Free mail merge tool
Turn a spreadsheet into a personal email for every person on it. Add your list, write the email once with fields like {FirstName}, check each one, then download them all or send them one by one.
How to send the emails
The tool writes the emails. Your own email app sends them, from your own address. Pick the way that suits your list:
.eml files: best for 10 to 200 people
Click Download .eml files (.zip), then unzip the folder (on Windows, right-click it and choose Extract All). Each file is one finished email, with the To, Subject and message filled in.
- Classic Outlook for Windows: double-click a file. It opens as a new message with a Send button, because the files are marked as unsent.
- Apple Mail: double-click a file, then choose Message › Send Again. That opens it as an email you can send.
- Thunderbird: open the file, then choose Message › Edit As New Message (or press Ctrl+E).
- New Outlook, Gmail and Outlook on the web can't send .eml files as new emails. Use the checklist or the CSV instead.
The checklist: any email app, any device
Click Send one by one. For each person, Open in email app starts a new email with everything filled in. Check it, click Send, and tick the box. This uses a "mailto" link, which works with whatever email app your computer opens by default. Very long emails can get cut off this way (many apps stop at about 2,000 characters), so use Copy message for those.
The CSV: for Gmail and Outlook add-ons
Download results as CSV gives one row per person with three columns: email, subject and body. Mail merge add-ons for Gmail and Outlook can import a file like this, and it is a handy record of what was sent to whom.
Need the full Word and Excel method instead? See how to mail merge from Excel to Word, mail merge in Outlook, or what mail merge is if you are new to it.
Sending tips
Mind your daily limit. Email providers cap how much you can send. Go over it and you are locked out of sending for up to a day.
| Account | Limit |
|---|---|
| Personal Gmail | 500 emails a day, and 500 recipients in one email |
| Google Workspace | 2,000 emails a day (500 on a trial). Gmail's own mail merge: 1,500 recipients a day |
| Outlook.com with Microsoft 365 | 5,000 recipients a day, 500 per email, 1,000 people you haven't emailed before |
| Outlook.com free | Lower. Microsoft doesn't publish the numbers |
One email per person, never one email to everyone in To. If you must send one email to a group, put them in Bcc. See how to email many people without showing their addresses.
Check your list first. Bad addresses bounce, and a lot of bounces in one day can get your account limited. The tool above only checks that each address is written correctly; it can't tell whether the mailbox exists.
Marketing email has rules. In the US, the CAN-SPAM Act says commercial email needs an honest subject line, your postal address, and a clear way to opt out, and opt-outs must be honored within 10 business days. It covers business-to-business email too.
What the warnings mean
- No column called {Name}: the field in your template doesn't match a column. Spelling, spaces and capital letters are forgiven ({first name} matches "FirstName"), but the words must match.
- Empty field and no fallback: that person's cell is blank, so "Hi {FirstName}," would read "Hi ,". Add a fallback: {FirstName|there}.
- Missing or invalid email address: the cell is empty, has a typo like a missing dot, or holds two addresses. These rows are skipped unless you untick the box.
- Duplicate: the same address appears twice (capital letters don't count as different). Only the first row is used.
What the mail merge tool does
Sending the same email to a list of people, but with each person's name and details, takes ages by hand. This tool takes your spreadsheet, fills a single email template for every row, and lets you check each email before you send it. You then send them from your own email app, as .eml files, one by one from a checklist, or through a mail merge add-on using the CSV.
Benefits
- Start from your spreadsheetOpen a CSV file or paste cells from Excel or Google Sheets. Commas, semicolons and tabs all work, and the email column is picked for you.
- Click-to-insert fieldsEvery column becomes a button. Click one to drop a field like {FirstName} into the subject or message.
- Fallbacks for blank cellsWrite {FirstName|there} so an empty name reads "Hi there" instead of "Hi ,".
- Check every emailStep through each finished email, or jump straight to the next row with a problem.
- Clear warningsIt flags fields that don't match a column, empty cells with no fallback, invalid addresses and duplicates.
- Optional simple formattingUse **bold**, _italic_, web links and bullet lines when you choose simple formatting.
- Three ways to sendDownload all emails as .eml files in one .zip, work through a send-one-by-one checklist, or download a CSV of email, subject and body.
- Sends from your own addressYour email app does the sending, so messages come from you and stay within your provider's limits.
Who it is for
- Small-business owners sending personal renewal reminders or thank-you notes to customers.
- Freelancers following up with a list of clients or leads, one person at a time.
- Schools, clubs and churches emailing members with their own details filled in.
- Event organizers sending each attendee their own booking information.
- Office staff who would rather not set up a Word and Outlook mail merge.
How to use it
- Add your list by opening a CSV file or pasting it, with the header row included.
- Pick the email column and write your subject and message using fields like {FirstName}.
- Step through the emails and fix any warnings.
- Download the .eml files or CSV, or use the checklist to send each one from your email app.
Your privacy
Your list and emails are processed entirely in your browser and are never uploaded, saved or sent anywhere by this page. Nothing is sent until you send it yourself from your own email app.
Questions people ask
- Is this mail merge tool free?
- Yes. There is no sign-up and no limit on rows, though very big lists (over 10,000 rows) get slow in a browser.
- Does the tool send the emails for me?
- No. It writes a personal email for each person. You send them from your own email app, so they come from your own address and stay within your provider's limits.
- Can I mail merge from an Excel file?
- Save the sheet as CSV first (in Excel: File, Save As, CSV UTF-8), or copy the cells and paste them into the box. The tool reads commas, semicolons and tabs.
- Can I do a mail merge in Gmail?
- Gmail has a built-in mail merge on paid Google Workspace plans such as Business Standard, with up to 1,500 recipients a day. On a free Gmail account, use this tool's checklist or a mail merge add-on.
- Can I add attachments?
- Not with this tool. Put a link to the file in the message instead, which also keeps each email small.
- Is my list uploaded anywhere?
- No. The file is read by your browser and never leaves your computer. Nothing is saved after you close the tab.