{"id":25461,"date":"2025-07-11T20:58:48","date_gmt":"2025-07-11T20:58:48","guid":{"rendered":"https:\/\/www.gmass.co\/blog\/?p=25461"},"modified":"2025-07-11T20:58:48","modified_gmt":"2025-07-11T20:58:48","slug":"google-mail-merge-template","status":"publish","type":"post","link":"https:\/\/www.gmass.co\/blog\/google-mail-merge-template\/","title":{"rendered":"How to Create a Google Mail Merge Template (5 Examples That Actually Work)"},"content":{"rendered":"<p>A Google mail merge template is <em>not<\/em>\u00a0\u2014 I repeat, <em>not<\/em>\u00a0\u2014 merely\u00a0an email that starts with {FirstName}.<\/p>\n<p>A <strong>quality mail merge template is more than dropping someone&#8217;s name into an email<\/strong>. Or even dropping things like their company name, or a URL, or an AI-researched fact about the recipient\u2019s hometown.<\/p>\n<p>The true point of a mail merge template is to <strong>customize each email in a way that shows you <\/strong><em><strong>understand<\/strong><\/em><strong>\u00a0the individual recipient<\/strong>\u00a0\u2014 and you understand them so well that it feels like you wrote them an individual message.<\/p>\n<p>In this guide, I&#8217;ll walk you through <strong>exactly how to create <a href=\"https:\/\/www.gmass.co\/gmail-mail-merge\">mail merge templates in Gmail<\/a><\/strong>\u00a0that actually work.<\/p>\n<p>We&#8217;ll cover the <strong>complete setup process<\/strong>\u00a0and\u00a0share some <strong>proven templates<\/strong>\u00a0you can copy and adapt.<\/p>\n<p>Whether you&#8217;re doing sales outreach, sending party invitations, or just trying to email your team without sounding like a robot, this guide should get you the results you\u2019re after.<\/p>\n<h2 id=\"google-mail-merge-te-ehaa\">Google Mail Merge Template: Table of Contents<\/h2>\n<ul>\n<li><a href=\"#the-anatomy-of-a-goo-bhmd\">The Anatomy of a Google Mail Merge Template That Works<\/a><\/li>\n<li><a href=\"#5-google-mail-merge-rmob\">5 Google Mail Merge Templates You Can Copy<\/a><\/li>\n<li id=\"the-anatomy-of-a-goo-bhmd\"><a href=\"#how-to-create-and-se-vnsb\">How to Create and Send Your Template in Gmail<\/a><\/li>\n<li><a href=\"#google-mail-merge-te-rdvw\">Google Mail Merge Template: Next Steps<\/a><\/li>\n<\/ul>\n<h2>The Anatomy of a Google Mail Merge Template That Works<\/h2>\n<p>Mail merge requires three things: An <strong>email template<\/strong>, a <strong>data source<\/strong>, and <strong>software<\/strong>\u00a0that brings them together.<\/p>\n<h3 id=\"email-template-compo-mupe\">Email template components<\/h3>\n<p>Let&#8217;s start with the email itself.<\/p>\n<p>A good mail merge template has four key elements:<\/p>\n<h4 id=\"subject-line-with-me-uwqe\">Subject line with merge fields<\/h4>\n<p>The goal of most emails isn\u2019t just to get someone to open it; it\u2019s to get someone to take an action. But\u2026 they can\u2019t take that action if they don\u2019t open the email in the first place. It\u2019s a real paradox. Not, like, a captivating paradox that you\u2019ll want to run out to tell your friends, but in our little world, it\u2019s a paradox.<\/p>\n<p>Your <a href=\"https:\/\/www.gmass.co\/blog\/mail-merge-subject-lines\/\">subject line<\/a> is the first thing recipients see, so it <strong>needs to grab their attention<\/strong>.<\/p>\n<p>Something like &#8220;Quick question about {Company}&#8221; works way better than &#8220;Business proposal&#8221; because it shows you actually know who you&#8217;re emailing.