{"id":80389,"date":"2024-06-13T20:53:41","date_gmt":"2024-06-13T20:53:41","guid":{"rendered":"https:\/\/mailrelay.com\/glosario\/mail-merge\/"},"modified":"2026-10-20T17:09:29","modified_gmt":"2026-10-20T17:09:29","slug":"mail-merge","status":"publish","type":"glossary","link":"https:\/\/mailrelay.com\/en\/glossary\/mail-merge\/","title":{"rendered":"Mail Merge"},"content":{"rendered":"\n

Mail merge is an email marketing technique that lets senders personalize bulk email messages. <\/p>\n\n

This technique consists of inserting personalized information<\/strong> (such as the recipient’s first name, last name or any other relevant data) into an email template. <\/p>\n\n

Mail merge uses data from an external source<\/strong>, such as a spreadsheet or a database, to personalize each message sent to multiple recipients.<\/p>\n\n

This way, each email looks as if it had been written individually.<\/p>\n\n

The origin of mail merge<\/h2>\n\n

Mail merge has its roots in the pre-email era, when it was mainly used for sending physical mail<\/strong> and printed documents to personalize bulk letters. <\/p>\n\n

With the advent of email and the development of more sophisticated software, the technique evolved to adapt to the digital world<\/strong>.<\/p>\n\n

That is how it became a common tool in email marketing<\/a>.<\/p>\n\n

The ability to personalize mass emails<\/strong> transformed the way companies communicate with their customers, allowing for a more personal and effective approach.<\/p>\n\n

\"Infographic<\/figure>\n\n
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Personalize thousands of emails in one click<\/strong><\/p>\n\n\n\n

Use custom fields (name, city, company\u2026) in the subject line and body of every email.<\/p>\n\n\n\n

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Create a free account<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n

How to do a mail merge step by step<\/h2>\n\n

You need two things: a list with each recipient’s data, usually an Excel or Google Sheets spreadsheet with one column per field (email, name, company\u2026), and a message with placeholders where that data will go.<\/p>\n\n

Mail merge in Word with an Excel list<\/h3>\n\n
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  1. Prepare the Excel file: put the data on the first sheet, with the column names in the first row.<\/li>\n\n\n\n
  2. In Word, go to Mailings > Start Mail Merge > Email Messages<\/strong>.<\/li>\n\n\n\n
  3. Click Select Recipients > Use an Existing List<\/strong> and choose your Excel file.<\/li>\n\n\n\n
  4. Write the message and add the data with Insert Merge Field<\/strong> (for example, the name in the greeting).<\/li>\n\n\n\n
  5. Check how each email looks with Preview Results<\/strong>.<\/li>\n\n\n\n
  6. Click Finish & Merge > Send Email Messages<\/strong>, choose the email column and type the subject line.<\/li>\n<\/ol>\n\n

    For Word to send the emails, you need Outlook installed on your computer and set up with your account.<\/p>\n\n

    Mail merge in Gmail<\/h3>\n\n

    Gmail has its own mail merge feature on some paid Google Workspace plans, such as Business Standard or Business Plus. It is not available in personal Gmail accounts. You turn it on with the multi-send mode button in the toolbar of the compose window. Then you type “@” to insert each recipient’s first name, last name or email address. With a personal Gmail account, you need a Google Sheets extension.<\/p>\n\n

    You’ll find the step-by-step process with Gmail and Outlook, and how to avoid spam, in the guide How to send bulk emails<\/a>.<\/p>\n\n

    The limits of mail merge<\/h3>\n\n

    Doing a mail merge from your own inbox works for a few hundred emails. Beyond that, problems start to appear:<\/p>\n\n