Mail merge

One email draft. A personal copy for every name on your list.

Mail merge takes a single email and merges each contact's own details into it: their name, their company, any field you imported. You write the message once, map the merge fields, and Mailsoftly produces an individual copy for every recipient, no copy and paste and no spreadsheet gymnastics.

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Mailsoftly mail merge editor with the Insert Variable menu open, adding first name, last name, email, date of birth, phone and country merge fields to one campaign whose subject reads Welcome first name

A Mailsoftly subject line with a merge field, Welcome first name, so each merged copy carries the recipient's own name

The Mailsoftly recipient list for a merge, each contact set to receive their own individual copy of the campaign

Welcome Customers · 12 contacts

Join thousands of businesses

5.0

TrustRadius

4.8

4.9

5.0

5.0

How mail merge works

Map the fields once, confirm the copies before you send

Insert a merge field wherever a personal detail belongs. It stays a placeholder while you write, then fills in from each contact's record at send. The recipient preview lists everyone who will get the campaign, so you can confirm the merge before a single copy goes out.

Import and mapBring contacts in from a spreadsheet, map columns to fields, and every column becomes a merge variable you can place in the email.

Fallbacks built inGive each field a default like first name or there, so a blank cell never produces a broken sentence in someone's copy.

Conditional text for empty fieldsPrint a comma, a word or a whole paragraph only for people who have the value. A second case number, a plural "s" or an optional line appears where it belongs and vanishes where it does not.

The wider goal is personalizationMerge fields are the mechanics; pairing them with the right segment is what makes each email genuinely relevant.

Mailsoftly recipient preview listing every individual contact who will receive their own merged copy of the campaign, so you can confirm the mail merge before sending

From spreadsheet to send

Three steps from a list of names to individual emails

Mail merge in Mailsoftly is a short path: get your contacts and their fields in, place the variables, and send one campaign that arrives as thousands of individual copies.

↑ Upload contacts

Your fields become variables

Import a list and map each column, from name and company to any custom field. Manage it all in contact management, and every field is ready to merge.

✎ Place merge fields

Drop them into subject or body

Insert a variable anywhere the personal detail belongs. Set a fallback so every copy reads cleanly, even when a field is missing for a contact.

✉ Send at scale

One campaign, many copies

Send the merged campaign to your whole list or a segment in one go with an email blast, each recipient receiving their own version.

Where the fields come from

Every column you import is a field you can merge

Mail merge is part of the wider Mailsoftly email marketing platform. Your contacts, their companies, job titles, tags and any custom field live in one place, and each of them is available as a merge variable inside your campaigns.

Mailsoftly contacts screen listing subscribers with company, job title, created date and source, the fields that become merge variables in a campaign

One merged send, hundreds of individual copies.

Here is what a merged campaign looks like inside Mailsoftly: a single draft sent to a full list, each contact receiving their own version, with the send tracked like any other campaign.

480

recipients, one draft

46.46%

opened that send

campaigns on file

Mailsoftly campaigns list with a sent merged campaign showing 480 recipients and a 46.46 percent open rate, above draft and scheduled sends

FAQ

Mail merge, answered

What is a mail merge for email?

A mail merge for email takes one message template and merges each recipient's own details into it, producing an individual copy for every contact. Instead of writing hundreds of separate emails or pasting names by hand, you place merge fields such as first name in the template, and each person receives a version filled in with their own information.

How do I do a mail merge in Mailsoftly?

Import your contacts so their columns become fields, open a campaign, and insert merge variables like first name where the personal details belong. Give each variable a fallback for missing values, preview the recipient list to confirm the merge, then send the one campaign to your whole list or a chosen segment.

Do I need a spreadsheet or add-on to run a mail merge?

No. Mail merge is built into Mailsoftly. You upload your contacts once, and the fields are ready to merge inside the campaign editor. There is no separate document, add-on or copy and paste step, and you can send from the same place you write.

What is the difference between mail merge and personalization?

They share the same merge fields. Mail merge is the mechanic of filling variables to turn one draft into many individual copies. Personalization is the broader aim of making each email relevant, which combines merge fields with sending the right content to the right segment. See the email personalization page for more.

What happens when a contact is missing a field?

You decide. A fallback shows replacement text, so first name becomes "there" for anyone without one. For separators and optional sentences, a merge field can carry PREFIX or SUFFIX text that is printed only when the value exists, and an IF block shows a whole passage, or a table row in the editor, only for recipients who have the value. Nobody gets a dangling comma or an empty sentence. The merge tags guide walks through each form.

How many recipients can one mail merge reach?

A single merged campaign can go to your whole list or a segment in one send. Each recipient still receives their own copy with their fields filled in, and the send is tracked like any campaign, so you see recipients, opens and clicks afterward.

Is mail merge free to start?

Yes. Create your account free with Google or Microsoft sign-in and run mail merges on the free plan, no credit card required. Google Workspace and Microsoft 365 accounts get the quickest start; personal Gmail or Outlook.com works too, with lower sending limits while your account builds trust. Paid plans add higher sending volumes.

Turn your list into individual emails tonight

Sign up free with your Google Workspace or Microsoft 365 account, import your contacts, and send one campaign that reaches everyone by name.

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