Gmail Mail Merge: How to Send Bulk Email with Gmail & YAMM (Tutorial)

Gmail Mail Merge: How to Send Bulk Email with Gmail & YAMM (Tutorial)


Today, you’re going to learn exactly how to
do a mail merge in Gmail. Sending out bulk emails, bulk cold emails,
that are customized, and designed for the end user, using that first name, really nice
templates, is a great tool. Not having to use BCC, not having to do CC,
there’s a lot of reason why you wouldn’t want to do something like this, and we’re going
to go through the entire process now. Stay for the whole video, because we’re going
to do the exact step-by-step procedure that you need to do a Gmail mail merge. I’m Tommy Griffith with ClickMinded.com, let’s
get going. Okay, how to send bulk outreach emails with
Gmail? We’re going to dive into the ClickMinded SOP
library for this one. SOP stands for Standard Operating Procedure,
it’s just a fancy way to say a really comprehensive checklist, we have a huge number of digital
marketing SOPs on our website at ClickMinded.com. All right. High level overview first, what the goal? The goal here is to set up a system that will
allow you to send bulk outreach emails directly from your Gmail account. The ideal outcome is that you’re able to easily
send customized emails to multiple addresses, which you won’t have to write manually, that’s
the huge piece of this. The only things you need are Gmail address,
and the ability to gather all of your information in a Google sheet. Gmail and a Google sheet, and then a couple
of plug-ins as well. Why is this important? Outreach emails are incredibly important,
advantageous for a number of different reasons, you can do this for business development. If you’re not using an email service provider,
like a MailChimp or an Active Campaign, something like that, you can manually keep your emails
at one place, and then sort of send emails out to your users, I wouldn’t really recommend
that, but some people [inaudible 00:01:50] their email list smaller if they’re just getting
started. Where is this done? This is done in your browser, in your actual
Gmail client. When is this done? Anytime you need to send out bulk emails. Then, who does this? This could be you, you could be your VA, it
could be someone doing manual outreach on the SEO team, or maybe a digital marketing
agency that you’ve employed. Okay. Couple things you’ll need for this, obviously
first and foremost you need a Gmail account to get this going. We’re going to be installing a plug-in called
Yet Another Mail Merge, we have the link to that down below if you want to go ahead and
grab it. We’ll also be enabling a Gmail Google Labs
feature called Canned Response, we’re about to go through that, those steps next. Okay, first, you’re going to create a database
with all of your contacts’ information. However you got these email addresses, you’re
going to want to put them in a Google sheet. Let’s go ahead and do that next. I’ve opened up a Google sheet, so I’m going
to give it a name, something like Gmail Bulk Outreach Database, something like that. Go ahead and set columns first for your database,
we’ll do something like First Name, Last Name, Email, Phone, Company, Title, and maybe Another
Piece of Data, something like that. Then go ahead, and however, you can use as
much or as little of this as you’d like, obviously, the email is critical, usually you want add
a minimum their first name as well, I wouldn’t really imagine you do something like this
without at least their first name, and their email address, but you can use as much data
here as you’d like. Go ahead and write your own columns here,
again, first name and email are really the only requirements, everything else is optional. Okay, so set up your database, go ahead and
populate that, I just went and did mine. However you got your list, whether is current
customers, or using like a LinkedIn scraping tool, something like that, go ahead and populate
in Google sheets, and get that ready to go. Once you’ve done that, head over to Gmail,
you’re going to hop into Gmail, and in the top right, you’re going to go up and click
settings, the little gear, I’m going to go out here and click settings. Head over to Labs in the top right, and under
Labs you’re going to search for a lab, you’re going to type canned responses. You should see canned responses, you’re going
to want to make sure to enable it, and then go ahead and click save changes next. We’ve got our database set up, we’ve gone
to Gmail, and we’ve enabled canned response, now, we’re going to add the actual Google
Sheet plug-in that helps us do all this. Go back over to Google Sheets, you’re going
to go up here to add-ons and click get add-ons. In the top right search add-ons, you’re going
to write Yet Another Mail Merge. Go ahead and so a search for that. Okay. We’ve done a search there, we’re going to
go ahead here and click plus free. It’s going to ask you to authenticate it,
go ahead and authenticate with your email address, and then you’ll be good to go. It’s asking for all different kinds of permissions,
so you’re going to go ahead down here to allow, and install it from here. Okay, I want to quickly explain what we just
did, [inaudible 00:05:04] install a bunch of stuff, and maybe you’re like “What are
we doing? How does this work?” Let’s talk a little bit about this. First, we have your database ready, that’s
in Google Sheets, all the contacts, the people that you will be reaching out to are there. Next we installed canned response in Gmail,
the idea here is that we can write an email template that’s used to send out to each person
in that database with certain variables held out, so we’re going to take field in the Google
Sheet and replace them into the template you’re about to write, Yet Another Mail Merge is
the Chrome Google Sheet plug-in that allow, that kind of connects everything together. Next, we’re going to use canned response,
and we’re going to write the actual template. So, let’s go ahead and do that. The way I usually like to do this, it’s just
write the email like I’m writing it to one person, and then go back and swap out the
variables that I’m going to change a little bit later. Let’s say this is a sales email, and we are
selling widgets, and we’re trying to find the best person at the company to reach out
to, to talk to about widgets. I might write my email and my subject line. [inaudible 00:06:06] subject line, there’s
no recipient yet, the subject line might be quick question. The email might be “Hey, Bill. I wanted to ask you who the best person is
to talk to at Disney World about widgets? I have a great idea I’d like to run by them. Thanks, Tommy.” Something like that. Let’s say that’s our sales email to kick off
the whole process and kind of get embedded into the company. That’s our V1. Now, let’s replace out the variables. The way we do this in canned response and
Yet Another Mail Merge is we use curly brackets, double curly brackets, in the actual field
in our column headers, we’re going to go back to column, take first name, we’re going to
go ahead and replace the actual name, you can remove the bolding if you’d like, then
I’m going to actually go in here and do double curly brackets. Keep in mind, when you do this, it’s case
sensitive, in my column header, First and Name are both capitalized, so that looks good,
if I did it lower case it wouldn’t work. Keep that as is. Company name, my company is company with a
capital C, I’m going to go ahead and replace that, remove the bold, and slap some curly