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-subjectline.png\" data-rel=\"lightbox-image-0\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-subjectline.png\" alt=\"Using mail merge in the subject line\" width=\"1202\" height=\"936\" \/><\/a><\/figure>\n<p>Even better? <strong>Hitting a pain point<\/strong>, like merging in the name of their competitor or a specific problem you saw on their website.<\/p>\n<h4 id=\"email-body-structure-wyxr\">Email body structure<\/h4>\n<p>Keep the email <strong>tight<\/strong>, <strong>conversational<\/strong>, and <strong>scannable<\/strong>.<\/p>\n<p>You want short paragraphs, laser focus on the recipient, and a single call-to-action.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-body.png\" data-rel=\"lightbox-image-1\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-body.png\" alt=\"A Google mail merge template body example\" width=\"1202\" height=\"936\" \/><\/a><\/figure>\n<p>The goal of an email is to get someone to take one specific action. This is true, again, for everything from cold outreach to birthday party invites.<\/p>\n<h4 id=\"strategic-merge-fiel-lfij\">Strategic merge field placement<\/h4>\n<p>Don&#8217;t just throw {FirstName} at the beginning and call it a day. Use merge fields where they add context: &#8220;I noticed {Company} recently {RecentNews}.&#8221;<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-addvalue.png\" data-rel=\"lightbox-image-2\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-addvalue.png\" alt=\"Using mail merge tags where they add value\" width=\"1202\" height=\"936\" \/><\/a><\/figure>\n<p><strong>The merge fields you use should feel natural, organic, and additive<\/strong>. You don\u2019t want to pepper in data for the sake of data.<\/p>\n<h4 id=\"clear-call-to-action-glpx\">Clear call-to-action<\/h4>\n<p>What do you want them to do? Reply with availability? Click a link?<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-cta.png\" data-rel=\"lightbox-image-3\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-cta.png\" alt=\"A CTA in your template\" width=\"1202\" height=\"936\" \/><\/a><\/figure>\n<p>Make it obvious and easy \u2014 and so it doesn\u2019t feel like a major commitment.<\/p>\n<h3 id=\"data-source-google-s-cgth\">Data source (Google Sheets setup)<\/h3>\n<p>With Gmail mail merges, your data source is almost always going to be a Google Sheet.<\/p>\n<p>Fortunately, <a href=\"https:\/\/www.gmass.co\/blog\/google-sheets-mail-merge\/\">Google Sheets are great for mail merging<\/a>. Here\u2019s what you need to include:<\/p>\n<h4 id=\"essential-data-colum-qpql\">Essential data columns<\/h4>\n<p>At a minimum: Email.<\/p>\n<p>From there, it\u2019s up to you what you want to merge into your email to best catch each recipient\u2019s attention and drive a response.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-sheetdata.png\" data-rel=\"lightbox-image-4\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-sheetdata.png\" alt=\"Adding data to a Google Sheet for mail merge\" width=\"1999\" height=\"779\" \/><\/a><\/figure>\n<p>The more research you do, the more relevant your merge data will be \u2014 and the more likely you are to get a response.<\/p>\n<h4 id=\"column-headers-dils\">Column headers<\/h4>\n<p>The first row of your Google Sheet is where you put your <strong>column headers<\/strong>\u00a0\u2014 and those become the merge tags.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-headerrow.png\" data-rel=\"lightbox-image-5\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-headerrow.png\" alt=\"The header row on the Google Sheet\" width=\"1999\" height=\"779\" \/><\/a><\/figure>\n<p>I like to bold them for visual separation, but that\u2019s optional.