How to mail merge in Gmail & Send bulk emails using Google Sheets
Sending personalized emails to a large group of people can be a challenge. If you try to send them one by one, it takes hours. But with Gmail and Google Sheets, you can use a mail merge to send bulk emails that feel personal to each recipient.
In this guide, I’ll show you how to do it step by step. You’ll learn two simple methods: one using a Google Sheets add-on and another using Google Apps Script. Finally, I’ll share how you can skip these steps entirely and use Formester’s built-in autoresponder to automate follow-ups instantly.
Here's how to mail merge in Google Sheets
Step 1: Capture Data in Google Sheets
To send personalized bulk emails, you need recipient data. Let’s say you’ve created a lead generation form in Formester.
When someone submits your form, their information (like name, email, and phone) can flow directly into Google Sheets in real time.
Here’s how to connect Formester with Google Sheets:
Go to Automate in your Formester dashboard.
Select Integrations and choose Google Sheets.
Connect your Google account.
Create a new spreadsheet or select an existing one.
Hit Integrate.
Now every new submission will appear in your Google Sheet automatically.
Step 2: Method 1 – Mail Merge with a Google Sheets Add-On
The easiest way to set up a mail merge is with an add-on called Yet Another Mail Merge (YAMM).
Here’s how to use it:
Open your Google Sheet with the form data.
Click Extensions > Add-ons > Get add-ons.
Search for Yet Another Mail Merge and install it.
Go back to Extensions > Yet Another Mail Merge > Start Mail Merge.
Sign in with your Gmail account.
Create a draft email in Gmail and mark it with a star.
In your email draft, use column names from your Sheet inside double brackets. Example: Hi {{First Name}}.
Select the starred draft from the add-on.
Send a test email or bulk send to all recipients.
This method works well and is beginner-friendly. But keep in mind, most add-ons limit the number of emails you can send for free. For larger lists, you’ll hit a paywall.
Step 3: Method 2 – Mail Merge with Google Apps Script
If you want a free and unlimited way to send emails, use Google Apps Script.
Here’s what you need to do:
Open your Google Sheet with form submissions.
Go to Extensions > Apps Script.
Copy a ready-made mail merge script from Google’s official documentation.
Paste it into a new script file and save it as “Mail Merge.”
In the code, replace the default column names with the ones in your Sheet (example: change “recipient” to “Email”).
Create a draft email in Gmail and mark it with a star.
Run the script and authorize it with your Gmail account.
Once it runs, the script will automatically send personalized emails to every contact in your Sheet. This is as powerful as the add-on, but without the limits.
Step 4: Automating With Formester Autoresponders
While mail merge works great, it can feel like extra work to set up Sheets, drafts, and scripts. If you want an easier solution, you can skip Google Sheets and Gmail altogether by using Formester’s autoresponder.
Here’s how:
In Formester, go to Automate.
Select Add Autoresponder.
Name your autoresponder, for example: “Lead Follow-Up.”
Use AI to generate a personalized subject line and email body based on form responses.
Map the recipient email field to the respondent’s email.
Connect your SMTP account for branded sending.
Save and activate.
Now, whenever someone fills out your form, they’ll instantly receive a personalized follow-up email, without you lifting a finger.
Final Thoughts
Mail merge is a powerful way to send bulk emails that feel personal. Using Google Sheets with Gmail, you can do this through an add-on or a free Apps Script.
But if you want the simplest path, Formester’s autoresponders let you send automated, personalized emails right after each form submission. No integrations, no scripts, no limits.
By choosing the method that fits your needs, you’ll save time and build stronger connections with your audience.