brackets on it. If I wanted to do an additional piece of data
I could, right? Another piece of data “I have a great idea
I’d like to run by them. By the way, I heard you another piece of data.” Something like that. “Thanks, Tommy.” Once I’m done here, I’ve written my template. I’m going to go into canned response, and
I’m going to go down to save, I have a bunch of them here, so I’m going to call this, yeah,
quick question should be fine, or quick question for you, and it’ll be the name of it. I’ll go ahead and hit save. I exited out of here, I can go up to canned
response, I can insert it, and you see it pops right up. We have that email saved, we are good to go
on the canned response [inaudible 00:08:40]. Some other things before we get sending here. Make sure to be really, really particular
about what the email outreach, data privacy laws are in your country. This stuff changes all the time, this is certainly
not legal advice, but as of right now, in the United States, there’s a couple things
you need to think about here. First of all, you want to be honest about
your email outreach. Don’t be deceptive about it, don’t make the
subject of the email something entirely different than whatever you’re doing, that’s the kind
of first sort of rule here. The next is you want to include an unsubscribe
link. Give the user a way to opt out easily where
you won’t contact them again. The third is to put your actual address. If you’re a company, go ahead and put your
company name in your address in the email, as long as your company name and address is
in there, and a way to unsubscribe is in there, and you’re being generally honest about how
you’re reaching out to them, you should be good. Again, this is not legal advice, I am not
a lawyer, don’t get your legal advice from YouTube or any online video. In the European Union, they’re particularly
[inaudible 00:09:42] about this, so make sure to check in on that if you’re sending from
the EU. Yet Another Mail Merge makes this pretty easy. They say “Okay, if you want to do an unsubscribe
link, all you have to do is link to yet-another-mail-merge.com/unsubscribe” Yet Another Mail Merge, each space is a hyphen. We’re going to go ahead and add that to our
template. I’m going to go ahead and do something like
“Click here to unsubscribe from these emails,” and I’m going to go ahead and highlight that
and paste in yet-another-mail-merge.com/unsubscribe and add that in. Then, maybe, up top, I might do my actual
company name, something like that. Then, maybe, make it a little bit, put it
there, but make it a little bit, maybe a little less obvious. I’m going to go do something like this. You may going to put the address below it,
in this down here, or maybe remove part of the link, we’ll leave it in there, or just
click here to unsubscribe. That might work. We are good. We have our company name, our address, maybe
the subject line be Quick Question For You About Widgets. We’ve got their name as the variable, we’ve
got their company as a variable, we’ve got another piece of data as a variable, we’d
like this a lot, now we’re going to go ahead and save this canned response one more time,
because we’re happier with this one. We’ll overwrite and we are good. Okay, now we’re going to go ahead and do the
actual mail merge. We jump back over to our database. We’re going to go up here to add-ons, and
then Yet Another Mail Merge, and click start mail merge. With the free version of Yet Another Mail
Merge, you can send up to 50 emails a day for free. If you pay for it, you got a little bit more,
and you actually even more if we’re using a non-Gmail address, if we’re using Google
Enterprise, there’s a little bit more trust there, and you can sort of send more emails. This can change a little bit, but the basic
idea here is if you’re using the free version of the plug-in, and a free Gmail address,
you can send less. If you’re using the paid version of the plug-in,
and you’re using a Google Enterprise account, you can send a little bit more. Our sender name, we’re going to leave that
as is, and we’re going to go ahead and find the template that we wrote, Quick Question
For You About Widgets. We’re going to leave checked tracked emails
opened, clicked or bounced. I mean, if you click the Alias button here,
there’s a couple things going on, so you can change the reply-to address if you’d like,
so you send from an address, and the way they default reply comes back to someone else. I could send from [email protected] and
have all the responses go to [email protected] YAMM, Yet Another Mail Merge, is detecting
our unsubscribe link, so that is enabled, so we are good to got there. I’m going to go ahead and receive a test email
first. I’m going to click that, and check my inbox
next. I jump into my inbox, I see Quick Question
For You About Widgets. Here we go. So, “Hey Joe,” if I go back to my database,
where you can actually see my first variable there is Joe, “Hey, Joe, I wanted to ask you
who the best person to talk to at Acme Co about widgets? I have a great idea I’d like to run by you. By the way, I heard you Loves Dogs.” That obviously isn’t written correctly, because
the data we gave the tools worded awkwardly. But it worked, it worked here, this is great,
our unsubscribe link is there, and our company information is down below. This is all looking good. To prove that this works, I’m just going to
make one quick change here, so I’m going to change the email addresses to my own email,
and append them with a different number, so that they all kind of get different number,
so Joe is one, Sally is two, Bill is three. I’m going to hope into Yet Another Mail Merge,
so we are good to go. Everything is set, we just changed up this,
so I receive the actual emails, so we can see if it works. You can delay the delivery if you like, so
it sort of schedule the send, but we’re just going to go ahead and click send. You see a new, so I’m going to click okay. A new column shows up in the Google Sheet,
Merge status, so that’s the emails actually been sent. Because we enabled tracking, we got a nice
little tracking report over here on the right-hand side. That’s loading up here. I’m going to go back into my inbox, and there
we go. Here are the emails, Quick Question For You
About Widgets. We’re at [email protected] “Hey, Joe, I
wanted to ask you, Acme Co. By the way, I heard you Loves Dogs.” “Hey, Sally, Disney World, I heard you Hates
Cats.” Then the last one “Bill, Google Inc, I heard
you Loves Hamburgers.” If I come back to the database, you can see
all there emails have just been opened, the data is actually being tracked. I can go ahead and reply as well, and say
“Yo! Go away.” I can go ahead and send that, and right as
I send it, the response rate goes up just like that. There you go. That’s how to do a male merge in Gmail. That is it. That’s how to do a mail merge in Gmail. I hope that was useful. If it was helpful, and if you learned something
today, go ahead and click subscribe down below. For even more digital marketing tactics and
tips from us, if you’re on YouTube, we’d love a comment from you, what did you think? Is this how you’re going to do it? Are you going to do your mail merge in a different
way? We’d love to hear from you, I read every single
one. Finally, if you want this exact walkthrough
along with a free downloadable guide to do this in a step-by-step process along with
all the links to the resources I mentioned today, go ahead and click the link down below
to clickminded.com to get your free downloadable guide now. Thanks a lot.