<\/p>\n<p>I also strongly recommend <strong>not using spaces or special characters<\/strong>\u00a0(like punctuation) in your column headers. That helps eliminate the possibility of issues with your mail merge software.<\/p>\n<h3 id=\"gmail-mail-merge-sof-qupw\">Gmail mail merge software options<\/h3>\n<p>You\u2019ve\u00a0got three main options for software that can unite your Google Sheets data source with your email template to create your individual, personalized mail merge messages:<\/p>\n<h4 id=\"gmail-s-built-in-mai-rlkw\">Gmail&#8217;s built-in mail merge<\/h4>\n<p>Google rolled out a <a href=\"https:\/\/www.gmass.co\/blog\/gmail-built-in-mail-merge\/\">rudimentary mail merge feature<\/a> in 2023, and it&#8217;s included with some Workspace plans. (Though, notably, <em>not<\/em>\u00a0the Business Starter plan \u2014 aka the cheapest option which pretty much everyone uses.)<\/p>\n<p>The good news: If mail merge is included in your Google Workspace plan, it\u2019s a free option. (Or, at least, not an extra charge on top of what you\u2019re paying for Workspace.)<\/p>\n<p>The bad news: <strong>It\u2019s<\/strong>\u00a0<em><strong>extremely<\/strong><\/em><strong>\u00a0limited<\/strong>. I wrote a whole article on the limitations of Gmail\u2019s built-in mail merge but in brief, you can\u2019t even do things like add merge tags to the subject line or schedule your email.<\/p>\n<h4 id=\"building-your-own-wi-hohq\">Building your own with Google Apps Script<\/h4>\n<p>It\u2019s <strong>technically possible to build a Google Apps Script to send a mail merge<\/strong>. While you don\u2019t necessarily have to be a software developer, you\u2019ll have to be comfortable with code.<\/p>\n<p>And, of course, if you want a feature, you\u2019ll have to figure out how to code that.<\/p>\n<p>Plus there\u2019s a decent chance your eyes went wide with terror at the phrase \u201cGoogle Apps Script\u201d and you\u2019re already ready to skip to the next possibility.<\/p>\n<h4 id=\"using-third-party-so-wror\">Using third-party software like GMass<\/h4>\n<p>The <strong>best way to send mail merges in Google is with <a href=\"https:\/\/www.gmass.co\/blog\/best-mail-merge-for-gmail\/\">third-party software<\/a><\/strong>.<\/p>\n<p>You\u2019ll get powerful software and be able to send sophisticated mail merges with the simplicity of just clicking a few buttons.<\/p>\n<p>There\u2019s advanced personalization, scheduling, analytics, automated follow-ups \u2014 basically everything Gmail&#8217;s tool can&#8217;t do.<\/p>\n<p>And third-party tools like GMass are Chrome extensions, so <strong>they work <\/strong><em><strong>inside<\/strong><\/em><strong id=\"5-google-mail-merge-rmob\">\u00a0Gmail<\/strong>.<\/p>\n<p>For anything beyond the most basic mail merge, you&#8217;re going to need this third option.<\/p>\n<h2>5 Google Mail Merge Templates You Can Copy<\/h2>\n<p>Here are five proven mail merge templates that can work across multiple different scenarios.<\/p>\n<p>For each one, I\u2019ve laid out the email template, the Google Sheets setup, and why this format gets results.<\/p>\n<h3 id=\"template-1-sales-out-uqpd\">Template 1: Sales outreach<\/h3>\n<p><strong>Use case:<\/strong>\u00a0Cold outreach to potential clients or partners<\/p>\n<p><strong>Subject line:<\/strong>\u00a0Question about {Company}&#8217;s {Industry} strategy<\/p>\n<p><strong>Email template:<\/strong><\/p>\n<blockquote style=\"background: #EDEDED; padding: 50px; word-break: break-all;\"><p>Hi\u00a0{FirstName},<\/p>\n<p>I\u00a0was\u00a0looking\u00a0at\u00a0{Company}&#8217;s\u00a0recent\u00a0work\u00a0in\u00a0{Industry}\u00a0and\u00a0noticed\u00a0{SpecificObservation}.