Mail Merge in Google Docs

Summary

This tutorial showcases how to use mail merge in Google Docs to create personalized documents like cover letters for job applications. It guides viewers through installing the 'Mail Merge for Docs' add-on, setting up a data source in Google Sheets, and merging recipient information into a template. The video also demonstrates how to generate and download the completed documents in PDF or Word format, enhancing efficiency in sending customized correspondence.

Takeaways

• 🔖 Mail merge is a feature that connects a single document with a data source to create personalized documents for each recipient.
• 📝 To use mail merge in Google Docs, an add-on must be installed from the Google Workspace Marketplace.
• 🔍 Search for 'Mail Merge for Docs' in the marketplace, install it, and grant the necessary permissions.
• 📑 After installation, a mail merge icon appears in Google Docs, indicating the add-on is ready to use.
• 📋 Choose 'Letters' in the mail merge side panel to start the process of creating personalized documents.
• 📊 A spreadsheet containing recipient data is required for the mail merge process.
• 🖋️ Field names in the spreadsheet should match the merge fields in the document for accurate personalization.
• 📝 Data records should be entered in the spreadsheet starting from the second row, with field names on the first row.
• 💌 In the document, merge fields can be added at the desired locations to personalize each recipient's document.
• 🔄 After setting up the merge fields, start the mail merge process to generate individualized letters.
• 📤 The final personalized documents can be opened, downloaded as PDFs, or exported as MS Word files.

Q & A

What is mail merge and how does it benefit users?

Mail merge is a feature that connects a single document with a data source containing recipient information, allowing users to create personalized documents in bulk.

How can one implement mail merge in Google Docs?

To implement mail merge in Google Docs, one needs to install an add-on called 'Mail Merge for Docs' from the Google Workspace Marketplace.

What is the purpose of installing the 'Mail Merge for Docs' add-on?

The 'Mail Merge for Docs' add-on allows users to execute mail merge operations within Google Docs, automating the process of creating personalized documents.

Where can one find the 'Mail Merge for Docs' add-on in Google Workspace?

The 'Mail Merge for Docs' add-on can be found by searching for 'mail merge' in the 'Extensions' section of Google Workspace and then selecting 'Get add-ons'.

What permissions are required to install the mail merge add-on?

To install the mail merge add-on, users need to give permission by clicking 'Continue' and then 'Allow' after reviewing the permissions requested.

How does one create a new document or use a template for mail merge in Google Docs?

In the mail merge side panel, users can choose to create a new document or select from available templates by clicking on 'Letters' and then choosing the appropriate option.

What is the role of a spreadsheet in the mail merge process?

A spreadsheet contains the data that will be merged into the document, with the first row specifying field names and subsequent rows containing recipient data.

How does one select a spreadsheet for the mail merge process in Google Docs?

After clicking 'Select' in the mail merge side panel, users can choose an existing spreadsheet or create a new one in Google Sheets to use for the merge.

What are the steps to insert merge fields into a document in Google Docs?

To insert merge fields, users click a location in the document and select the merge field they want to insert, such as 'Title', 'First Name', 'Last Name', 'Position', or 'Company'.

How does one complete the mail merge process and create the final documents?

After inserting all the fields, users click 'Start mail merge' to generate a new Google Docs file containing all the letters for the recipients.

What options are available for downloading the completed mail merge documents?

Users can download the completed mail merge documents as a PDF or MS Word file by clicking the respective options after the merge is complete.