{"id":1951,"date":"2016-05-16T03:35:42","date_gmt":"2016-05-16T03:35:42","guid":{"rendered":"http:\/\/www.saleshandy.com\/blog\/?p=1951"},"modified":"2025-06-30T10:35:11","modified_gmt":"2025-06-30T10:35:11","slug":"the-ultimate-guide-to-mail-merge","status":"publish","type":"post","link":"https:\/\/www.saleshandy.com\/blog\/the-ultimate-guide-to-mail-merge\/","title":{"rendered":"The Ultimate Guide to Mail Merge"},"content":{"rendered":"<div id=\"toc_container\" class=\"toc_wrap_right toc_transparent no_bullets\"><p class=\"toc_title\">Contents<\/p><ul class=\"toc_list\"><li><a href=\"#How-to-personalize-mass-mails\"><strong class=\"How-to-personalize-mass-mails\"><span class=\"toc_number toc_depth_1\">1<\/span> How to personalize \u201cmass\u201d mails?<\/strong><\/a><\/li><li><a href=\"#Use-cases-of-mail-merge\"><strong class=\"Use-cases-of-mail-merge\"><span class=\"toc_number toc_depth_1\">2<\/span> Use cases of mail merge:<\/strong><\/a><\/li><li><a href=\"#Why-use-mail-merge\"><strong class=\"Why-use-mail-merge\"><span class=\"toc_number toc_depth_1\">3<\/span> Why use mail-merge<\/strong><\/a><\/li><li><a href=\"#Other-benefits\"><strong class=\"Other-benefits\"><span class=\"toc_number toc_depth_1\">4<\/span> Other benefits:<\/strong><\/a><\/li><\/ul><\/div>\n\n<p><strong>Why should you personalize &nbsp;your emails?<\/strong><\/p>\n\n\n\n<p>For any sales\/marketing team personalize communication with customer yields better results.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Personalized email messages improve click-through rates by an average of 14% and conversions by 10% \u2013 Aberdeen<\/li>\n\n\n\n<li>Emails with personalized subject lines are 26% more likely to be opened \u2013\u00a0Campaign Monitor<\/li>\n\n\n\n<li>50% of companies feel they can increase interaction within email by increasing personalization. \u2013\u00a0Experian<\/li>\n<\/ul>\n\n\n\n<!--more-->\n\n\n\n<h3 class=\"wp-block-heading\"><span id=\"How-to-personalize-mass-mails\"><strong>How to personalize \u201cmass\u201d mails?<\/strong><\/span><\/h3>\n\n\n\n<p>Mail merge is the process of automatic addition of names and addresses from a database, to letters and envelopes in order to facilitate sending mail to many addresses. &nbsp;In a <a href=\"https:\/\/www.saleshandy.com\/blog\/create-mail-merge-gmail\/\" target=\"_blank\" rel=\"noopener\">mail merge<\/a> template one can include various placeholders (fields). These fields could be name, address or any information specific to each recipient \u2014 for example a contact\u2019s name or company or city which he\/she belongs to. Here is the step by step guide to perform a&nbsp;<a href=\"https:\/\/www.saleshandy.com\/blog\/mail-merge-gmail-personalized-mass-mails\/\" target=\"_blank\" rel=\"noreferrer noopener\">mail merge using SalesHandy<\/a>.<\/p>\n\n\n\n<p>When the merge is performed, the software will automatically pulls information from the database source to populate fields within your email message. For a list of 100 recipients, the mail merge&nbsp;template&nbsp;will have been reproduced 100 times, with each copy being unique.<\/p>\n\n\n\n<p>You can use the&nbsp;<a href=\"https:\/\/www.saleshandy.com\/mail-merge-gmail\/\" target=\"_blank\" rel=\"noreferrer noopener\">Mail merge with Gmail<\/a>&nbsp;of SalesHandy to send personalized emails to any number of recipients with just one click.<\/p>\n\n\n\n<p><strong>Example of custom fields:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Job title \u2013 \u201cCongratulations on your new role as {job_title}..\u201d<\/li>\n\n\n\n<li>Target audience \u2013 \u201c{Target_audience} find our product really useful\u2026\u201d<\/li>\n\n\n\n<li>Event name \u2013 \u201cHappy to meet you at {event_name}\u2026\u201d<\/li>\n\n\n\n<li>City name \u2013 \u201cWe\u2019re organizing Live concert in your {city-name}\u2026\u201d<\/li>\n<\/ul>\n\n\n\n<p><strong>An instance of personalized follow up email using mail merge<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group has-subtle-background-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p><em>Dear&nbsp;<\/em><strong><em>{firstname}<\/em><\/strong><em>!<\/em><br><br><em>I\u2019ve put a lot of time and effort into building SalesHandy \u2014but I know it\u2019s not perfect. Brutal and honest feedback is the only way my team and I can improve the product.<\/em><br><em><br>I noticed it\u2019s been about a week since you signed up\u2026<\/em><br><em>Have you had a chance to try everything out? Whether you\u2019re completely lost or having a great time, please tell me about your experience so far<\/em>!<br><br><em>Thanks<\/em>,<br><em>Arpan<\/em><\/p>\n<\/div><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><span id=\"Use-cases-of-mail-merge\">Use cases of mail merge:<\/span><\/h3>\n\n\n\n<p>The concepts behind \u201cmail merge\u201d are appropriate for any situation where an email has to be sent to multiple people, but each copy will have some unique fields. Thus the approach is appropriate for anything from simple personalized newsletter to complex e-mail with many fields.