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How to Create Mail Merge in Gmail

6 min read
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Personalization is extremely important while sending an email. If you send multiple emails per day, it becomes difficult to personalize each and every email that you send. To solve this problem and automate the personalization, you can send a mail merge campaign (sequence) from Gmail. It will make sure that your open rate (the number of opens every email sent) increases and so does your reply rate.

You need to give your recipients a feeling of belongingness with your email. This is necessary because it makes your leads, prospects, candidates, and customers feel an important part of your conversation.

In this blog, we will explain a step-by-step method of sending a mail merge email in Gmail. So, without any further ado, let’s get into it. 

Steps to setup mail merge in Gmail

Step 1: Connect your Gmail account with Saleshandy.

We have a free trial period of 7 days. You do not require to give any credit card or payment details. You can give it a try for free here.

Step 2: Create a New Sequence 

Now, from the main dashboard, head to Sequences > Create Sequence

Create your email sequence

Step 3: Start composing your email using mail merge 

Here click on the +Add step and start composing your email. Write your email, subject line, and pre-header using the merge tags. Add a good mix of personalized tags, and to ensure you don’t go overboard, we give you a personalization score. 

Personalizing cold email using Saleshandy merge tag feature

Step 4: Upload your recipient’s list.

This list is a very vital part of your sequence. This list will help you send an effective mail merge campaign (sequence). You need to make sure that you put effort into building this list.  Move to the prospects tab from the sequence to upload your CSV list, or you can add prospects manually.

If you are uploading a CSV list, make sure to include merge tags in it. It might be confusing for you, so download this sample CSV. You will easily understand how to make a CSV file to send a mail merge campaign (sequence) in Gmail. Download a sample CSV from here.

Add prospects

Step 5: Schedule your sequence.

It is necessary to schedule your sequence at the time you think your recipients would be most active. If your recipients receive a business email at 10 PM, there are chances they will ignore it. Make sure you know the best time to send your email, and you schedule your emails according to the time zone of your recipients. Saleshandy gives you the option to schedule it according to different time zones.

Head to Settings > Schedules >Add new schedule. 

Schedule your email

Step 6 – Activate your sequence

Now the last step, head back to your sequence and activate it. It would be draft mode, just turn on the toggle, and Saleshandy will start sending your email at the scheduled time. 

Activate your sequence

Benefits of setup and send mail merge from Gmail

After understanding how exactly you are supposed to send a mail merge campaign (sequence) with Gmail, let’s understand what are the benefits of sending it.

Data and Reports

After your campaign (sequence) has been successfully sent, you will get a detailed report on it. This includes the information regarding total open rates, link open rates, attachment open rates, reply rate, and more. You can analyze and understand which type of emails work more and which type of emails don’t. You will start receiving 100% effective results once you do a little trial and error with your emails.

Save time and boost your productivity

In this era of information technology, time is money and the more time you have the better edge you get. With mail merge email campaigns (sequences), you are saving hours of your time. We automate the emails for you and you can work on something more productive while all your email work is being done by us.

Send mail merge with an attachment from Gmail

You will not just be able to send personalized emails to multiple people at the same time, but you will also be able to send attachments in this mail merge campaign (sequence).

We will track the attachment for you and let you know exact details of the recipient’s engagement on it.

Send personalized email using advanced features

Imagine receiving these two emails today.

One from ABC company –

Hey prospect,

I saw you visiting our site, would you like to take a tour of our dashboard for free? 

Let me know if you would be interested.


ABC Company

One from XYZ company –

 Hey John,

I am Terry from XYZ company, and I noticed you visited our site. Would you like to take a tour of our dashboard for free?

Let me know if you would be interested.


XYZ Company.

Of course, the XYZ company email would attract more eyeballs. It is just human nature to have a biased toward the personalized touch.  

Limitations of Mail merge from Gmail

Building a Mailing list is a long process

This is one of the two limitations that you will have of sending a mail merge campaign from Gmail. It will take a little time to build a mailing list. Few people rent third party list in order to send emails. We suggest you build your own list of people who have opted-in to receive your emails. This will help you in the long run.

This limitation is in a way benefit in disguise. It helps you develop a pool of your email addresses. You will be in contact with and developing a network with your audience. That’s not at all a limitation, right?

Sending Limits

You can not send an unlimited amount of emails from one account. Gmail limits people who send more than a certain number of emails in a day in order to stop spammers. If you have a long list of recipients ready to receive your emails, you should know how to send 10000 emails in a day. If you have a smaller mailing list, there is nothing to be worried about.

Video guide on setup mail merge in Gmail


Sending an email campaign (sequence) with mail merge is easy, effective and productive. It helps you to make sure that all your emails have a personalized touch and a feeling of belongingness in it.

It has proven to generate more open rates and it also helps you automate all your work while you work on something even more important. It is an absolute win. Make sure you start your 7-day free trial now.

I hope you got the exact idea on how to send a mail merge campaign (sequence) from Gmail. Thanks for reading. Until next time.

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