How MergeMail Works

Four steps from a blank spreadsheet to a completed campaign.

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Step 1

Upload Your Data

Prepare your recipient list in Microsoft Excel (.xlsx) or any CSV file. Your spreadsheet should have one row per recipient, with columns for email address, name, and any other fields you want to include in the message or document.

Tips for a clean spreadsheet

  • check_circlePut column headers in row 1 (e.g. "Email", "First Name", "Certificate ID").
  • check_circleInclude one email address column — MergeMail auto-detects columns named "email", "e-mail", "Email Address", etc.
  • check_circleKeep column names simple; MergeMail normalizes spaces and case (e.g. "First Name" → first_name).
  • check_circleRemove blank rows between data rows — they become recipients with empty fields.
Maximum file size: 10 MB. For larger lists, split into multiple datasets and run separate campaigns.
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Step 2

Design Your Template

Create the email body and, optionally, a document template. Place {{variable_name}} anywhere you want a recipient-specific value to appear.

email Email Template

Write the subject line and body in the campaign editor. HTML is supported with a live preview pane. Add formatters like {{name|title}} to normalize casing.

description Document Template

Upload a DOCX or PDF template. The template editor shows detected placeholders and lets you map each one to a spreadsheet column before saving.

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Step 3

Configure Your SMTP

MergeMail sends through your own email account — so the email arrives from your address, not a shared sending domain. Enter your SMTP credentials once and they are reused for all campaigns.

Supported providers

check Gmail (App Password)
check Outlook / Hotmail
check Zoho Mail
check Amazon SES
check Mailgun
check SendGrid
check Custom SMTP
Security: SMTP credentials are encrypted with AES-256-GCM before storage. Use the Test Connection button on the SMTP settings page to verify your setup before launching a campaign.
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Step 4

Launch & Track

Review the campaign summary — recipient count, credit cost, template preview — then click Launch. The campaign report page updates in real time as each email is processed.

Live counters

Sent, Failed, Pending, and Skipped counts update without page refresh.

Per-recipient detail

Click any row to see the exact SMTP response or error for that recipient.

Pause & resume

Pause a running campaign at any time and resume from the next pending recipient.

Credit deduction

Credits are reserved when a campaign starts and deducted as each email is accepted.

rocket_launch Try it free — 100 credits included