How to: Mail merge to your global contacts directory

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Step by step: mail merge to your Global Directory contacts

Introduction

Voyzu Contacts Directory allows you to use your central company directory as a centralized location for all you company contacts such as leads, customers, suppliers and other contacts your company or organization interacts with. You may want to do an email merge to send emails to some or all of these contacts. This article will guide you through the steps on how to achieve this.

Set up email authentication

If you haven't done this already, now is a good time to set up email authentication for your domain. This is important as without email authentication set up your mail merge emails risk going to your contacts' spam folder. Email authentication or Domain Keys Identified Mail (DKIM) is a process whereby you prove that you own the domain name you are sending email from.

To set up email authentication log in to your Google Workspace admin console and navigate to "Applications" > "Google Workspace" > "Gmail" and click on "Authenticate email". If you haven't already set up email authentication you will see a screen like the below

If you purchased your domain as part of your Google Workspace set up then simply click on 'Start Authentication' and Google Workspace will automatically do the rest. If not, you will need to insert some information into a TXT record of your domain's DNS settings. This process can be a little technical, however Google Workspace does provide on screen instructions to help you.

Google provides an online tool that you can use to validate your Google Workspace outbound mail setup at https://toolbox.googleapps.com/apps/checkmx/

Install Yet Another Mail Merge

Yet Another Mail Merge (YAMM) is a simple and popular mail merge tool for Gmail. You can install YAMM from the Google Workspace Marketplace

YAMM has a free edition that allows you to send up to 50 emails per day, and paid plans that allow up to 1500 emails to be sent per day (the Google Workspace limit is 2000 per day) starting at USD $28 per year

Compose your email template as a draft

From within Gmail click on 'Drafts' and compose a new email. Compose the email template just as you would a regular email. To insert merge fields enclose fields in {{}} for example Dear {{First Name}} {{Last Name}}

Export your contacts to a Google Spreadsheet

From within Voyzu Contacts Directory, click 'Directory Contacts' > 'Export Contacts' and export your contacts to a new Google spreadsheet, or re-use an existing sheet you have exported to

Filter rows (optional) and launch YAMM

Open the spreadsheet you exported your directory contacts to in the previous step. If you want to filter contacts, e.g. to send contacts only to a certain type, or status, then click 'Data' > 'Create a Filter', and filter columns by clicking on the funnel icon next to each column heading. Then select Yet Another Mail Merge from the Add-ons menu, and click to start the mail merge

Send Emails

Select the email template you composed in a previous step in the 'Email Template' field.

To send from one of your email aliases instead of your default email click the 'Alias...' link

Click to 'Receive a test email' and if you are happy with the test mail sent, click 'Send emails' to begin your mail merge