Step 4: Send a Mail Merge (Mass Distribution Email)

ContactMonkey's Mail Merge feature is a quick and easy way to send out personalized emails to a large group of recipients. This can be done using pre-existing Distribution lists / Groups, CSV files, or by manually entering recipients. All you have to do it follow the easy steps below.

Gmail for Google Chrome

1. Click on the Mail Merge button below the compose button on the left side of the screen.

mailmerge_button.PNG

 You should see a new message pop up that has the following options:

Screen_Shot_2020-07-22_at_3.01.37_PM.png

  • "Agg" refers to aggregate tracking, which will report total/overall statistics as opposed to an individual break down of opens and clicks. For more details on aggregate vs granular tracking, please refer to this article.
  • SFDC is for Salesforce licenses only. For more information, go the Salesforce articles section.
  • Send Later is not an option for the Sales tool.
  • The arrow to the right of the Templates will drop down to reveal "Design HTML" and "Import HTML" for setting up and using your own HTML templates. 

2. Enter all recipients (or a distribution list/group) in the "Send merge to" line.

This will act similarly to Bcc for generic emails, whereby recipients cannot see who else has received the email. 

Alternatively, you can choose to upload a CSV file using the button in the top right of the new message window. More information on CSV formatting can be found here.  

3. Use the orange button in the bottom right corner to add personalized fields such as "First Name"       or "Company Name" in the Subject line or email text. 

This information comes from your Contacts or the CSV file uploaded, in which case the fields will reflect the specific column headings from your file.  

OR

Use a template that you or your team have created.

Simply click on the blue "Templates" button to access existing templates from the ContactMonkey sidebar. You can also create a template by filling out the email body text, clicking the blue "Templates" button, and then selecting "Save New Template" in the ContactMonkey sidebar. 

Please note that Gmail templates differ from Salesforce templates. For more information regarding Salesforce templates, please refer to this article.

4. Click the green "Preview" button. 

This will open up a new window in Chrome breaking down whether all your personalized fields are working.

  • Green boxes indicate that the field is working, so the recipient will receive an email with that information filled in. 
  • Red boxes indicate that this information cannot be found in your contacts or CSV file. It may be missing, or may be formatted incorrectly. 

Your mail merge will not send properly unless all fields are green. 

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5. Hit Send Now!Your mail merge is now ready to go. We recommend leaving Gmail open while the        email is sending. 

Outlook for PC Desktop

1. Click on the arrow to the right of the  "Mail Merge" button on the top right and select "Mail Merge from Desktop".

Please note that "Mail Merge with Office 365" is for the Internal Communications tool. You should not be able to select this option. 


     send_merge_outlook__1.png

This will open a new email and a sidebar to the left with "First Name", "Company Name", and other personalized fields. Above this sidebar, under the "Message" section of the Outlook ribbon, are options for sending the mail merge. 

send_merge_outlook__2.png

  • "Track Aggregate" will report total/overall statistics as opposed to an individual break down of opens and clicks. For more details on aggregate vs granular tracking, please refer to this article.
  • If the button is dark grey (such as "Track Email" and "Track Links" in the image above), this means that it has been selected. 
  • Clicking the "ContactMonkey" text under "Track Aggregate" will open your preferences. 
  • Design HTML and Import HTML are for setting up and using your own HTML templates. 

2. Enter all recipients (or a distribution list) in the "To" line.

This will act similarly to Bcc for generic emails, whereby recipients cannot see who else has received the email. 

Alternatively, you can choose to upload a CSV file using the button in the top left corner of the new message window. Once you have uploaded the file, your name will be inserted into the "To" field as a place holder. You do not have to remove it or add anything.More information on CSV formatting can be found here.  

3. Personalize the email by dragging in the fields from the sidebar on the left. 

This information comes from your Contacts or the CSV file uploaded, in which case the fields will reflect the specific column headings from your file.  

If you are a Salesforce user, you will also see an option for Salesforce templates. For more information regarding Salesforce templates, please refer to this article.

4. Click the "Preview" button in the top left corner. 

You will see a bar pop up at the bottom of your new email window.

image__7_.png

Click on the arrows to expand the preview. 

image__8_.png

  • Green boxes indicate that the field is working, so the recipient will receive an email with that information filled in. 
  • Red boxes indicate that this information cannot be found in your contacts or CSV file. It may be missing, or may be formatted incorrectly. 

Your mail merge will not send properly unless all fields are green. 

5. Hit Send! Your mail merge is now ready to go. We recommend leaving Outlook open while the        email is sending. 

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