How to Send Cold Emails Using Mail Merge and Gmail

Cold emailing is one of the most effective ways to generate leads and grow your business. However, manually sending emails one by one is time-consuming and inefficient. That’s where mail merge comes in—it allows you to send personalized emails to multiple recipients at once while keeping each email unique and engaging.

In this guide, we’ll cover how to use mail merge with Gmail to send cold emails efficiently. We’ll also compare some of the best mail merge tools available and help you choose the right one for your needs.

What is Mail Merge?

Mail merge is a technique that enables you to send bulk emails while personalizing each message with details like the recipient’s name, company, job title, and more. Instead of sending generic mass emails, mail merge allows you to create customized outreach that feels more personal and increases engagement.

✅ Why Use Mail Merge for Cold Emails?

• Saves Time – Send hundreds of emails in minutes.
• Personalized Outreach – Each recipient gets a unique email.
• Better Response Rates – Personalized emails perform 3x better than generic ones.
• Avoids Spam Filters – Looks like individual emails instead of bulk blasts.

How to Send Cold Emails Using Mail Merge and Gmail

To send cold emails via mail merge in Gmail, follow these steps:

Step 1: Create a Google Sheet with Your Email List

1. Open Google Sheets.
2. Add columns for First Name, Last Name, Email, Company, and Custom Message.
3. Fill in your recipient details.

📌 Example:

Step 2: Choose a Mail Merge Tool for Gmail

Several mail merge tools integrate with Gmail to automate cold email campaigns. Here are some of the best options:

📌 Best Choice for Beginners: Yet Another Mail Merge (YAMM)
📌 Best for Large Campaigns: GMass
📌 Best Budget Option: Mailmeteor

Step 3: Install Your Chosen Mail Merge Add-on

Once you’ve picked a tool, follow these steps:

1️⃣ Go to Google Workspace Marketplace (https://workspace.google.com/marketplace/).
2️⃣ Search for your mail merge tool (e.g., “Yet Another Mail Merge”).
3️⃣ Click Install and grant necessary permissions.

Step 4: Compose Your Email Template in Gmail

1. Open Gmail and click “Compose”.
2. Write your cold email and use placeholders for personalization.

📌 Example Template:

Subject: Quick Question, {{First Name}}

Hi {{First Name}},

I came across {{Company}} and was impressed by the work you’re doing in the industry. I wanted to connect and see if you’d be interested in discussing how we can help you with [your service].

Let me know if you’re open to a quick call this week!

Best,
[Your Name]

Step 5: Run the Mail Merge & Send Emails

1. Open your Google Sheet.
2. Click on the Mail Merge extension you installed.
3. Select your email template from Gmail.
4. Click “Send” or schedule emails for later.

🚀 Boom! Your cold email campaign is now running!

Best Practices for Cold Emailing with Mail Merge

✅ Warm Up Your Gmail Account – Don’t send too many emails at once; start with 50–100 emails per day.
✅ Use a Professional Email Address – Avoid using free Gmail accounts; use a custom domain.
✅ Avoid Spam Triggers – Don’t use words like “Free,” “Buy Now,” or excessive capital letters.
✅ Test Your Emails – Send test emails to ensure everything looks good.
✅ Follow Up – 80% of conversions happen after multiple follow-ups!

Which Mail Merge Tool Should You Choose?

📌 Get Started with Mail Merge Now!

🔗 GMass: Try Here
🔗 YAMM: Try Here
🔗 Mailmeteor: Try Here

Final Thoughts

Mail merge is a game-changer for cold emailing. It allows you to scale outreach while keeping emails personalized and professional. With the right tool and strategy, you can boost response rates and generate more leads for your business.

🚀 Ready to send your first mail merge campaign? Pick a tool, set up your email list, and start sending cold emails today!