<\/p>\n<p>We&#8217;ve\u00a0helped\u00a0similar\u00a0companies\u00a0like\u00a0{CompetitorExample}\u00a0increase\u00a0their\u00a0{RelevantMetric}\u00a0by\u00a0{PercentageImprovement}.\u00a0I&#8217;m\u00a0curious\u00a0if\u00a0{Company}\u00a0is\u00a0working\u00a0on\u00a0anything\u00a0similar\u00a0right\u00a0now.<\/p>\n<p>Would\u00a0you\u00a0be\u00a0open\u00a0to\u00a0a\u00a0quick\u00a0chat\u00a0this\u00a0week\u00a0to\u00a0discuss?<\/p>\n<p>Best regards,<\/p>\n<p>Your name<\/p><\/blockquote>\n<p><strong>Required Google Sheets columns:<\/strong><\/p>\n<ul>\n<li>FirstName<\/li>\n<li>Email<\/li>\n<li>Company<\/li>\n<li>Industry<\/li>\n<li>SpecificObservation<\/li>\n<li>CompetitorExample<\/li>\n<li>RelevantMetric<\/li>\n<li>PercentageImprovement<\/li>\n<\/ul>\n<p><strong>Why this works:<\/strong>\u00a0It shows you&#8217;ve done your research, mentions specific results, brings up a competitor to drive a little fear, and has a clear, low-commitment ask.<\/p>\n<p>Yes, it will take more time to mine for this data than a lot of cold emailers want to spend. So \u2014 that means it\u2019s a great way to differentiate yourself by putting in that time.<\/p>\n<h3 id=\"template-2-event-inv-joei\">Template 2: Event invitations<\/h3>\n<p><strong>Use case:<\/strong>\u00a0Inviting people to webinars, conferences, or company events<\/p>\n<p><strong>Subject line:<\/strong>\u00a0{FirstName}, you&#8217;re invited: {EventName} on {EventDate}<\/p>\n<p><strong>Email template:<\/strong><\/p>\n<blockquote style=\"background: #EDEDED; padding: 50px; word-break: break-all;\"><p>Hi\u00a0{FirstName},<\/p>\n<p>Based\u00a0on\u00a0your\u00a0work\u00a0in\u00a0{Industry}\u00a0at\u00a0{Company},\u00a0I\u00a0thought\u00a0you&#8217;d\u00a0be\u00a0interested\u00a0in\u00a0our\u00a0upcoming\u00a0{EventName}.<\/p>\n<p>We&#8217;ll\u00a0be\u00a0covering:<\/p>\n<p>\u2022\u00a0x<\/p>\n<p>\u2022\u00a0y<\/p>\n<p>\u2022\u00a0z<\/p>\n<p>The\u00a0event\u00a0is\u00a0{EventDate}\u00a0at\u00a0{EventTime}.\u00a0{EventLocation}<\/p>\n<p>Register\u00a0here for free:\u00a0{RegistrationLink}<\/p>\n<p>Looking\u00a0forward\u00a0to\u00a0seeing\u00a0you\u00a0there!<\/p>\n<p>&#8211; Your name<\/p><\/blockquote>\n<p><strong>Required Google Sheets columns:<\/strong><\/p>\n<ul>\n<li>FirstName<\/li>\n<li>Email<\/li>\n<li>Company<\/li>\n<li>Industry<\/li>\n<li>EventName<\/li>\n<li>EventDate<\/li>\n<li>EventTime<\/li>\n<li>EventLocation<\/li>\n<li>RegistrationLink<\/li>\n<\/ul>\n<p><strong>Why this works:<\/strong>\u00a0It&#8217;s personal but informative, clearly states the value, and makes it easy to take action.<\/p>\n<p>I made the registration link a mail merge tag here because, ideally, you\u2019d send everyone personal registration links tied to their email address. If you aren\u2019t going to do that, though, you don\u2019t need to merge in the link.<\/p>\n<h3 id=\"template-3-customer-mwel\">Template 3: Customer follow-up<\/h3>\n<p><strong>Use case:<\/strong>\u00a0Following up with existing customers after they make a purchase or use your service<\/p>\n<p><strong>Subject line:<\/strong>\u00a0How&#8217;s {ProductService} working out for {Company}?<\/p>\n<p><strong>Email template:<\/strong><\/p>\n<blockquote style=\"background: #EDEDED; padding: 50px; word-break: break-all;\"><p>Hi\u00a0{FirstName},<\/p>\n<p>It&#8217;s\u00a0been\u00a0{TimeSincePurchase}\u00a0since\u00a0{Company}\u00a0started\u00a0using\u00a0{ProductService}.\u00a0I\u00a0wanted\u00a0to\u00a0check\u00a0in\u00a0and\u00a0see\u00a0how\u00a0things\u00a0are\u00a0going.<\/p>\n<p>A\u00a0few\u00a0questions:<\/p>\n<p>\u2022\u00a0Are\u00a0you\u00a0seeing\u00a0the\u00a0{ExpectedBenefit}\u00a0we\u00a0discussed?