Mail merge is the process that streamlines the creation of multiple personalized emails, labels, or other documents from an already-existing template.
With mail merge, you can target specific customers to send out relevant information tailored to your audience’s needs — without creating new content each time.
Users use mail merge to automate the process of sending personalized bulk mail. It allows users to create multiple documents at once by connecting a pre-built template with a database of names and contact information. It’s often used along with other software and databases such as Microsoft Word, Microsoft Excel, Outlook, Gmail, and Google.
The automatic process generates large batches of personalized emails or physical correspondence (letters, labels, and envelopes) by pulling data from a spreadsheet and inserting it into the corresponding section of a document.
Mail merge can be used for both personal and business purposes, such as sending out wedding invitations, creating mailing lists for marketing, or designing personalized messages for customer loyalty campaigns.
We have millions of emails sent each week. Nylas frees us up to focus on other roadmap priorities, such as delivering new features to our customers and working with our data science team on exciting new projects.
Product Manager, Salesloft
Conditional options allow recipients to receive their emails based on conditions set by the user.
For example, if you send out an email to customers who have bought a certain product, you can use conditions to ensure that only customers who’ve completed the purchase will receive the message. This feature makes it easier to segment your recipients and ensure they get relevant content.
Mail merge allows users to add customized attachments for each recipient in addition to the main message body text.
This makes it easier for them to share personalized product catalogs or other detailed information without having to manually include those items in each individual message.
Users can also upload files directly from their computer or cloud storage services such as Dropbox and Google Drive.
Mail merge offers several template customizations so users can further personalize their messages and documents as needed. These templates can be used repeatedly without having to recreate them all the time.
Users can add images and logos that match the content in their document, adjust font sizes and colors, insert hyperlinks into text blocks, and more.
Mail merge templates and functionality help reduce manual, repetitive work for the end user. But, building email functionality can be time-consuming for development teams to create.
How do you get mail merge functionality without spending thousands of hours to build the functionality? By using an email API.
Email APIs are a set of protocols and tools that allow developers to quickly and easily integrate email functionality into their applications. With an email API, developers can stand up features that let users send and receive emails, retrieve email messages, manage email addresses, and perform other email-related tasks (like mail merge) all within an organization’s platform.
For example, users with experience in development can take advantage of the Nylas APIs in order to create a mail merge template application using Ruby and the web framework Sinatra. Our developer advocates share their insights into this process in an upcoming series of blog posts.
Start here: How to Create a Mail Merge Template with Ruby.
The importance of mail merge is undeniable in today’s ever-evolving digital environment. Not only does it save time and money, but it also enables personalization opportunities that result in an improved customer experience.
For high-volume sends, using a mail merge template is the right choice.
Mail merge shortens the time spent customizing mass emails, eliminates manual data entry, and creates a unified customer-accessible database. Businesses can effectively manage email campaigns, track customer preferences and activity, and measure response rates quickly.
Mail merge enables businesses to personalize content for each recipient. This might mean including the recipient’s first name in the body of the email or letter or sharing personal details with them (such as their recent purchases). This helps increase customer satisfaction and loyalty while also helping you improve your conversion rate.
While mail merge varies based on the tool you’re using, the process follows these three primary steps:
Sign up for a Nylas developer account and automate mail sorting, data entry, and data syncing from your users’ inboxes, calendars, and address books.
If you’re looking to make the mail merge process simple and painless for your users, use the Nylas Email API. Nylas can help you save time and quickly implement mail merge into your CRM or any other platform that sends out personalized communications.
Let us handle mail merge, so your technical team can get back to building a world-class application.
Talk to an expert and get a quote now.
Mail merge allows you to send personalized messages and communications to multiple recipients. Mail merge combines a main document, typically a form letter, with data from a database or spreadsheet, and each letter is individually tailored to the recipient’s details.
Mail merge is a great way to create personalized, automated documents such as:
The basic formula for mail merge is:
[Data Source] + [Standard Document] = [Personalized Documents]
Mail merge conditions are rules used to filter and organize data when generating documents using mail merge. These conditions can be based on specific field criteria, such as name or address, the document language, or the current date and time.
When using mail merge in Microsoft Outlook, you can use data sources that you’ve created in Word/Excel. You can also use other sources like Access or Outlook contact lists. After choosing what data source to use, then:
Read the step-by-step instructions for How to Mail Merge in Outlook
After merging everything, hit send. Your email has now been sent out to everyone on that contact list with personalized content specific to each recipient.
The Nylas Email API also supports mail merge with Gmail. With customizable templates and personalized attachments, mail merge has never been easier.
While this process isn’t supported by Nylas, it’s a popular way to create physical letters and envelopes that you’d send out manually. Here’s how to mail merge with Microsoft:
And that’s it! You have just mail-merged your document. You can then print or send it to your desired recipients.
Note: The process can differ depending on the version of MS Word and Excel you’re using, so the layout and tools of the menu might be different. But the concept and overall process are the same.
Unlock your API key and sync up to 10 accounts.
Contact us to schedule a technical consultation. We’ll review your goals and help you identify the best solution with the Nylas platform.