Mail Merge with automatic follow-up

Send emails and automatic followup at scale

Andrew Stewart avatar
Written by Andrew Stewart
Updated over a week ago

In this article

Our Mail Merge tool allows you to send personalized mass emails and schedule follow-ups to get more replies from your contacts.

Start a mail merge and add recipients

Add contacts from your pipelines

To send a mail merge to contacts in your pipeline:

  1. Select the boxes that you want to include in the mail merge by clicking the checkbox next to the box names. You can also check the box next to the stage name to select all of the boxes in that stage.

  2. Click the Mail Merge icon in the pipeline toolbar - it looks like a paper airplane. Choose whether you want to create a new mail merge or add these contacts to an existing mail merge.

View the recipient's list in the right-hand mail merge panel. From here, you can:

  • Choose to only include starred contacts or a custom contacts column

  • Send yourself a preview of the mail merge for a specific contact

  • Jump to the email history of anybody your team has already contacted

  • Remove individual contacts from the list

💡 Pro tip: Try filtering your boxes first. For example, you can create a filter that only includes recipients who opened the last email you sent.

Add contacts from a CSV

If you haven't added contacts to your pipeline yet, you can send a mail merge by uploading a .CSV file - make sure it has a dedicated column for email addresses.

Add columns for each variable you want to use, like the recipient's first name or business name.

To upload a .CSV file for a mail merge:

  1. Open a new email compose window. You can do this in 3 places:

    1. the Gmail compose button

    2. the '+ New Merge' button, which appears at the top left corner after selecting the 'Merges' tab from the left-hand navigation menu

    3. the blue plus '+' button, located in the top right corner under the 'All' Mail Merge folder from the left-hand navigation

  2. Click Mail Merge next to the CC and BCC options.

  3. Choose Upload CSV and select a file.

Compose your mail merge

Compose a message to your recipients - each person will receive an individual email, so they'll think you sent it to them directly. Include variables for a more personalized message.

Compose the first message and add variables

  1. Add a subject line and email body to your message, just like a regular email.

  2. Click the Variables menu in the toolbar at the bottom of the compose window.

  3. Select your Variable to add it to your mail merge body.

Once you've added variables, you can hover over contacts in the recipient's list to preview the message for them. Then, click the preview icon to send a version to your mailbox.

Add follow-up emails to your mail merge

Schedule follow-up emails to increase engagement if recipients don't reply to your first message. When a recipient replies, they'll be excluded from the remaining messages in the mail merge so you can respond to them personally.

Follow-up emails are sent on the same email thread.

To schedule follow-up emails in mail merge:

  1. Click Add follow-up in the right-hand mail merge menu

  2. Choose how many days to wait after the first message is sent.

  3. Specify between business days (Monday - Friday) or any day (including weekends).

  4. Choose a time to send the follow-up message. This will schedule the message for the chosen time in your (the email sender's) timezone.

  5. Compose your message in the email body.

Send or schedule your mail merge

When you're happy with your mail merge, you can send it immediately or schedule it to be sent later.

To send your mail merge now, click the Start mail merge now button:

To schedule a mail merge:

  1. Click Send Later in the bottom right.

  2. Choose a time to send the first message in the mail merge. Pick a suggested time, choose a date on the calendar, or type in a day and time like "Next Monday at noon."

  3. Click Schedule.

See all of your mail merges in the Merges list

Find all of your mail merges, whether they're completed, currently active, or drafts, in the Merges menu found in the left-hand navigation.

Click on a mail merge to see a list of recipients and how they've engaged with your messages. You can also see which emails are still scheduled for them.

In the "All" mail merge folder, you can find:

  • All of your mail merges past and present.

  • Data on how many recipients received, viewed, and replied to your emails.

  • When the first and the most recent emails were sent

Learn more about best practices when creating a mail merge and avoid having your emails marked as spam in the related articles.

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