How to create mail merge template and customize them

Introduction

In this write-up, we will explore how to create and customize mail merge templates to suit your specific needs. But why should you be interested in mail merge and various templates? The answer is straightforward. Whether you are an employee or an employer working in an office environment, sending emails is a task that everyone encounters. It’s a routine responsibility that must be handled daily, often multiple times throughout the day.

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.

This is where xFanatical Foresight Automation tool comes to the rescue. By leveraging these tools, you can automate your email processes, ensuring that each recipient receives the appropriate communication without the hassle of drafting individual messages each time. 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.

CSV file creation

• Prepare a CSV file with 4 columns - Email, First name, Last name and Email template name

Rule Creation Instructions

1. Log in to your xFanatical Foresight account with your Google Admin account. 
2. Go to the Rules page and click the New Rule button.
3. Select the Data uploaded trigger from the select a trigger screen and Upload the created CSV file.
4. Next, you may need to grant permission to xFanatical Foresight in the Google Workspace account. Once the permission is successfully granted, you will see the status as Access granted.Note: since it’s an Administrative rule, in addition to grant access permissions, you also have to set Admin API enabled in Admin Console. Otherwise, this rule will fail by the time it runs.
5. Click Next.
6. On the Select an action screen, click the If action.
7. In the Edit actions screen, create multiple branches for each template.
   • Give branch name and Select variable as Email template name, select operator as text starts with and enter value as template name from CSV.
   • Create various branches for different templates.
8. Then select Email as Add Action for each branch.
9. Click Review.
10. Enter the Rule name, click Create.

xFanatical rule graph for creating and customizing mail merge template.

Rule Trigger 

Trigger the rule by uploading templates CSV file.

Result Verification

1. Look for the notification in the top right-hand corner and click on it.
2. Then, select View All from the options provided.

Conclusion

By creating and customizing mail merge templates with tools like  xFanatical Foresight Automation, you can streamline your communication process, ensuring that your emails are consistent, professional, and tailored to your audience, whether they are employees, vendors, or stakeholders. Implementing these solutions will not only reduce the manual workload but also help you maintain effective communication, allowing you to focus on what matters most: growing your business.

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

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