Sortd supports the Mail merge feature within Gmail's native experience. This guide will provide you with detailed instructions on how to use Mail Merge within Gmail to send personalized and effective communications.


What is Mail Merge?


Mail Merge allows you to personalize email messages using merge tags such as @firstname and @lastname. Each recipient receives a customized email with these tags replaced by their specific details, ensuring a personalized touch.




Setting Up Mail Merge

    1.    Enable Mail Merge:


  •  Open Gmail and start composing a message.
  • In the “To: ” field, click Use "mail merge" to activate the feature. Select contacts from your mailbox.


Alternatively, if you want to upload contacts from a spreadsheet select the "Add from a spreadsheet" option:




    2.    Inserting Merge Tags:

  •  Type “@” in your message to select and insert merge tags like @firstname, @lastname, or @email.


Personalizing Emails with Spreadsheets


  • Link a spreadsheet containing recipient information directly to your email.
  • Ensure only text is used in your spreadsheet columns and that they align with the merge tags you intend to use in your message.


Understanding Send Limits and Compliance


  • Standard Gmail Accounts: Limited to 500 outgoing messages per day.
  • Google Workspace Accounts: Can send up to 2,000 messages per day.


Mail Merge Specific Limits:

  • Up to 1,500 recipients per message.
  • Maximum of 1,500 recipients daily via mail merge, allowing you to send additional normal messages up to your account’s daily limit.


Managing Cc and Bcc Limits


  • Only one recipient per mail merge email can be added to “Cc” or “Bcc”.
  • Note that each address in “Cc” or “Bcc” counts twice towards your daily limit.


Handling Unsubscribed Recipients


  • An unsubscribe link is included in every mail merge email.
  • You’ll receive notifications for each unsubscribe or resubscribe action.
  • Unsubscribed users can still receive emails from other accounts within the same domain.


Best Practices for Avoiding Spam


  • Follow local regulations and best practices to respect your recipients’ inbox.
  • Send messages that are meaningful and relevant to connect effectively with your audience.


Limitations of Mail Merge


  • Usage Restrictions: Not usable with confidential mode, replies, forwards, or scheduled sends.
  • Attachments: Large attachments replicate across each mail merge email, consuming significant storage
  • Pro Tip: Use Google Drive links instead of direct attachments to save storage.


Restrictions on Merge Tags


  • Merge tags can only be used in the body of the email. They cannot be placed in subject lines or within hyperlinked text.


Sorting and Tracking Sent Emails


  • Use the “Sent” folder in Gmail to track mail merge emails, identified by a ‘Sent with mail merge’ banner.
  • Utilize Sortd’s features to categorize and follow up on email responses, maintaining a well-organized communication flow.


This guide ensures that you fully leverage the capabilities of Gmail’s Mail Merge, enhancing both personalization and efficiency in your email communications. By adhering to the guidelines and utilizing the best practices outlined, you can maximize the impact and compliance of your email campaigns.


For more information check our Google's article and video.