Introduction

In this article, you'll learn how to efficiently create mail merge templates for Gmail and streamline your email communication using Gmail mail merge templates. As organizations scale, the demand for personalized and bulk emails sending ranging from team updates to customer outreach has grown rapidly. However, manually drafting and sending these emails daily not only consumes time but also increases the risk of errors and inconsistency, especially when tailoring messages to different audiences like employees, clients, or stakeholders. This challenge becomes even more complex when you need to manage multiple Gmail mail merge templates for different use cases. 

For entrepreneurs managing an entire organization, the complexity increases significantly. You need distinct email templates tailored for different audiences: one for employees, another for vendors and suppliers, and a separate one for stakeholders. Additionally, these communications often need to be sent on a recurring basis, making the task not only tedious but also time-consuming.

That’s where xFanatical Foresight steps in, offering a powerful automated solution to simplify and personalize your Gmail mail merge process. With this tool, you can automate email workflows, ensuring each recipient receives the right message without the need to draft individual emails. Whether you're sending onboarding details, event invitations, or segmented email campaigns, Foresight enables you to create Gmail mail merge templates effortlessly and with precision.

Illustration of mail merge: send bulk emails from gmail automation with xFanatical Foresight
Illustration of mail merge: send bulk emails from gmail automation with xFanatical Foresight

In the following sections, we will delve deeper into the steps for creating and customizing these templates, making your email communication more efficient and effective.

Introducing xFanatical Foresight Automation

xFanatical Foresight Automation tool is a no-code automation platform transforms the way you handle Gmail mail merge templates, making it effortless to deliver timely, targeted, and personalized communication at scale. Whether you're sending tailored emails to different audience segments or managing multiple campaigns simultaneously, xFanatical Foresight’s smart automation does the heavy lifting. With its intuitive workflow builder, dynamic data handling, and seamless Gmail integration, you can set up recurring email rules, trigger-based messaging, and flexible mail merge templates all without writing a single line of code. Say goodbye to repetitive tasks and hello to streamlined, automated email communication with xFanatical Foresight.

Automation Setup Instructions

This section will walk you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements. Let’s explore each method in detail and create mail merge templates, customize them and bulk send emails using customized gmail mail merge templates.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google account. 
  2. Go to the Templates page.
  3. Search for Mail merge: send bulk emails from gmail template and click on it.
    The mail merge: send bulk emails from gmail template card in xFanatical Foresight
  4. In the Templates > Mail merge: send bulk emails from gmail page, click the Copy rule.
    Click copy rule button from mail merge: send bulk emails from gmail template detail page in xFanatical Foresight
  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of Mail merge: send bulk emails from gmail will display. Click Next at the bottom of the dialog. 
    Click next button from data uploaded edit trigger screen in xFanatical Foresight
  7. In the Edit actions > If action screen,
    The edit actions If action screen to update branch, template name in each branch and click email action from first branch in xFanatical Foresight
    1. Rename the default branch name to match the number of email templates as needed.
    2. In each branch under the If condition, update the default template name based on the values listed in the CSV file.
    3. Click Email action from first branch’s Then condition.
  8. In the Edit actions > Email action screen,
    The email edit actions screen to update email subject and body content as needed and click email (1) action from rule graph in xFanatical Foresight
    1. In Subject, customize the email subject for the email template..
    2. In the Email body, customize the body content for the personalized email template.
    3. Click Email (1) action from the rule graph.
  9. In the Edit actions > Email (1) screen, update Subject and Email body content as needed and click Email (2) from the rule graph.
  10. In the Edit actions > Email (2) screen, update Subject and Email body content and click Review at the bottom of dialog.
    The email (2) edit actions screen to update email subject and body content when creating rule from template in xFanatical Foresight
  11. In the Review screen,
    The rule review screen to update default rule name when creating rule from template in xFanatical Foresight
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  12. The rule is created in the Rules page.
    The workflow diagram of mail merge: send bulk emails from gmail automation rule in xFanatical Foresight
    Workflow diagram of mail merge: send bulk emails from gmail in xFanatical Foresight
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

