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Send Group Mail Merge
Send personalized group emails from a shared mailbox after final approval
Use this Agent instantly or customize it - no programming needed
- final approval emailfinal approval email
Your approval email names the mailing, group, subject, and approved message.
- contact group memberscontact group members
Your chosen group supplies names and email addresses for every member.
- mailing settingsmailing settings
Your settings identify approved senders and groups, plus required fields and placeholders.
- sent mail historysent mail history
Your sent mail shows which addresses you already sent this mailing to.
Your contact list supplies the full group and each member's name and email address.
- mailing reportmailing report
Your approval thread shows each recipient's send result or reason for a skip.
- mailing reportmailing report
Your approval thread shows each recipient's send result or reason for a skip.
- mailing reportmailing report
Your approval thread shows each recipient's send result or reason for a skip.
- individual emailsindividual emails
Your shared mailbox submits one approved message per eligible, previously unsent address.
- mailing reportmailing report
Your approval thread shows each recipient's send result or reason for a skip.
This Agent reads final approval in your shared mailbox. It checks the chosen group and prior sends. Then it sends personalized emails and replies with results.
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GmailUsed as:
- Shared mailbox
Gmail receives approvals, checks sent mail, sends individual emails, and replies with results.
Microsoft OutlookUsed as:
- Shared mailbox
Microsoft Outlook receives approvals, checks sent mail, sends individual emails, and replies with results.
- Contact list
Microsoft Outlook supplies the full group and each member's name and email address.
ZoomUsed as:
- Shared mailbox
Zoom receives approvals, checks sent mail, sends individual emails, and replies with results.
- Contact list
Zoom supplies the full group and each member's name and email address.
BrevoUsed as:
- Contact list
Brevo supplies the full group and each member's name and email address.
Google ContactsUsed as:
- Contact list
Google Contacts supplies the full group and each member's name and email address.
FlodeskUsed as:
- Contact list
Flodesk supplies the full group and each member's name and email address.
XeroUsed as:
- Contact list
Xero supplies the full group and each member's name and email address.
Constant ContactUsed as:
- Contact list
Constant Contact supplies the full group and each member's name and email address.
Microsoft Office 365Used as:
- Shared mailbox
Microsoft Office 365 receives approvals, checks sent mail, sends individual emails, and replies with results.
ClickSend SMSUsed as:
- Contact list
ClickSend SMS supplies the full group and each member's name and email address.
SendGridUsed as:
- Contact list
SendGrid supplies the full group and each member's name and email address.
Zoho MailUsed as:
- Shared mailbox
Zoho Mail receives approvals, checks sent mail, sends individual emails, and replies with results.
- Contact list
Zoho Mail supplies the full group and each member's name and email address.
GetResponseUsed as:
- Contact list
GetResponse supplies the full group and each member's name and email address.
MailerLite ClassicUsed as:
- Contact list
MailerLite Classic supplies the full group and each member's name and email address.
EmailOctopusUsed as:
- Contact list
EmailOctopus supplies the full group and each member's name and email address.
MailjetUsed as:
- Contact list
Mailjet supplies the full group and each member's name and email address.
lemlistUsed as:
- Contact list
lemlist supplies the full group and each member's name and email address.
MarketoUsed as:
- Contact list
Marketo supplies the full group and each member's name and email address.
Microsoft ExchangeUsed as:
- Shared mailbox
Microsoft Exchange receives approvals, checks sent mail, sends individual emails, and replies with results.
SenderUsed as:
- Contact list
Sender supplies the full group and each member's name and email address.
Made for your industry
Send Group Mail Merge is made for businesses in these industries.
- Advertising and Marketing
Send approved campaign emails to each usable contact once.
Show all Agents for the Advertising and Marketing industry - Education
Send approved school updates to each selected contact once.
Show all Agents for the Education industry - Professional Associations
Send approved member notices to each group address once.
