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Send Mail Merge Emails
Send personalized campaign emails from the mailbox after approval
Use this Agent instantly or customize it - no programming needed
- approval replyapproval reply
Your campaign owner names the approved draft version and links the list email in this reply.
- draft previewdraft preview
Your campaign thread holds the approved subject, body, and merge fields.
- recipient listrecipient list
Your linked email holds the CSV rows and the campaign and list versions.
- sending rulessending rules
Your setup defines required columns, eligibility, the send cap, and pace.
- sent mailsent mail
Your sent mail shows which addresses already have a message for this campaign.
Your campaign mailbox holds the draft and list, then sends each email and the thread report.
- campaign issue replycampaign issue reply
Your campaign owner gets a thread reply explaining why this campaign cannot be sent yet.
- campaign issue replycampaign issue reply
Your campaign owner gets a thread reply explaining why this campaign cannot be sent yet.
- individual emailsindividual emails
Your mailbox accepts one personalized message for each eligible, previously unsent address.
- thread reportthread report
Your approval thread lists every row's status and the message ID for each successful send.
This Agent waits for an owner's approval reply and reads the linked recipient list. It checks the draft, addresses, and merge fields before sending individual emails. It replies in the thread with a result for every row.
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GmailUsed as:
- Campaign mailbox
Gmail holds the draft and list, then sends each email and the thread report.
Microsoft OutlookUsed as:
- Campaign mailbox
Microsoft Outlook holds the draft and list, then sends each email and the thread report.
monday.comUsed as:
- Campaign mailbox
monday.com holds the draft and list, then sends each email and the thread report.
ZoomUsed as:
- Campaign mailbox
Zoom holds the draft and list, then sends each email and the thread report.
Zoho MailUsed as:
- Campaign mailbox
Zoho Mail holds the draft and list, then sends each email and the thread report.
Made for your industry
Send Mail Merge Emails is made for businesses in these industries.
- Advertising and Marketing
Send approved client campaigns to personalized recipient lists.
Show all Agents for the Advertising and Marketing industry - Retail
Send approved customer promotions as individual emails.
Show all Agents for the Retail industry - Professional Associations
Send approved member messages and report each recipient's result.
Show all Agents for the Professional Associations industry - Nonprofit Organizations
Send approved donor appeals and flag contacts skipped from the list.
Show all Agents for the Nonprofit Organizations industry - Event Management
Send approved attendee emails and flag invalid addresses.
Show all Agents for the Event Management industry - Political Organizations
Send approved supporter emails without mailing opted-out contacts.
Show all Agents for the Political Organizations industry
Made for your role
Send Mail Merge Emails is made for people in these roles.
- Campaign Manager
Send the approved draft and report who was skipped or failed.
Show all Agents for the Campaign Manager role - Campaign Coordinator
Send the approved campaign and report each contact's outcome.
Show all Agents for the Campaign Coordinator role - Marketing Operations Coordinator
Check campaign lists before sending and report each row's result.
Show all Agents for the Marketing Operations Coordinator role - Marketing Coordinator
Send approved email lists and flag addresses that cannot be mailed.
Show all Agents for the Marketing Coordinator role - Email Marketing Specialist
Personalize approved emails and skip duplicate or ineligible contacts.
Show all Agents for the Email Marketing Specialist role - Membership Manager
Send approved member emails and report the result for every contact.
Show all Agents for the Membership Manager role - Outreach Coordinator
Send approved outreach emails and report skipped contacts.
Show all Agents for the Outreach Coordinator role - Communications Coordinator
Send approved announcements and report each recipient's status.
Show all Agents for the Communications Coordinator role - Fundraiser
Send approved donor emails and report each contact's send status.
Show all Agents for the Fundraiser role - Customer Communications Coordinator
Send approved customer emails and report individual outcomes.
Show all Agents for the Customer Communications Coordinator role - Event Marketer
Send approved event emails to eligible contacts and report skipped rows.
Show all Agents for the Event Marketer role
Made for your department
Send Mail Merge Emails is made for people in these departments.
- Marketing
Send approved email campaigns and report every recipient's result.
Show all Agents for the Marketing department - Communications
Send approved announcements and report who was sent an email.
Show all Agents for the Communications department - Events
Send approved attendee messages and flag rows that cannot be mailed.
Show all Agents for the Events department - Membership
Send approved member emails with each recipient's details.
Show all Agents for the Membership department - Outreach
Send approved contact emails and flag skipped or duplicate addresses.
Show all Agents for the Outreach department - Fundraising
Send approved donor appeals and report unsent contacts.
Show all Agents for the Fundraising department
How Send Mail Merge Emails works
5 steps, in order, on every run.
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Match the approved draftMatch the owner's reply to the exact draft version in the thread. Stop and ask for clarification if approval is unclear.
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Read the linked recipient listOpen the linked email in the same mailbox and read its CSV list. Stop and report missing files or version mismatches.
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Check every recipient rowCheck addresses and merge fields against your rules. Skip opt-outs, duplicates, and rows beyond your send cap.
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Send individual campaign emailsCheck sent mail before each send, then personalize and send eligible emails individually. Stop after a failed send and mark remaining rows unsent.
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Report every row in the threadReply in the approval thread with every row's status. Include sent message IDs and reasons for skipped or failed rows.
How to Get Started
Connect the tools you already use, such as Gmail, Microsoft Outlook or monday.com.
5 tools
- Choose the campaign mailbox and the people whose replies may authorize sending.
- Keep each campaign's draft preview in its email thread, with a campaign ID and version in the message, and require approval of that exact version.
- Store each recipient list as a CSV attachment on an email in the same mailbox; include its campaign ID and version in the email subject, and link that email in the approval reply.
- Set the required CSV columns, including email address and every field used in the draft, plus any eligibility or opt-out column the team uses.
- Set a maximum number of sends per campaign and a sending pace within the mailbox's limits.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Send Mail Merge Emails:
Choose the campaign mailbox and who can approve sends. Keep the draft preview and CSV list in that mailbox, then set the required columns, send cap, and pace.
The Agent sends nothing and asks the campaign owner to clarify in the thread. The reply must name the draft version and link to a matching CSV email.
The Agent checks addresses and required merge values. It skips duplicates, opt-outs, and incomplete rows, then gives you a reason for each.
The Agent stops after a failed send or mailbox rejection. You get a thread report marking remaining rows unsent, with a sent-mail check before any retry.
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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