What Is Mail Merge?

Mail merge is an automation method that combines a message template containing placeholders with a spreadsheet or contact list to create personalized emails, letters, labels, envelopes, directories, and other documents at scale. It is commonly used for customer outreach, sales campaigns, postal communications, and bulk messaging, with personalization fields such as names, addresses, account details, and gender-specific language helping messages appear more relevant to recipients. Microsoft Word can merge email templates with Excel spreadsheets or Outlook contacts and send through Outlook, while Gmail and Google Sheets require Apps Script, APIs, or third-party add-ons because Google Workspace lacks a native mail merge feature. Add-ons such as GMass, Mailmeteor, YAMM, Charge for Outlook, Easy Mail Merge, and Mail Merge Toolkit can expand capabilities with scheduling, tracking, attachments, previews, automatic follow-ups, and individualized Cc or Bcc fields. The appropriate approach depends on volume and requirements: simple plugins may suit occasional senders, whereas marketing platforms and transactional email providers offer stronger infrastructure, deliverability controls, templates, custom fields, and scalability for large campaigns.

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