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Testing and Sending Emails with Merge Fields

Testing your merge fields before sending allows you to:

  • Verify merge fields populate correctly for each recipient
  • Catch missing or incorrect data before it reaches your audience
  • See exactly how each recipient will view their personalized email
  • Identify formatting issues with merge field placement
  • Confirm subject line personalization displays properly

Before You Start

Ensure you have reviewed these articles:

The testing method varies depending on your sending platform.

Outlook 365/Gmail Dashboard/Outlook Dashboard

Preview Limitations

Outlook 365, Gmail Dashboard, and Outlook Dashboard do not have a built-in preview function for merge fields.

Alternative Preview Methods

Option 1: Send to yourself first

  1. Add only your email address as a recipient
  2. Click Send & Track/Send now
    1. Note: The "Send Test" feature is not compatible with merge fields.
  3. Check your inbox to see how the email looks

Note: You'll only see personalization for your own data

Option 2: Send to a small test group

  1. Upload a test CSV with 3-5 recipients (including yourself)
  2. Click Send & Track/Send now
    1. Note: The "Send Test" feature is not compatible with merge fields.
  3. Ask test recipients to verify their personalization
  4. Compare what each person received

Once you have verified your merge fields' accuracy, recreate the email and send it to your intended recipients.

Outlook Non-365

  1. In the Add-in, click Preview
  2. Click DesktopMailMergeValidationReportRegion
  3. A preview window will open
  4. Click Send after verifying your merge fields' accuracy
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Using the Merge Fields Feature in the Add-in

The Merge Fields feature in the ContactMonkey Add-in is a useful tool for confirming which merge fields are available to you before composing your email. 

  1. In the Add-in, click Merge Fields and select the drop-down menu
  2. Review the list of available fields — supported fields vary depending on how you add recipients. Click here for a full breakdown
  3. Click your desired merge field to copy the correct formatting to your clipboard
  4. Paste the merge field into the appropriate location of your email draft in the Email Builder

Important: Always insert copied merge fields into your email draft in the Email Builder — do not paste them directly into your Outlook message. Merge fields inserted outside the Email Builder will not populate correctly when sent.

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What to Look For

Merge Field Population

✅ Correct:

  • "Hello Bob, welcome to Marketing"
  • "Sarah Johnson, your report is ready"
  • Actual recipient data appears in all merge fields

❌ Incorrect:

  • "Hello {{FirstName}}, welcome to {{Department}}"
  • Tags still visible instead of data
  • Blank spaces where merge fields should be

Common Issues to Catch

Missing data:

  • Some recipients have blank fields
  • Merge fields show as empty spaces
  • Solution: Check your CSV or contact list for missing data

Wrong data:

  • Recipient sees someone else's information
  • Data doesn't match the recipient
  • Solution: Verify CSV row data matches email addresses

Formatting problems:

  • Extra spaces around merge fields
  • Capitalization issues
  • Punctuation problems
  • Solution: Adjust merge field placement and spacing in the Email Builder

Subject line truncation:

  • Subject line is too long and cuts off
  • Important info (including merge fields) is not visible
  • Solution: Shorten subject line; prioritize critical info first

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