Mail Merge using a Template

How to do a Mail Merge using Google Apps at Wellesley

The following procedure was last tested February 2016.  Google modifies their systems periodically, and sometimes causes these scripts stop functioning properly.  We recommend that you test your Mail Merge with a colleague's email address before sending to a large group.
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 Mail Merge Template Google Document link and click Make a copy.
    • This will create a copy of the template as a new Google Document in your Google Drive.
  2. Click on the title of the document to rename it.
  3. After a few seconds, a MailMerge option will appear in the Google Document menubar next to Help.
  4. Click on the MailMerge menu, and click Help.
  5. In the Authorization Required popup, click Continue.
  6. In the next popup, click Allow.
    • This will allow the script access to your Gmail and Contacts.
  7. In the Mail Merge Done Right popup, click the X in the top right corner.
  8. The First, Last, and Email Address columns are required and should be the first three columns.
    • DO NOT change the title row of these three columns.
  9. Two example custom fields for the Mail Merge have been provided as Field1 and Field2.  You do not have to use these in your Mail Merge, and/or you can add columns for additional custom fields.
  10. If you wish to import a list of recipients from a Gmail Contact Group for this Mail Merge:
    1. In the Google Document menubar, select Mail Merge > Import Contacts from Group.
    2. In the popup, select the Contact Group you wish to import.
    3. In the next three popups, enter the column letter where you wish the First, Last, and Email Address information to be added to the sheet.
    4. After you enter the Email Address column, you will see the data being populated in the sheet, and a popup in the bottom right.  When the popup goes away, the import has completed.
  11. Go to GMail and create a Draft message.
    1. Do not include any recipients, and keep in mind you will be selecting the draft to use based on the Subject line.
    2. For any Columns in the document that you want to autofill in the email, use %%fieldname%%.
    3. For example, if the column name is First, the draft email should have %%First%%.
    4. Save the Draft email.
  12. Go back to the Mail Merge document and select Mail Merge > Start Mail Merge.
  13. In the popup window, select the Draft message from the drop-down list.
  14. 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 new columns in the spreadsheet will update.
  15. Mail will be sent out to the users, but you will NOT receive a copy of each email.