<\/p>\n<p>\u2022\u00a0Any\u00a0challenges\u00a0with\u00a0{SpecificFeature}?<\/p>\n<p>\u2022\u00a0What\u00a0questions\u00a0can\u00a0I\u00a0answer\u00a0for\u00a0your\u00a0team?<\/p>\n<p>Thanks\u00a0for\u00a0being\u00a0a\u00a0great\u00a0customer!<\/p>\n<p>Your\u00a0name<\/p><\/blockquote>\n<p><strong>Required Google Sheets columns:<\/strong><\/p>\n<ul>\n<li>FirstName<\/li>\n<li>Email<\/li>\n<li>Company<\/li>\n<li>ProductService<\/li>\n<li>TimeSincePurchase<\/li>\n<li>ExpectedBenefit<\/li>\n<li>SpecificFeature<\/li>\n<\/ul>\n<p><strong>Why this works:<\/strong>\u00a0Shows you remember their specific situation and asks for feedback. This can be a good way to spot at-risk customers and \u00a0improve your product.<\/p>\n<h3 id=\"template-4-newslette-eqeo\">Template 4: Newsletter\/update announcement<\/h3>\n<p><strong>Use case:<\/strong>\u00a0Sharing company news, product updates, or industry insights with your audience<\/p>\n<p><strong>Subject line:<\/strong>\u00a0{Company} update: {MainAnnouncement}<\/p>\n<p><strong>Email template:<\/strong><\/p>\n<blockquote style=\"background: #EDEDED; padding: 50px; word-break: break-all;\"><p>Hi\u00a0{FirstName},<\/p>\n<p>Wanted to share a quick\u00a0update\u00a0for you and everyone at {Company}:\u00a0{MainAnnouncement}<\/p>\n<p>This\u00a0means\u00a0{ImpactOnRecipient},\u00a0which\u00a0I\u00a0thought\u00a0would\u00a0be\u00a0particularly\u00a0relevant\u00a0for\u00a0{Company}\u00a0given\u00a0your\u00a0work\u00a0in\u00a0{RelevantArea}.<\/p>\n<p>Key\u00a0details:<\/p>\n<p>\u2022\u00a0{Detail1}<\/p>\n<p>\u2022\u00a0{Detail2}<\/p>\n<p>\u2022\u00a0{Detail3}<\/p>\n<p>You\u00a0can\u00a0learn\u00a0more\u00a0here:\u00a0{Link}<\/p>\n<p>As\u00a0always,\u00a0reply\u00a0if\u00a0you\u00a0have\u00a0any\u00a0questions!<\/p>\n<p>Your\u00a0name<\/p><\/blockquote>\n<p><strong>Required Google Sheets columns:<\/strong><\/p>\n<ul>\n<li>FirstName<\/li>\n<li>Email<\/li>\n<li>Company<\/li>\n<li>MainAnnouncement<\/li>\n<li>ImpactOnRecipient<\/li>\n<li>RelevantArea<\/li>\n<li>Detail1, Detail2, Detail3<\/li>\n<li>Link<\/li>\n<\/ul>\n<p><strong>Why this works:<\/strong>\u00a0Balances company news with personal relevance, making broadcast content feel individually crafted.<\/p>\n<p>If you think the three details is overkill, you can drop that part. Even just having the ImpactOnRecipient merge will blow their minds.<\/p>\n<h3 id=\"template-5-job-candi-azso\">Template 5: Job candidate outreach<\/h3>\n<p><strong>Use case:<\/strong>\u00a0Recruiting or reaching out to potential hires<\/p>\n<p><strong>Subject line:<\/strong>\u00a0{FirstName}, interesting {Role} opportunity at Company<\/p>\n<p><strong>Email template:<\/strong><\/p>\n<blockquote style=\"background: #EDEDED; padding: 50px; word-break: break-all;\"><p>Hi\u00a0{FirstName},<\/p>\n<p>I\u00a0came\u00a0across\u00a0your\u00a0profile\u00a0and\u00a0was\u00a0impressed\u00a0by\u00a0your\u00a0experience\u00a0with\u00a0{RelevantSkill}\u00a0at\u00a0{CurrentCompany}.<\/p>\n<p>We&#8217;re\u00a0looking\u00a0for\u00a0a\u00a0{Role}\u00a0at\u00a0Company\u00a0to\u00a0help\u00a0us\u00a0{ProjectDescription}.\u00a0Given\u00a0your\u00a0background,\u00a0I\u00a0think\u00a0you&#8217;d\u00a0be\u00a0a\u00a0great\u00a0fit.<\/p>\n<p>Would\u00a0you\u00a0be\u00a0interested\u00a0in\u00a0learning\u00a0more?\u00a0I&#8217;d\u00a0love\u00a0to\u00a0set\u00a0up\u00a0a\u00a0quick\u00a0call\u00a0to\u00a0discuss.