Configure Mail Merge

Configure Mail Merge

Once you have Created template, imported contacts and attachments are added (if any), it is time to configure your mail merge. This is the final step for completing your mail merge

A.CONFIGURE MAIL MERGE:

• To configure your Mail Merge settings click Mail Merge> Mail Merge> Configure Mail Merge

• Once you click as above, a new window will open for entering details.

• Let us understand what details needs to be filled here:

1) Basic Details:

• Mail Merge Name: You can define Mail merge name as per your choice. This is a mandatory field and you can view/measure your Mail merge performance/statistics after naming your mail merge.

Remember: You cannot duplicate a Mail Merge name i.e once you have used a Mail merge name, you cannot use that name again. This is a check from Mail Merge Sutra to avoid conflicts

• Sender’s Name: You are free to enter Sender’s name of your choice. This can be different from your default gmail name and intended recipient will receive emails displaying name as mentioned here.

• CC/BCC: Like any other normal email you send, Mail merge Sutra provides you with an option to insert CC/BCC to your emails. However please note all CC/BCC emails will be considered separate emails and will count towards your email quota.

• Click “Save & Continue” to proceed.

2) Email Template:

• With Mail Merge Sutra, you can use our build in email body template to draft personalized emails and increase your engagement with your intended recipients. Follow our below tutorial to learn how to easily send personalized emails to your recipients:

i) Define personalized subject field:

• With MM Sutra, you can easily add Mail Merge fields in your subject and make it look more personalized. To do so, select the relevant column from MM Fields dropdown where you want to add personalized data in subject field.

When you initiate “Send Emails” option from Mail Merge Sutra, data from selected {{Mail Merge field}} column will replace these Mail Merge Fields

By doing so, you can also easily differentiate replies in your gmail account since all emails will have a different subject line

ii) Draft your email:

• You can start drafting your email message in our in built Email template. Include Mail merge fields like {{firstname}} to personalize your email. We have added {{firstname}} in our below tutorial.

• These Mail merge fields will be replaced by actual data present in the column selected [{{firstname}} in our example] against corresponding recipient.

Note: Mail merge fields are case and space sensitive (including double curly {{}} brackets). Hence we advise to use dropdowns and not to edit it manually since it will impact the end result.

Remember: Blank headers in 1st row will not be shown. This is a check within our tool to avoid conflicts arising due to blank headings.

In case of duplicate headings, Mail merge sutra will consider column header which appears first. Hence we advise not to keep duplicate headings if possible

B. SENDING TEST E-MAIL:

• With this feature, you will be able to send a test email to yourself. This way you can easily check for any mistakes that may have occurred while drafting your email before it is actually sent to all recipients.

C. SEND/PROCESS YOUR MAIL MERGE E-MAIL’S:

• You are now ready to send your emails and make your recipients feel unique with our Mail merge fields to your email content. Click the “Send Emails” button and Mail Merge Sutra will send your emails with the corresponding attachment to your recipients

• Below is the resulting email that the recipient will receive. Please note that mail merge fields have been replaced with actual data

Note: Mail Merge Sutra considers two points before processing emails.

“Email address” column should contain email address. If “Email address” column is blank, it will skip that row.

“MM-Status” column should be blank. If there is some text/value present, it will skip that row.

Info: Mail Merge Sutra considers hidden rows as well while processing emails (if it has email address mentioned in relevant column)

• Once mail merge is processed, “MM-Status” column in your google sheet will automatically get updated with the actual status along-with date and time (please refer below screenshot). This way you can easily get status of your processed emails.

Remember: Time zone in “MM-Status” will be based on your Spreadsheet’s Time zone. To view/modify, go to File > Spreadsheet settings & choose the relevant Time zone. Once selected, click “Save settings”.

Important Note: To keep systems healthy and safe, Google has set a runtime limit of 6 min/execution for free accounts and 30 min/execution for workspace accounts i.e any execution through script cannot exceed these limits. Learn more https://developers.google.com/apps-script/guides/services/quotas

Keeping these limits in view, MM Sutra has set runtime of 5 min/execution for free gmail accounts and 25 min/execution for workspace account. So in cases where you have too many emails to process, MM Sutra will run for 5 min/25 min, as the case may be. It will then automatically resume after 30 min of time gap to process pending emails. MM Sutra will follow the same procedure until all the pending emails in your entire Mail merge have been processed.