Mail merge from an Excel sheet
Send every row of an Excel sheet its own personalized email with no Word or Outlook. Import the sheet as it is, turn your own columns into merge fields, write once, check each copy and send. Includes a two minute video.
The classic Excel mail merge takes three programs: Excel holds the data, Word writes the letter and Outlook sends it, with no unsubscribe link and no delivery check. In Mailsoftly the sheet itself becomes your list, any column you need becomes a merge field, and every person gets their own email, checked for spam and delivery before it goes out.
The video follows a studio sending each volunteer their own shift from a volunteer sheet. The steps below are the same job in writing.
Import the sheet and match its columns
Open Audience and click Import Contacts. Drop in the Excel file, .xlsx, .xls or .csv, and Mailsoftly reads every row. Choose Create New List and give the list a name you will recognize later. The next step shows every column of the sheet with its data: name and email columns are matched to contact fields for you. A column that is yours alone, such as Shift, Due date or Store, starts on Do not import. Open that column’s header menu and choose Create, and the column becomes a field you can merge.
Keep one detail per column. The column header becomes the field name, and the field name is what you pick in Personalize later.
Start the import
On the last step, confirm your contacts agreed to hear from you and start the import. It runs in the background and ends on a summary with how many rows were imported. Your sheet is now a list, with every field you created on each contact.
Write the email once
From the new list, choose Compose an email and pick Plain text, so it reads like a note from you. The list is already chosen. Set From to the address you send from, then write the email. Where a detail belongs, open Personalize and pick the field: First name for the greeting, and any column you imported, such as Shift, right inside the sentence. When you move on, set a fallback for anyone missing a detail, so nobody reads a blank.
Check each person’s copy and send
The campaign page runs its spam and delivery checks first. Open Review and page through the recipients: each copy shows that person’s own details, so you can check the one with the empty cell as easily as the one with everything filled in. When the copies read right, send.
Ready to try it in your own account?
Free to start with your Google Workspace or Microsoft 365 account. No credit card required.
