Mail Merge

How to do a Mail Merge using Google Apps at Wellesley

The following procedure was tested on January 8, 2013.  Google modifies their systems periodically, and sometimes causes these scripts stop functioning properly.  Please test the script below with a colleague's email address before sending to a large group.  If you have any issues with the steps below, please contact the Computing Help Desk.

The Mail Merge process below will send the emails from your email address, and the sent messages will NOT appear in your Sent Mail folder.

  1. Click on this link and click Yes, make a copy.  This will create a new document in your Google Drive.
  2. Click on the title of the document to rename it to what you want.
  3. After a few seconds, a MailMerge option will appear in the Google text menubar next to Help.
  4. Click on the MailMerge menu, and select Help.
  5. Click OK to the Authorization Required box that appears.
  6. Click Grant Access to the new tab that appears.
    • This will allow the script access to your Gmail and Contacts to do the Mail Merge.
  7. Click Close to close the tab and go back to the document.
  8. Add columns that you want for the mail merge.
    • The First, Last, and Email Address columns are required and should be the first three columns.
    • The Field1 and Field2 columns can be renamed/removed, and new columns can be added if you wish.
  9. If you wish to import a Contact Group from your Google Contacts to be used in this Mail Merge, select Mail Merge > Import Contacts from Group, select the Contact Group, and type in the column letters for the First, Last, and Email columns.  The fields will then be auto-populated and you will see a popup progress window in the bottom right.  When that goes away, the import is done.
  10. Go to your Goolge Mail and create a Draft message.
  11. For any Columns in the document that you want to autofill in the email, use %%fieldname%%.
    • For example, if the column name is First, the draft email should have %%Meeting Date%%.
  12. Save the Draft email.
  13. Go back to the docuement and select Mail Merge > Start Mail Merge.
  14. In the popup window, select the Draft message from the drop-down list.
  15. Click Start Mail Merge.  Two columns will be added to the document, and a progress popup will appear in the bottom right of the window.  As the Merge is processed, the columns in the spreadsheet will update.
  16. Mail will be sent out to the users, but you will NOT receive a copy of each email.

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