34 STEPS
1. The first step is to open a Google Sheet that has data in it, including at least one column of recipients’ email addresses.
2. Click Extensions
3. With your mouse, hover over Mail Merge for Gmail.
Please Note – if you do not have this extension, you will need to install it.
4. Click Start
5. You have the option to edit the pre-made template, but for now click New Template
6. In the first box, type Hogwarts Letter
7. Now we can customize the Email’s subject line. Click into the Email Subject box
8. We will create our first “Merge Tag” here.
To create a “Merge Tag” you will use double curly brackets
{{ and }} around the title of the column of the sheet you want to merge.
Curly brackets are found in the upper right corner of your keyboard
9. In the highlighted box, type the following:
{{Student First Name}}
10. Now we can type the body of the email. Type the following:
Dear {{Parent First Name}} {{Parent Last Name}},
11. You have the option to add as many Merge Tags as you’d like.
Just be sure to use double curly brackets surrounding the same words that appear in the heading columns of the sheet.
12. The body editor allows for some formatting options.
Click the
font dropdown to select a different font.
13. Click Arial Black
14. Click Italics
15. Click Save and close
16. This area gives you a preview of how your mail merge will be sent.
You will notice two issues.
17. This tag did not merge
18. Nor did this tag.
Both have typos that prevented merging.
19. Click Edit Template
20. This tag is incorrect because it has an apostrophe, whereas the column heading does not
21. This tag is incorrect because it only has one curly bracket at the beginning.
22. The changes have been made.
Click
Save and close
23. Click the arrow to view the next merge row’s preview
24. You will notice the preview changed.
Click the
arrow again
25. Click the arrow again
26. The Recipient Column menu allows you to select who will receive each merged email.
In this example, Column G contains the parent email addresses.
27. Click More options
28. You can designate who will be carbon copied or blind carbon copied.
Click the
dropdown under CC
29. This spreadsheet has alternate email address in Column H.
Click
H
30. The Sender Name box will allow you to add a custom name to the “From” field.
31. The Reply To box will allow you to add a custom reply address to the “From” field.
32. Recipients will see this in their From line.
33. Click Send
34. That’s it. You’re done.
