In this write-up, we will learn about how to create mail merge template and customize it according to your requirements. But why do you need to know about mail merge and various templates? Then, here is an answer for you. If you are an employee or an employer who has to work in an office every day, then there is one job which every member has to commonly perform. That task is sending the email. It is a part of the routine that has to be done daily, multiple times a day. But there is a catch to this.
If you are an entrepreneur who is running the whole organization, then you need to use a specific template for emails, one for the employees, another for vendors and suppliers and a third one for the stakeholders. And most of the time, you have to do it on a recurring basis. It is a tiring job and a time-consuming task. Now here is where Foresight and mail merge template come in handy.
What are mail merge templates?
Mail merge templates are the different templates or formats of email that are used to send bulk emails to several recipients. Gmail has various mail merge templates as per the requirement of the sender. We will be explaining the templates in subsequent sections.
What do you use mail merge templates for?
Let’s use a hypothesis to understand the purpose of mail merge templates. Assume that you are a manager and you have to send 150 to 200 emails to various new employees who have just joined the company. You can make a template beforehand and then use mail merge to send the welcome emails to the various recipients.
Personalization of mail merge templates
You can also personalize a batch of emails. Each mail template might be identical in the layout or in the text graphics except for some personalized parts like there could be separate salutations for several recipients. For example - for executives, you could use a separate salutation and a different one for the managers. In this case, you will be able to send the same mail template to various recipients with different salutations to different designation classes. Using a WorkSpace Gmail along with Foresight, you can make your task convenient and save time.
Mail merge templates
There are various classes of email templates that are used in Gmail WorkSpace. These are as per the requirement of various organizations and Google WorkSpace Admin. Some of the popular templates are:
Employee onboarding emails
Hi [NAME], We’re excited to welcome you to the [Brand] family! Every single one of us is here to make sure you’re happy with your new role in our company. Firstly, let’s make sure your account is set up properly. Watching our Onboarding Tutorial will help you familiarize yourself with [Google WorkSpace product]. It covers how to complete your set up process, key features of your account, plus some handy tips and tricks. (Onboarding Tutorial Video) If you need any help at all, drop us a line anytime at (email) or Tweet us @brandname We’ll be more than happy to lend a hand! Until next time, [YOUR SIGNATURE]
These templates are used by Google Workspace IT administrators. These welcome the members who have just joined and have been provided with a Google Workspace Account. It contains a welcome message and contains the {{First Name}} and {{Last Name}} fields. If you want to learn how to send an automated welcome email to new users in Google Workspace, then you can do so with the help of an employee onboarding template.
Customer relationship emails
Hey there! I noticed you haven’t logged into your account in quite some time, so I just wanted to take a moment to check in with you and see if there’s anything I can help you with. Feel free to continue working on your account at www.companywebsite.com and please reach out to me if I can be of any assistance. If you need a refresher on how [Product/ Service] works, check out our quick user guide. Hope to see you back again soon, [YOUR SIGNATURE]
These are those emails that you send to your customers who have subscribed to your services or purchased your products. Apart from the {{First Name}} field, you need to have a {{Date of Purchase}} field. Other fields could be added as well.
Request survey emails
Hi [name], We’d really like to hear your feedback about [topic of the survey]. It will really help us improve [pain point] so that we can provide a better customer experience for all of our clients. As a thank you for completing our short survey, which will only take about [Y] minutes of your time, we are offering all respondents a [X]% discount code off their next purchase in our online store! To take advantage of this opportunity, please click the survey link below: [Start survey] Thanks for your time, it is really appreciated. Best, The [company] team
There are several instances when you require taking surveys from users. That is when you need to use this specific template. It could be used by all types of organizations, be it an enterprise or an institution like a school.
Simple email marketing campaign emails
If you have to promote a product or a service, then you have to send emails to your customers as a part of the email marketing campaign. This template comes in handy when you have to execute tasks like these.
Hi [NAME], This summer has started quite productively for [Company] as we’ve been working hard on a few long-awaited updates to [Product] that make it stronger, faster, and more useful to you. The updates are now live and you can read more about them on our blog: blog post link Here are our top 3 features from the past 3 months: Feature 1 (From now on you can …) Feature 2 (We’ve added …) Feature 3 (The tool now supports …) We’d love to hear your thoughts on our latest updates – which one of them have you tried already? And as always, let us know if there’s anything we can do to make your experience with [Company] better. Best Regards, [YOUR SIGNATURE]
Use of mail merge in xFanatical Foresight
We can use mail merge templates in xFanatical Foresight. To learn more details about mail merge in xFanatical Foresight, check out the following article.
We plan to send an onboarding email template to the HR Manager, Team Lead and Google WorkSpace Admin, so that they can forward it to the employees on their joining date.
For that we will follow the below steps:
- Prepare a CSV file.
- Create a Foresight rule. Data uploaded trigger => If action => Email action. And display a screenshot of the rule graph.
- Upload the CSV file to the rule to start the mail merge.
- View the personalized email results.
Isn’t this a simple procedure? You can create several custom templates as per the requirement of your organization and simplify your bulk mailing jobs by automating them with the help of Foresight.
- Foresight helps you to achieve all sorts of bulk emailing actions. Apart from the mail merge templates rule, you can also use the bulk email facility from the Google Admin Console directly. But the process won’t be automated. You will have to manually complete the process.
- If you just need to send recurring emails with the help of these templates, then you need to create another rule using Foresight. In this case, you will have to use the Recurring times trigger. You will also have to add an Email action to this trigger. Add more branches if you need to. You also need to use sophisticated conditions using If action if you want to add more email templates to your mail.
- You can also use Foresight to automate the sending of recurring emails to your team or your team by using Get Calendar Agenda action to your rule. You can do other things with the help of Foresight, but that has been reserved for another post. You can explore Foresight use cases for that too. Finally, there are many customizations you can perform with the help of Foresight.
Google also has provided some handy tips and tricks for customizing and simplifying the use of Gmail. Make sure you go through them once. You can also make a customized template for yourself. If you want to know more useful shortcuts and automation around Google WorkSpace products, then make sure you visit our YouTube channel also. Read more related topics like – How To Create A Newsletter? , How To Insert Calendar In Google Sheets.
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