EMail Merge with Gmail

About:

As of October 6, 2020 the College has a 5 user concurrent user license for this program.  As such, anyone with a knox.edu email address may install this Google Add-on.

It is really quite easy to do EMAIL merges with GMail and a specialized Google spreadsheet.  Follow these instructions to get up and running in about 20 minutes.

Note that Google Docs does not yet support mailing labels.  To print mailing labels you must us other software such as Word / Excel,  WordPerfect,  or Filemaker.

NOTE:  We are limited to 10 users (not concurrent) per our license. 

Required Prep Work: 

1. Install this Google spreadsheet add-on:  Mail Merge with Attachments NEW LINK: Updated Link to App
2. Use this license key:GA01YS2110071AK4R8HYYCV1DGWT  
   
   1. Open the Google Sheet you've been using for the Merge
   2. Click Add-ons
   3. Click Mail Merge with Attachments 
   4. Click Activate License
       
      
      
   5. Copy and paste the license key into the box.
   6. Click Activate License.
       
3. Watch this training video now or after it pops up during the Google Add-On install process.

Completing a Mail Merge 

1. Open Google Sheets to a new blank sheet.
2. Rename the sheet to a meaningful filename.
3. Click Add-Ons
   1. click Mail Merge with Attachments
   2. Click Create Merge Template
      
      
      
4. Modify the the spreadsheet add columns which will equal a field on a merged email.  In this example, I've added interview date as column G
   
   1. DO NOT REMOVE ANY OF THE EXISTING COLUMNS
   2. Add a new columns(s) as needed.
   3. Be sure to note or remember this column(s) name as you will need it in the prep for the merged email.
      
      
      
5. Populate the spreadsheet.
   
   1. By importing data from another spreadsheet which has the same column names as the merge spreadsheet
   2. Copy and pasting data from columns of other spreadsheets
   3. Manually entering data.
       
6. Open GMail and create your merge email template in GMail using the Canned Responses.
   1. DO NOT enter in recipient email address while creating the message template.
   2. Add merge fields (spreadsheet column names) as you construct the message.
      
      1. You may add the merge fields to the subject line and to the body of the message.
      2. Add merge fields to the message template using the following format: {{merge field name}}.
      3. The merge field name is the name of the column in the spreadsheet.
      4. Be sure to add leading and trailing spaces as needed.
         
   3. You may either 
      
      1. Create a new draft message
          - or -
         
      2. Create a new Canned Response (highly recommended as you may used the canned response again and again.)
          
7. Perform the Mail Merge
   1. Click Add-ons
   2. Click Mail Merge with Attachments
   3. Click Configure Mail Merge
      
      
      
   4. Complete the configuration screen using the appropriate information and email addresses.  
      
      
      
   5. Click Continue.
      
      
   6. From the drop down list click on "Use an existing Gmail draft message as a template".  This list will offer saved canned responses as template.
      
      
      
   7.  From the drop down list that appears, click on the template you prefer.
      
      
      
   8.  Click Run Mail Merge or Send a Test message.
      
      
      
      
   9. As the merge progresses, you will see a box appear which shows the current spreadsheet row being merged.
      
      
      
      
   10. The Mail Merge is complete message will appear.  You may now exit the program.