipient based on the mail service merge labels you've used in your electronic mail messages.

For example, the 2d recipient of Ted'south Polliwog e-mail – Brandon Walsh, will receive an email that starts with "Dear Brandon," since the {FirstName} characterization was used in the email message.

Ship Personalized Mass Emails From Outlook with Excel

It's common for organizations to send mass emails using Outlook and Excel Mail Merge. Yous can use mail merge in Microsoft Office to create a form letter with unique personalization elements like greetings or salutations for each recipient.

However, the process can be challenging due to Word mail service merge formatting errors and other problems.

Here's a walk-through for how to create a mail merge in Discussion and Excel to create personalized mass letters:

Step ane:  Format Your Excel Workbook

Earlier you start post merge in Give-and-take and Excel, you need to ensure that your Excel file is well-formatted.

Withal, unlike the GMass method, it can be a little more confusing.

Here are vi things to keep in listen when formatting your Excel workbook for a data merge with your Word document:

• • The cavalcade header of your Excel tabular array must incorporate the field names you want to apply in your mail merge template. For example, if the Excel cavalcade name for your contacts' first names is "FirstName," the Word mail service merge function will utilize this as the corresponding placeholder in your template.
  • Organize your Excel data to have one tape per row.
  • Your information must start in cell A1 in the Excel worksheet.
  • All edits to your Excel document must be washed earlier initiating the post merge with your main document.
  • Your Excel workbook must be stored on your estimator.
  • Data entries with numerical values such as currencies, postal codes, percentages, dates, etc. must be in the correct number format. To do this, you demand to:

Note – If your contact data is a TXT or CSV file, y'all can import it to Excel by clicking on From Text/CSV in the Data section in the menu bar.

Step 2:  Prepare the Certificate Template for Your Word Mail Merge

The next step is to set a postal service merge template for your form letter of the alphabet in Microsoft Word. Here'due south a step-by-step guide on how to exercise this:

• Open up a new certificate in MS Word.

• Select the Mailings tab and click on Start Mail service Merge group. A drop-down list showing every different document blazon pops-upwardly.

You tin cull betwixt an email, envelope, letter, directory, or characterization template. For example, to create mailing labels, yous demand to select the Label template as your certificate blazon.

As nosotros are sending a letter, choose Letters as your main document from the drop-down listing.

Note – Yous tin also use the Step-by-Step Postal service Merge Wizard to streamline the mail merge in Word process. For instance, the wizard lets you instantly select the starting document for your postal service merge as shown here:

• Type in the letter of the alphabet yous desire to send to your mail merge recipients.

Footstep 3: Select Your Recipient Listing

Subsequently composing your alphabetic character, yous need to choose the listing of mail merge recipients for it. Here'due south a step-by-step guide on how to select your recipients in MS Word:

• Click on the Select Recipients button.

• From the drib-downwards menu that appears, click on Employ an Existing List.

• A dialog box pops-upwards. Select the Excel file you want to utilize as the contact list for your letter and click Open.

• Choose the Excel worksheet you desire to merge with the Discussion certificate and click OK. If your Excel document has but 1 canvas, you'll run across only Sheet1.

• If you want to edit your mailing list, choose Edit Recipient List.

A Mail Merge Recipients pop-upwards window will be displayed. In the pop-up window, articulate the checkbox adjacent to the name of the person you don't want to include as a recipient.

Step 4: Add together Personalized Content to Your Letter

At present you lot can add personalized content such as recipient names and addresses to your letter.

MS Discussion lets yous add together 3 personalization variables to your current document:

1. Insert Accost Block – you tin insert a person's address to your document.
2. Insert Greetings/Salutations – add a personalized greeting to your letter.
3. Insert Post Merge Fields – add other mail service merge labels from your Excel worksheet.

• Insert Accost Block

Go to the Mailings tab and click on Address Block.

From the dialog box that appears, select the format for the recipient'southward address block and click OK.

An address tag will be automatically added to your Discussion certificate, as shown in the picture below:

• Insert Greeting Line
  Click on Greeting Line from the menu bar, cull the format you want to use, and click OK.

A greeting tag («GreetingLine») will be automatically inserted into your letter.

• Insert Merge Field
  Yous tin can also insert other mail merge labels in Discussion like the recipient's kickoff name, contact number, company name, etc. by clicking on the Insert Merge Field from the carte du jour bar.

These fields are the column labels in your Excel sheet.

Quick Tip – You lot can also use the Lucifer Fields dialog box to manually map your Excel cavalcade names with your template field names. While information technology's more time-consuming, it gives you more control over the personalization process.

Step 5: Preview and Finish the Mail Merge Function

Once you're done creating the letter, yous can preview what information technology looks like with the data added from your Excel sail.

Hither's a step-by-step guide on how to preview your letters with Word's mail merge function:

• Go to Mailings > Preview Results to preview your letter of the alphabet for each recipient.

• You can enter the recipient number (the respective row number in your Excel file) in the text box or click on the Next and Previous buttons to scroll through your recipients.

• After verifying the information, select Cease & Merge to complete the mail service merge process between Give-and-take and Excel.

A drop-downwards menu appears. You can cull to:

1. Edit Individual Documents – further edit individual messages.
2. Print Documents – print labels, messages, or any other merged document type.
3. Send Them equally Electronic mail Letters – transport the merged document equally an email.

Note – Sending letters as email letters requires you to set up up Outlook or Gmail with Give-and-take manually. Using the GMass method for email mail service merges is a much simpler process.

Pace 6: Save the Letter

When you're done working with your merged document, you can save information technology by going to File > Relieve or by pressing the Ctrl + S keys.

To reuse your postal service merge document, open it and click Yes when Word prompts you to keep the connection from Excel to Discussion.

Conclusion

Creating a mail merge in Excel doesn't accept to be complicated.

While you can use MS Word to create mail merges for letters, it can be tricky to use when sending mass emails.

Instead, employ a mail merge tool like GMass.

Its powerful post merge features permit yous draft, merge, and send an email instantly. So why not download the Chrome extension and try information technology out today?

Ajay is the founder of GMass and has been developing email sending software for 20 years.

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Source: https://www.gmass.co/blog/mail-merge-excel/

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