<\/p>\n<p>Best,<\/p>\n<p>Your\u00a0name<\/p><\/blockquote>\n<p><strong>Required Google Sheets columns:<\/strong><\/p>\n<ul>\n<li>FirstName<\/li>\n<li>Email<\/li>\n<li>CurrentCompany<\/li>\n<li>RelevantSkill<\/li>\n<li>Role<\/li>\n<li>YourCompany<\/li>\n<li>ProjectDescription<\/li>\n<\/ul>\n<p><strong id=\"how-to-create-and-se-vnsb\">Why this works:<\/strong>\u00a0Shows you&#8217;ve researched their background, clearly explains the opportunity, and maintains a professional but personal tone.<\/p>\n<h2>How to Create and Send Your Template in Gmail<\/h2>\n<p>We\u2019re <strong>now ready to create your template in Gmail<\/strong>\u00a0and send it off.<\/p>\n<p>I\u2019m going to show you how to do this in <a href=\"https:\/\/www.gmass.co\">GMass<\/a>. It\u2019s one of, if not <em>the<\/em>, most popular Gmail mail merge software options (400,000 users!), plus since it works inside Gmail, it has the quickest learning curve.<\/p>\n<h3 id=\"step-1-get-all-your-zpqm\">Step 1: Get all your data into your Google Sheet<\/h3>\n<p>Put any and all relevant data into your Google Sheet.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-yourgooglesheet.png\" data-rel=\"lightbox-image-6\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-yourgooglesheet.png\" alt=\"Finishing your Google Sheet of data\" width=\"1999\" height=\"817\" \/><\/a><\/figure>\n<p><strong>Don\u2019t worry if you\u2019re missing some data for some recipients<\/strong>; when we set up the template we\u2019ll use something called fallback values for situations like that.<\/p>\n<h3 id=\"step-2-install-gmass-koik\">Step 2: Install GMass in Chrome<\/h3>\n<p>GMass is a Chrome extension, so you can <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\">install it from the Chrome Web Store<\/a> with a click.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-addgmass.png\" data-rel=\"lightbox-image-7\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-addgmass.png\" alt=\"Add GMass to Chrome to send the best Google and Gmail mail merges\" width=\"1999\" height=\"1148\" \/><\/a><\/figure>\n<p>From there, head over to Gmail. You\u2019ll need to give GMass permissions in Gmail and Google Sheets, then you\u2019re all set to go.<\/p>\n<p>(You\u2019ll start with a free trial of Gmail with no credit card required.)<\/p>\n<h3 id=\"step-3-create-a-new-xkfv\">Step 3: Create a new campaign<\/h3>\n<p>Open a new compose window in Gmail, <strong>just like you would if you were typing a regular one-on-one email<\/strong>.<\/p>\n<p>You\u2019ll see a new GMass icon in the To: line. Click on that icon.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-gmassicon.png\" data-rel=\"lightbox-image-8\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-gmassicon.png\" alt=\"See the new GMass button in your compose window\" width=\"1920\" height=\"1122\" \/><\/a><\/figure>\n<p>Now you can connect your Google Sheet of contacts.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-connectsheet.png\" data-rel=\"lightbox-image-9\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-connectsheet.png\" alt=\"Connect your Google Sheet to your campaign\" width=\"1898\" height=\"1238\" \/><\/a><\/figure>\n<p>While there are plenty of options as you get more advanced with GMass, for now we can keep this super basic and just choose to connect to the spreadsheet.<\/p>\n<h3 id=\"step-4-compose-your-hkhz\">Step 4: Compose your Google mail merge template<\/h3>\n<p>Next up, you can type up your email template.<\/p>\n<p>Any time you want to insert a merge tag, <strong>type a left curly brace<\/strong>.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-leftbrace.png\" data-rel=\"lightbox-image-10\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-leftbrace.png\" alt=\"Type a left curly brace to bring up merge tags\" width=\"1646\" height=\"1190\" \/><\/a><\/figure>\n<p>GMass will show you a list of all your column headers\/merge tags, and you can insert them wherever you need in your email.