Personalizing Subject Lines with Merge Fields

Personalize your email subject line for each recipient using merge fields. Click here for steps on adding merge fields to your email body.

Before You Start

Ensure you have reviewed these articles:

• Understanding Merge Fields: Setup & Prerequisites
• Merge Field Data Sources

Outlook 365

1. Create a new message in Outlook
2. Open the 365 Add-in and insert your email
3. Add recipients using your preferred compatible method (distribution list, CSV upload, or contact list)
4. Click Merge Fields in the Add-in
5. Select your desired merge field from the drop-down menu to copy it to your clipboard
6. Paste the merge field in the subject line
7. Add additional text as needed

Dashboard Sending

Adding Merge Fields

Step 1: Start composing

1. Click Emails at the top of your dashboard
2. Click Compose & Send
3. Add recipients using your preferred method
4. Click the {} icon beside the subject line
5. Select your desired merge field to insert it in your subject line

Outlook Non-365

1. In Outlook, click the yellow ContactMonkey icon in your ribbon to open a new message
2. Add recipients using your preferred method
3. Double-click Merge Fields in the Add-in
4. Select your desired merge field from the drop-down to copy it to your clipboard
5. The merge field copies to your clipboard
6. Paste the merge field in the subject line
7. Add additional text as needed

Subject Line Examples

What you write:

{{FirstName}}, your {{Department}} report is ready

What recipients see:

• "Bob, your Marketing report is ready"
• "Sarah, your Sales report is ready"
• "James, your Engineering report is ready"

Other examples:

• Welcome to {{Company}}, {{FirstName}}!
• {{DisplayName}}, action required
• Your {{Month}} summary, {{FirstName}}

Subject Line Best Practices

Keep it concise:

• Email clients truncate long subject lines
• Keep critical info (including merge fields) in the first 50 characters
• Test on mobile devices

Use strategically:

• Names in subject lines can increase open rates
• Don't over-personalize (keep it natural)
• Test what works for your audience

Common Issues

Merge Fields button is grayed out

• Tracking is set to Overall
• Change to Individual or Anonymous tracking

Merge fields not working with Google Groups

• Google Groups are not supported
• Switch to CSV upload or contact lists

Next Steps

• Testing and Sending Emails with Merge Fields