![]() We’ll introduce below a few Gmail add-ons, but you can also find tools for other popular email clients. This way, you can get everything you need in a simple interface, sometimes even without extra expenses. If you’re more of a casual sender and don’t send more than 50-100 emails a day, you’ll probably be better off with a simple plugin. The choice of an online tool for mail merge really depends on your use case. Should I use a plugin or a platform for mail merge? The functionality can often also be replicated with various APIs without any trouble. Regardless of the naming, it’s all the very same thing. Instead, you might find references to custom or dynamic fields or even to snippets. They just might not call the feature that exact name. Most, if not all, platforms for sending mass emails also offer mail merge. You can also add mail merge without using 3rd parties but with Gmail API instead, here’s how to do it. We’ll talk more about the most popular tools below. ![]() If you use Gmail, there are many add-ons that let you use Google Sheets as a source and Gmail as a tool for composing and sending emails. If Microsoft’s environment isn’t really your thing, there are several other options. You set up a data source in Excel, create a mail merge-inclusive template in Word, and send newly created emails via Outlook (Gmail could work too). This is when Microsoft Outlook comes into play. We’re going to focus on it for the rest of this article.Īs you may expect, MS Excel and MS Word are good not only for printed letters and invoices but also for emails. With the abundance of available options, online usage of mail merge is a far more extensive topic. Check out Mail Merge Toolkit 4.2, for example. There’s several add-ons for Microsoft Word that let you use mail merge with attachments, format the customizable text, or add individual, visual elements. MS Word will generate all your files within seconds.Ĭheck Microsoft’s step-by-step guide to mail merge in Excel and Word in their documentation. Simultaneously, you build a template in a Word file and merge both files. You create an Excel spreadsheet with the list of records to be inserted into your templates. To create and print hundreds of personalized materials, all you need are Microsoft Excel and Microsoft Word. ![]() With offline in mind (letters, envelopes, paper invoices, etc.), it’s safe to say Microsoft, with its Office / Office 365 products, has been the most popular choice for many years. Which tools to use with mail merge? Offline usage One thing John had to figure out was the proper tool to use mail merge with. Check the mail you have received lately, and you’ll find plenty of examples. This functionality is also often used in invoices, bank statements, on envelopes, and in dozens of other places. At the same time, since the emails look fairly personal, they have a higher chance of convincing a recipient to take the desired action.Ī user of mail merge doesn’t necessarily need to be pretending to be personal. Instead, they delegate these mundane tasks called mail merge. No one would bother writing each of these emails and inserting details one by one. Whenever someone reaches out trying to sell you something, their email will probably look like this:Īnother email from this series would look something like this:Īnd it can go on for thousands of emails sent within just minutes. In many languages, you’re likely to see gender-specific expressions. It will often start with “Dear John,” unless your name is Suzie, then you’re likely to see “Dear Suzie.” In the body, you’ll find some seemingly personalized references to your actions or further mentions of your personal details. Very often, when you receive a letter from a company or an institution, you’ll see your name and address printed on it. It’s become omnipresent in the offline world, as a matter of fact. Mail merge has been in use for many years, even before the internet changed how we do many things. Some tools even allow for sending individual attachments with emails.Ī mail merge functionality combines these two components into one piece – a personalized message with data relevant for you and you only. These can be names, addresses, or any other custom data. It requires two components: 1) A template of a letter or an email with specific placeholders in the body, and 2) A spreadsheet with a set of data that should replace placeholders for each individual recipient. Mail merge is a method of building personalized letters or emails with a bit of automation. Are they superhumans? Some might be, but most of them probably just use a good ol’ mail merge feature. Can you imagine being a VP at a large corporation and reaching out to each of your customers directly? Bankers or insurance associates do it all the time, and somehow, they manage to personalize each of the thousands of messages they send.
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