Show all Agents for the Professional Associations industry - Public Relations
Send approved media outreach to each unique contact address.
Show all Agents for the Public Relations industry - Nonprofit Organizations
Send approved supporter updates to each valid contact once.
Show all Agents for the Nonprofit Organizations industry - Event Management
Send approved attendee messages to each valid group address once.
Show all Agents for the Event Management industry - Religious Organizations
Send approved congregation updates to valid addresses once.
Show all Agents for the Religious Organizations industry
Made for your role
Send Group Mail Merge is made for people in these roles.
- Email Marketing Specialist
Personalize approved emails and avoid repeat sends to an address.
Show all Agents for the Email Marketing Specialist role - Event Coordinator
Send approved attendee messages and report send failures.
Show all Agents for the Event Coordinator role - Communications Specialist
Send approved audience messages from the shared mailbox once per address.
Show all Agents for the Communications Specialist role - Membership Manager
Send approved member emails and report skipped contacts.
Show all Agents for the Membership Manager role - Public Relations Specialist
Send approved media mailings to valid contacts once.
Show all Agents for the Public Relations Specialist role - Outreach Coordinator
Send approved outreach to the chosen contact group once per address.
Show all Agents for the Outreach Coordinator role - Communications Coordinator
Send approved group mailings and report contacts needing attention.
Show all Agents for the Communications Coordinator role - Fundraiser
Send approved donor messages and flag duplicate addresses.
Show all Agents for the Fundraiser role - Customer Communications Coordinator
Send approved customer updates and flag incomplete contact details.
Show all Agents for the Customer Communications Coordinator role
Made for your department
Send Group Mail Merge is made for people in these departments.
- Marketing
Send approved campaign emails once per usable contact.
Show all Agents for the Marketing department - Communications
Send approved group messages and report contacts needing attention.
Show all Agents for the Communications department - Events
Send approved attendee emails and report failed sends.
Show all Agents for the Events department - Membership
Send approved member updates and flag incomplete contacts.
Show all Agents for the Membership department - Outreach
Send approved outreach messages to each unique group address.
Show all Agents for the Outreach department - Fundraising
Send approved donor mailings and flag duplicate addresses.
Show all Agents for the Fundraising department
How Send Group Mail Merge works
6 steps, in order, on every run.
-
Confirm final approvalCheck the sender and mailing details against your setup. Hold the mailing and reply if approval is incomplete or unauthorized.
-
Check the contact groupRead the chosen group's full member list and required details. Stop and report a missing group or an incomplete list.
-
Resolve contact problemsCheck required names and addresses. Set aside missing details and conflicting duplicates; keep one copy when duplicate details agree.
-
Skip earlier sendsSearch sent mail for this mailing ID and each eligible address. Pause and report any failure to check send history.
-
Send personalized emailsUse the approved subject and fill only named placeholders. Send each checked message separately from the shared mailbox.
-
Reply with mailing resultsList accepted sends and every exception in a reply to the approval email. Name contacts needing correction and individual send failures.
How to Get Started
Connect the tools you already use, such as Gmail, Microsoft Outlook or Zoom.
20 tools
- Choose the shared mailbox, final-approval folder, and people allowed to give final approval.
- Choose the contact-list account and the contact groups permitted for mailings.
- Set the supported message placeholders, required contact fields, and the address to receive the mailing report.
- Require each approval email to include a unique mailing ID, the selected group name, and the exact approved subject and message with its placeholders.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Send Group Mail Merge:
Yes. You choose the contact-list account and permitted groups during setup. You also choose the mailbox folder and who can give final approval.
The Agent sends at most one copy when their personalization agrees. If their details conflict, it skips that address and asks your coordinator which to use.
You include a unique mailing ID in the approval and subject. The Agent checks sent mail for earlier sends to each address and pauses if it cannot check.
You get a reply in the approval thread with accepted sends, earlier sends, skipped contacts, and send failures. An accepted send confirms submission.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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