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Easy & Clear Steps to Mail Merge Google Sheets to PDF

November 30, 2023 346 views

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Part 1: Easy Steps to Mail Merge Google Sheets to PDF

Step 1: Commence the mail merge process by opening the Google Sheets spreadsheet where you want to perform the merge.

Step 2: Boldly, connect a Google Doc or Google Slides template to the spreadsheet for a seamless mail merge.

Step 3: Effortlessly enhance customization by inserting 'column tags' into your spreadsheet using Portant.

Step 4: Execute the merge operation, saving outputs as either documents or PDFs, ready for sharing via email. Streamline your workflow with these straightforward steps.

Part 2: The Best Mail Merge Add-on for Google Docs, Sheets, Slides, and Forms

Mail Merge from Google Docs:

Step 1: Open and check your source data Open your Google Sheets data file and ensure the first row contains column names.

Step 2: Start the Google Sheets Mail Merge extension Access the Mail Merge add-on through Extensions > Mail Merge > Start.

Step 3: Set your 'email to' field Select the column containing the recipient's email address.

Step 4: Enter your email subject Input the email subject and customize settings as needed.

Step 5: Create your mail merge template in Google Sheets Click New under Body Template to create your email template.

Step 6: Write your email mail merge template in Google Sheets Develop your Google Sheets mail merge template.

Step 7: Add your |merge fields| Insert |merge fields| into your Google Sheets template by selecting from the Merge Field drop-down.

Step 8: Save your email body template Click Save when the template is complete.

Step 9: Select your email body template Choose your template from the Body Template drop-down.

Step 10: Mail merge to create your emails Choose one of the three options: Merge Emails, Merge to Drafts, or Send Test. Initiate the email merge to Gmail process.

Mail Merge from Google Sheets:

Step 1: Create your mail merge template in Google Docs Prepare your mail merge template in Google Docs, including |merge fields| corresponding to the column names in your Google Sheets data.

Step 2: Start the Google Docs Mail Merge add-on Navigate to Extensions > Mail Merge > Start to open the Mail Merge sidebar.

Step 3: Select your source data Click Open Spreadsheet to choose the Google Sheets data file. Select the specific sheet from the drop-down menu.

Step 4: Select your Sheet Choose the tab in your Google Sheet that you want to use for the mail merge.

Step 5: Check your source data in Google Sheets Ensure the first row in your Google Sheet contains column names. You need at least one row of data under these column names.

Step 6: Add your |merge fields| Insert |merge fields| into your Google Docs template by selecting from the Merge Field drop-down.

Step 7: Configure your mail merge to email Click Show Email Settings and configure recipient's email, subject, and additional settings.

Step 8: Mail merge to create your emails Choose one of the three options: Merge to a Test Email, Merge to Emails, or Merge to Gmail's Draft Folder. Press the Merge button to initiate the email merge process.

Mail Merge from Google Forms:

Step 1: Launch the Mail Merge add-on from Google Forms Access the Mail Merge add-on by clicking Add-ons > Mail Merge.

Step 2: Start the Mail Merge add-on for Google Forms Click Start to open the Mail Merge dialog box.

Step 3: Configure your automatic emails in Google Forms Enter details for the email display name, subject, and body template.

Step 4: Create your mail merge email template Write your Google Forms auto response email template.

Step 5: Add your |merge fields| Insert |merge fields| into your Google Forms email template.

Step 6: Save your personalized Google Forms email template Click Save when the template is complete.

Step 7: Enable automatic emails from Google Forms Choose between Save (automatically send responses) and Send Test (test the email appearance).

Mail Merge from Google Slides:

Step 1: Create your mail merge template for certificates Develop your mail merge template in Google Slides.

Step 2: Start the Mail Merge add-on for Google Slides Access the Mail Merge for Google Slides by clicking Add-ons > Mail Merge > Start.

Step 3: Select your source data Choose the Google Sheets file containing the data for merging.

Step 4: Check your source data Confirm the first row in your Google Sheet contains the necessary column names.

Step 5: Add your |merge fields| Insert |merge fields| into your Google Slides template


Option 1: Mail Merge to Emails with Personalized PDF Attachments

Step 1: Configure your emails Access Email Settings and configure recipient's email, subject, and additional settings.

Step 2: Create a mail merge template for your emails Click Write Email Body to create the email template.

Step 3: Write your mail merge template for your email body Develop your email body template.

Step 4: Add your |merge fields| Insert |merge fields| into your email body template.

Step 5: Save your Gmail mail merge template Click Save to apply changes.

Step 6: Set a filename for your mail merge attachments Click Set Filename and choose static or |merge field| filenames.

Step 7: Choose between static filenames and |merge field| filenames for your mail merge email attachments Select an option and click Save.

Step 8: Merge your certificates as Google Slides PDF attachments Choose one of the three options: Merge to a Test Email, Merge to Emails, or Merge to Gmail's Draft Folder. Press the Merge button to start the mail merge process.

Option 2: Mail Merge to Google Slides Presentation Files

Step 1: Open the options dialog box Click Options in the Mail Merge sidebar.

Step 2: Choose between multiple files and single files Select Multiple files or Single file based on your preference.

Step 3: Set a file name Choose a |merge field| as the file name for your presentation files.

Step 4: Opt to create copies of your Google Slides in PDF format Choose whether to create PDF copies of your presentation files.

Step 5: Choose a file location to save to Select a Google Drive folder to save your merged files.

Step 6: Save your Google Slides mail merge preferences Click Save to apply changes.

Step 7: Mail merge to create your certificates Select Presentations under Merge To and click Merge to create your certificates.

Part 3: A More Stable Alternative to Microsoft Office - WPS Office

WPS Office stands as a flexible, free productivity suite, enabling users to access, create, edit, and store Microsoft Office files (Word, Excel, PowerPoint). With smooth compatibility across Linux, Windows, and Mac, it delivers a user-friendly experience, irrespective of your chosen platform.

Part 4: How to Download WPS Office for Free?

Step 1: Visit WPS Office Website Navigate to the official WPS Office website by entering the URL in your web browser: https://www.wps.com/

Step 2: Download WPS Office Click on the "Free Download" button prominently displayed on the website to initiate the download of the WPS Office setup file.

Step 3: Install WPS Office Once the download is complete, launch the downloaded setup file. Follow the on-screen instructions to seamlessly install WPS Office on your device.

FAQs

Why isn't my mail merge working in Google Sheets?

  • Ensure you're importing the correct sheet.

  • Verify if the document includes an email column.

  • Check for any blank rows or columns at the sheet's beginning.

  • Review for incorrect or missing email addresses.

How do I merge data in Google Sheets?

To merge data, open your spreadsheet, move to a new cell, and use the formula =CONCAT(A1, B1), where A1 and B1 represent the cells to merge. Press Enter for a quick and effective data merge.

Summary:

In summary, this guide provides a user-centric approach to mail merging in Google Sheets with clear steps and visual aids. It emphasizes the use of the best mail merge tools and introduces WPS Office as a stable alternative to Microsoft Office, offering a versatile and free productivity suite. The article aims to enhance your document management experience and productivity.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.