Gmail - Email Merge

This article provides step-by-step instructions on how to use Gmail's mail merge feature, which allows users to personalize emails by automatically inserting recipient-specific details like first names, last names, and email addresses.

Introduction

This article provides step-by-step instructions on how to use Gmail's mail merge feature, which allows users to personalize emails by automatically inserting recipient-specific details like first names, last names, and email addresses.

Instructions

1. On your computer, open Gmail.
2. At the top left, click Compose.
   • You can also open an existing draft.
3. In the "To:" line, add recipients.
4. On the right of the "To:" line, click Use mail merge.
5. Turn on Mail Merge.
6. In your message, enter @.
7. Select a merge tag:
   • @firstname
   • @lastname
   • @fullname
   • @email
8. To insert the merge tag, press Enter.

Tips:

• To ensure your message uses the correct recipient name, check their name in Google Contacts.
• To add multiple recipients, create a label in Google Contacts and group recipients. When you add the label in the "To:" line in Gmail, the grouped recipients populate automatically. Learn how to organize contacts with labels.
• If the recipient isn’t in Google Contacts, mail merge populates the first and last name based on what you enter in the "To:" line.
  • For example, if you enter "Lisa Rodriguez <lisa@example.com>" as a recipient, Gmail uses "Lisa" as @firstname and "Rodriguez" as @lastname.

Troubleshooting Steps:

• If you encounter any errors or problems using email merge with Gmail, please submit a ticket through our service portal or call our IT Service Desk for further assistance.
  • Please ensure you have a screenshot of the error or can replicate the error for documentation and further investigation.