39 comments

  1. This is really nice one. Do you have any video about SEO lead accusation process step by step ? Please share with me.

  2. Do you have to change the emails before you send them to the +numbers or did you do that just to show that it worked? We are working on emails for our VBS and this is perfect for us. Thanks.

  3. is this only for mass emails sent to gmail accounts? Can I send them same way for outlook accounts? Help??

  4. This was a well-put-together tutorial. Thank you! My only hang up is wanting to send more than 50 per day because the project I am working on has a list with 14,000 people on it! But I will be using what you just taught me for my personal business. Thanks, again!

  5. Very nice job Tommy. Looks fairly easy to do and straight forward. I will give it a go. Oh by the way can you attach documents to the merged mail? Same doc to every recipient?

  6. Hey Tommy, thank you so much for this super clear tutorial. You´re a pleasant person to listen to. One question: What happens when people click the unsusbscribe link? Will I get an email or will they automatically be removed or blocked…? How does it work?

  7. Do you maybe know why after starting mail merge and sending the emails out: everything comes to receipient but not attachments? ( I have link to attachments under Attachments collumn). Do I have to define it in the template? Or should I change the settings of gmail?

  8. Great video……thanks. Surely your ISP is going to see this as spam? Also your going to get ports 25 & 587 blocked aswell? Dont get me wrong, i am a bulk mailer but i cant do it anymore as my ports are blocked. Its so frustrating……any help or advice?

  9. I haven't sent more than a couple hundred emails a day once every few weeks and it looks like gmail now has me limited to 100 emails a day. Not sure if my bounce rate is the problem. Its between 10 and 20 percent. Any advise?

  10. I enjoyed the tutorial, and will give definitely give it a try! I'd be interested in the add ons you eluded to at the end as well. How do I receive those?

  11. Yet Another Mail requires to be able to read, delete basically control my email account… I mean… nothing to hide here… but kinda feel invaded a bit. How safe is that? What tells me one day a hacker won't start taking subscribers personal information (passwords, card numbers etc…) via site/apps like these. It's very unsettling. Care to reassure a bit?

  12. Hi, I'm not sure why it's grayed out on my end? Though I was able to use this before when we sent out season's greetings to our clients. Anyone here who can help me? Thank you so much!

  13. Can you send another email as a follow-up on the same excel sheet from day a different template and will it track the data in a new column?

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