Introduction

This article explores how to use mail merge in Gmail to send personalized emails at scale using xFanatical Foresight. As businesses increasingly rely on email for outreach, customer updates, and PR campaigns, managing large volumes of communication efficiently has become a growing challenge. Manually customizing individual emails is not only time-consuming but also prone to inconsistencies, especially when sensitive or tailored content is involved. You can use mail merge in Gmail to send personalized email campaigns, newsletters, and announcements to a wide audience. Furthermore, Gmail, despite its popularity, lacks a built-in advanced mail merge feature.

This is where xFanatical Foresight steps in offering a seamless, automated Gmail mail merge solution that saves time, reduces errors, and enhances personalization. Whether it’s newsletters, offers, or business-critical updates, this automation ensures each recipient receives the message at the same time.

Illustration of mail merge in Gmail using xFanatical Foresight
Illustration of mail merge in Gmail using xFanatical Foresight

Let’s dive into this blog and learn how to send bulk emails from Gmail with xFanatical Foresight.

Introducing xFanatical Foresight Automation

xFanatical Foresight Automation tool is an innovative tool designed to enhance your Gmail experience by automating repetitive tasks. It seamlessly integrates with Gmail, making it easier for users to perform complex actions like mail merges without any hassle. The tool is user-friendly, requiring minimal technical knowledge, which makes it accessible for everyone from small business owners to large corporate teams.

Automation Setup Instructions

This section will walk you through the automation setup in xFanatical Foresight. Set up automation from scratch and after completing the automation rule, verify whether the automation meets your requirements. Let’s explore the rule setup method in detail and auto mail merge in Gmail with 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 for sending bulk email or create your own with two columns Email Address and Firstname.
  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 Email action.
    The email action to send an email from your gmail in xFanatical Foresight
  8. In the Edit actions > Email screen,
    The email edit actions screen to select email address variable from data uploaded trigger and give permission to xFanatical Foresight
    The email edit actions screen to select email address variable from data uploaded trigger and give permission to 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 Address 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 in xFanatical Foresight to add a Firstname variable in the body.
    5. Click Review.
  9. 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 e.g. Bulk send email from gmail.
    2. At last click Create.
  10. The automation rule is created.
    The workflow diagram for sending bulk email from gmail with xFanatical Foresight
    Workflow diagram of bulk send email from gmail with xFanatical Foresight
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 mail merge in Gmail and sends emails in bulk to multiple users at same time without manual effort.

  1. Edit the sample CSV file downloaded from Step 1 as per your organization information. Learn more about editing CSV file in Google Sheets.
    Edited CSV file with organizational real users email addresses and first name details
  2. Download the edited CSV file. Learn more about exporting Google Sheets into CSV.
  3. Click the upload-button. button from the Bulk send email from gmail rule, then select downloaded CSV file from Step 2 to start the automation.
    Click arrow up icon from copy of bulk send email from gmail rule from rules page in xFanatical Foresight
  4. After successful execution of each row from CSV, you’ll receive a notification in the top right corner of xFanatical Foresight. Click View Log in the notification message to check the details.
    Receiving in-app notification for successful execution of bulk send email from gmail automation rule in xFanatical Foresight
  5. 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 automated send bulk email from gmail automation history in xFanatical Foresight, including the automation data, trigger event and action history
  6. (Optional) Go to your Gmail Sent folder and see, multiple personalized emails have been sent to different users listed in 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.
  • 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.

Conclusion

Automating mail merge in Gmail with xFanatical Foresight not only streamlines your email outreach but also enhances personalization and efficiency. Whether you're sending marketing updates, business notices, or PR announcements, this solution ensures accurate and timely delivery without the manual effort. By integrating Gmail mail merge into your communication workflow, you can maintain consistency, reduce errors, and save valuable time making your email campaigns more effective and professional.

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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