<\/p>\n<h3 id=\"step-5-fallback-valu-nvat\">Step 5: Fallback values<\/h3>\n<p>What happens if you don\u2019t have every piece of data for every recipient? That\u2019s when we\u2019ll use fallback values.<\/p>\n<p>A <strong>fallback value is a default bit of text<\/strong>\u00a0that appears when a merge field is empty for a recipient.<\/p>\n<p>So as you can see here, I\u2019ve added a fallback value for FirstName and for Company.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-fallbackvalues.png\" data-rel=\"lightbox-image-11\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-fallbackvalues.png\" alt=\"Use fallback values\" width=\"1646\" height=\"1208\" \/><\/a><\/figure>\n<p>To add these yourself, just type the pipe | symbol, then your fallback value.<\/p>\n<h3 id=\"step-6-any-optional-hpdn\">Step 6: Any optional settings<\/h3>\n<p>Again, we don\u2019t want to get too fancy with this first mail merge.<\/p>\n<p>But if you want to configure any optional settings, you can do so by <strong>clicking the arrow next to that new GMass button<\/strong>\u00a0in your compose window.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-settings.png\" data-rel=\"lightbox-image-12\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-settings.png\" alt=\"The GMass settings box\" width=\"1646\" height=\"1492\" \/><\/a><\/figure>\n<p><strong>All the settings for your campaign are in one box<\/strong>\u00a0\u2014 things like scheduling, adding follow-ups, A\/B testing, and a whole lot more.<\/p>\n<h3 id=\"step-7-create-your-d-zuhx\">Step 7: Create your drafts<\/h3>\n<p>I\u2019ve sent hundreds of mail merge campaigns, and I\u2019m still <em>terrified<\/em>\u00a0before each one that the merging won\u2019t work right.<\/p>\n<p>Which is why <strong>I never send out my Google mail merge template without spot checking it first<\/strong>.<\/p>\n<p>In the GMass settings box, we\u2019re going to choose the <strong><a href=\"https:\/\/www.gmass.co\/blog\/no-more-fear-preview-your-emails-as-drafts-then-send-them-with-one-click\/\">create drafts<\/a> option<\/strong>.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-createdrafts.png\" data-rel=\"lightbox-image-13\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-createdrafts.png\" alt=\"Create drafts to preview your Google mail merge template\" width=\"1646\" height=\"1038\" \/><\/a><\/figure>\n<p>Then, click the red GMass button to initiate the campaign. (Do not click the normal blue Gmail send button or the mail merging won\u2019t work.)<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-redgmassbutton.png\" data-rel=\"lightbox-image-14\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-redgmassbutton.png\" alt=\"Click the red GMass button to initiate the campaign\" width=\"1646\" height=\"1038\" \/><\/a><\/figure>\n<p>GMass will now create the drafts of all your messages. It could take a few minutes, depending on the size of your list. But once they\u2019re done, you\u2019ll get an email alert from GMass and you can <strong>find every draft in Gmail\u2019s Drafts folder<\/strong>.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-draftsfolder.png\" data-rel=\"lightbox-image-15\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-draftsfolder.png\" alt=\"Drafts in the folder\" width=\"1999\" height=\"958\" \/><\/a><\/figure>\n<p>Spot check a few to make sure the mail merging all worked as expected.<\/p>\n<p>If it didn\u2019t, there\u2019s a link in that GMass alert email to delete the drafts. You can then fix your template and try again.