  1. Download the sample CSV file of user details and email templates to get started or create your own with four columns Email, Firstname, Lastname and Template.
  2. Sign into xFanatical Foresight with your Google account. 
  3. Go to the Rules page. 
  4. Click the New Rule new rule button button.
  5. In the Select a trigger screen, select Data uploaded trigger.
    The data uploaded trigger to trigger a rule by uploading a CSV file in xFanatical Foresight
  6. In the Edit trigger > Data uploaded screen,
    The data uploaded edit trigger screen to drag-drop CSV file to upload box to configure mail merge automation headers in xFanatical Foresight
    1. Click on the Choose a CSV file or drop it here to get started labeled upload box and select the CSV file, downloaded in Step 1.
    2. Wait for the CSV to be parsed, after parsing leave all settings at their defaults and click Next button at the bottom of dialog.
  7. On the Select an action screen, select If action.
    The IF action to execute different actions based on conditions in xFanatical Foresight
  8. In the Edit actions > If screen,
    The if edit actions screen to update branch name, add template condition and click on add branch button to add more branches in xFanatical Foresight
    1. Update the Branch 1 name as per your requirement for example WELCOME_EMAIL.
    2. In WELCOME_EMAIL > If condition,
      1. Select Template from dropdown list.
      2. Select text contains.
      3. Enter template name which is listed in CSV file’s Template column. For example WELCOME_EMAIL.
    3. Click Add Branch.
    4. Repeat Step 8.A, Step 8.B and Step 8.C to create multiple branches (e.g. THANK_YOU and FOLLOW_UP) for each template.
    5. Click Add next action from first branch.
  9. On the Select an action screen, select Email action.
    The email action to send an email from your gmail in xFanatical Foresight
  10. In the Edit actions > Email action screen,
    The email edit actions screen with email variable in to field in xFanatical Foresight
    The email edit actions screen with email variable in to field in xFanatical Foresight
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. In To, select Email variable from dropdown.
    3. In Subject, enter the subject of personalized email.
    4. In the Email body, enter the body content. Click The v-icon to select variables to add a Firstname and Lastname variable in the body.
    5. Click If action at above the add next action button or from the rule graph.
  11. In the Edit actions > If action screen,
    The If edit actions screen with multiple branches using template variable in each branch's condition in xFanatical Foresight
    1. Click Add next action from each branch and select Email action.
    2. Repeat Step 10.B, Step 10.C and Step 10.D.
    3. After configuring Email action for each branch, click Review at the bottom of the dialog.
  12. In the Review screen,
    The rule review screen to enter the rule name when creating automated send bulk emails from gmail automation in xFanatical Foresight
    1. In Rule name, enter a rule name.
    2. At last click Create.
  13. The automation rule is created.
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how xFanatical Foresight automates creating multiple mail merge templates and sending bulk emails from gmail.

Note: If you’ve set up the automation from scratch, skip till Step 4 since you’ve already downloaded the sample CSV file.

  1. Sign into xFanatical Foresight with your Google account.
  2. Go to the Templates page.
  3. Search for Mail merge: send bulk emails from gmail template, and click on it.
  4. In the Templates > Mail merge: send bulk emails from gmail page, click on the Download sample CSV file button.
    Click download sample CSV file from mail merge: send bulk emails from gmail template details page in xFanatical Foresight
  5. Edit the sample CSV file and replace the sample details with your organization data. Learn more about editing CSV file in Google Sheets.
    Edited CSV file with organizational real users email addresses, first name, last name and template name details
  6. Download the prepared CSV file. Learn more about exporting Google Sheets into CSV.
  7. Go to the Rules Page.
  8. Click on upload-button. icon of Copy of Mail merge: send bulk emails from gmail rule.
    Click upload icon from copy of mail merge: send bulk emails from gmail rule in the rules page of xFanatical Foresight
  9. Upload the CSV file, downloaded from Step 6. Wait for a few moments till CSV is fully processed.
  10. After successful processing of each row of CSV you will get a success notification along with other notifications on the top right of xFanatical Foresight. In the notification message, click View log.
    Receiving in-app notification for successful execution of copy of mail merge: send bulk emails from gmail automation rule in xFanatical Foresight
  11. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    The copy of mail merge: send bulk emails from gmail automation history in xFanatical Foresight, including the automation data, trigger event and action history.
  12. (Optional) Go to your Gmail Sent folder and see, multiple personalized email templates have been sent to different users listed in the CSV file.
    The gmail screen with multiple emails sent by xFanatical Foresight

Notes

  • Make sure the headers in the uploaded file match the headers defined when creating the rule, otherwise automation will not trigger and fail with errors.
  • The CSV file must include the email address, first name, last name and template column. To add more personalized data to the emails, include additional columns, such as onboarding date and use in actions. 
  • Both rule setup allow customization of the email subject and body. Click The v-icon to select variables to utilize variables and personalize the email content with relevant information.
  • Both rule setup allow customization of the If action branch’s name and conditions. Update default values or enter new content as per your requirement.
  • This automation supports sending a maximum of 5,000 emails at once. If you have more than 5000 users to send emails, simply split your data into another CSV file.
  • Most Google Workspace domains don't meet the requirement to send 5000 emails per day, so they only can send 2000 emails per day. Learn more about the requirement of sending 5000 or more emails per day.
  • While processing a CSV file with 5,000 rows, the automation may take a few minutes to complete the process of sending emails to all users listed in the CSV file.
  • If you only need to send out one type of email template, refer Mail Merge in Gmail using xFanatical Foresight.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.

Conclusion

Creating and automating Gmail mail merge templates is a game-changer for anyone who regularly sends bulk, personalized emails. By leveraging xFanatical Foresight, you can eliminate manual tasks, reduce errors, and maintain consistent, professional communication across various audience segments. Whether it's onboarding messages, newsletters, or campaign updates, Foresight empowers you to work smarter automating your Gmail outreach while keeping every message tailored and timely. Start building your templates today and experience a more efficient, scalable email workflow.

If you have yet to install xFanatical Foresight, check out this quick start.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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