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Send\u00a0<a href=\"https:\/\/www.saleshandy.com\/blog\/mail-merge-gmail-personalized-mass-mails\/\" target=\"_blank\" rel=\"noreferrer noopener\">personalized<\/a>\u00a0annual meeting mails to shareholders<\/li>\n\n\n\n<li>Product managers to send product update email<a href=\"https:\/\/www.saleshandy.com\/blog\/create-send-html-email-template-in-gmail\/\" target=\"_blank\" rel=\"noreferrer noopener\">\u00a0newsletters<\/a><\/li>\n\n\n\n<li>Admin executives to send event invitations<\/li>\n\n\n\n<li>School Principal to send personalized exam results to students<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span id=\"Why-use-mail-merge\">Why use mail-merge<\/span><\/h3>\n\n\n\n<p>Using mail merge can increase the effectiveness of your direct email marketing content and can increase your sales rate and&nbsp;<a href=\"http:\/\/www.saleshandy.com\/blog\/how-to-decrease-lead-response-time\/\" target=\"_blank\" rel=\"noreferrer noopener\">decrease your overall response time<\/a>. Sales team can have higher success ratio when connecting with clients as the customer would have an impression that the salesperson is taking out time to write a personal email.<\/p>\n\n\n\n<p>You will get more response to your personalized emails, like below is the email I\u2019ve received from my customer,<\/p>\n\n\n\n<p><strong>Response of the customer to one of my \u2018mail-merge\u2019 email<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group has-subtle-background-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p><em>Hi Piyush,<\/em><br><br><em>I\u2019m happy using  SalesHandy. It\u2019s been excellent experience using it..<\/em><br><em><br>Thanks,<br>Annie<\/em><\/p>\n<\/div><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><span id=\"Other-benefits\">Other benefits:<\/span><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Saves your time and efforts.<\/li>\n\n\n\n<li>It\u2019s a very fast way to produce hundreds of personalized emails.<\/li>\n\n\n\n<li>One standard email can be written and sent to all recipients without having to manually add name and address in each email.<\/li>\n\n\n\n<li>Producing personalized mass emails is much simplified, especially compared to the process of preparing individual email to many people.<\/li>\n<\/ul>\n\n\n\n<p>I loved this small but efficient piece of technology and hence we built it in SalesHandy. If you would like to try mail merge&nbsp;<a href=\"http:\/\/www.saleshandy.com\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">you can sign up here<\/a>. Send us a mail at&nbsp;<a href=\"mailto:support@saleshandy.com\" target=\"_blank\" rel=\"noreferrer noopener\">support@saleshandy.com<\/a>&nbsp;if you need any help in doing so.<\/p>\n\n\n\n<p>Related Article:&nbsp;<a href=\"https:\/\/www.saleshandy.com\/blog\/mail-merge-gmail-personalized-mass-mails\/\" target=\"_blank\" rel=\"noreferrer noopener\">How to use Mail Merge with Gmail To Send Personalized Emails<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Why should you personalize &nbsp;your emails? For any sales\/marketing team personalize communication with customer yields better results.<\/p>\n","protected":false},"author":8,"featured_media":1955,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_eb_attr":"","is_display_hero_banner_button1":"","is_display_hero_banner_button2":"","hero_banner_button1_text":"","hero_banner_button2_text":"","hero_banner_button1_url":"","hero_banner_button2_url":"","footnotes":""},"categories":[987],"tags":[132,133],"class_list":["post-1951","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cold-emailing","tag-mail-merge","tag-why-use-mail-merge"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The Ultimate Guide To Mail Merge<\/title>\n<meta name=\"description\" content=\"Mail Merge is a process to create a set of a document which we send to our customers for 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Through his blogs, he shares actionable advice on email deliverability, cold outreach, and effective email strategies to help you optimize your campaigns and achieve success.","sameAs":["https:\/\/www.saleshandy.com\/","https:\/\/www.linkedin.com\/in\/piyushnp\/","https:\/\/x.com\/https:\/\/twitter.com\/piyushnp"],"url":"https:\/\/www.saleshandy.com\/blog\/author\/piyush_patel\/"}]}},"_links":{"self":[{"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/posts\/1951"}],"collection":[{"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/comments?post=1951"}],"version-history":[{"count":1,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/posts\/1951\/revisions"}],"predecessor-version":[{"id":56534,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/posts\/1951\/revisions\/56534"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/media\/1955"}],"wp:attachment":[{"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/media?parent=1951"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/categories?post=1951"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.saleshandy.com\/blog\/wp-json\/wp\/v2\/tags?post=1951"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}