<\/p>\n<h3 id=\"step-8-send-the-camp-tkbo\">Step 8: Send the campaign<\/h3>\n<p>But if the drafts look good, you\u2019re ready to send them off.<\/p>\n<p>Click the link in the GMass alert email to send those drafts to your recipients.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-senddrafts.png\" data-rel=\"lightbox-image-16\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2025\/07\/googlemailmergetemplate-senddrafts.png\" alt=\"Click to send the drafts\" width=\"1999\" height=\"1461\" \/><\/a><\/figure>\n<p><strong id=\"google-mail-merge-te-rdvw\">Everyone will get their own unique, individual, personalized message<\/strong>.<\/p>\n<h2>Google Mail Merge Template: Next Steps<\/h2>\n<p>Mail merges aren\u2019t only about saving time (though they do that). They&#8217;re about creating personalized conversations at scale.<\/p>\n<p>When you get the template structure right \u2014 the email design, the data setup, the right software to connect it all \u2014 <strong>you can send hundreds of emails from your Gmail account, all of which feel like they were one-on-one<\/strong>.<\/p>\n<p>GMass gives you all the advanced template features we&#8217;ve covered \u2014 all without leaving Gmail.<\/p>\n<p>Plus this article has just scratched the surface of everything GMass can do\u2026<\/p>\n<ul>\n<li>Personalized <a href=\"https:\/\/www.gmass.co\/blog\/mail-merge-with-attachments\/\">mail merge attachments<\/a> and <a href=\"https:\/\/www.gmass.co\/blog\/how-to-include-personalized-image-in-email-marketing-campaign\/\">images<\/a><\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/ab-test\/\">A\/B testing<\/a><\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/spam-solver-tweaks-emails\/\">Spam Solver<\/a>, to help get your campaigns to the inbox<\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/auto-follow-up-emails-until-reply\/\">Automated follow-ups<\/a><\/li>\n<li>Advanced <a href=\"https:\/\/www.gmass.co\/blog\/run-all-company-email\/\">scheduling<\/a><\/li>\n<li>Great <a href=\"https:\/\/www.gmass.co\/blog\/reports\/\">analytics<\/a><\/li>\n<li>And <a href=\"https:\/\/www.gmass.co\/blog\/what-makes-gmass-better\/\">so much more<\/a><\/li>\n<\/ul>\n<p>Ready to give it a try?<\/p>\n<p>You can <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\"><strong>install GMass free<\/strong><\/a>\u00a0and test out these template strategies with <strong>no credit card required<\/strong>.<\/p>\n<p>See why nearly <strong>400,000 users<\/strong>\u00a0love GMass for mail merges (and more) and why they give GMass an average of <strong>4.8 out of 5 stars<\/strong>\u00a0across <strong>15,000+ reviews<\/strong>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A Google mail merge template is not\u00a0\u2014 I repeat, not\u00a0\u2014 merely\u00a0an email that starts with {FirstName}. A quality mail merge template is more than dropping someone&#8217;s name into\u2026<\/p>\n","protected":false},"author":29,"featured_media":25467,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[19,4261],"tags":[],"class_list":["post-25461","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-gmail-mail-merge","category-google-sheets"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>How to Create a Google Mail Merge Template (5 Examples That Actually Work)<\/title>\r\n<meta name=\"description\" content=\"The elements of creating a Google mail merge template, plus 5 great examples and how to set up your template for a campaign in Gmail.\" \/>\r\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, 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