Mail Merge

Mail Merge

Mail merge lets you create personalized labels by pulling data from your spreadsheet. Each row becomes a unique label.

How Merge Fields Work

Merge fields are placeholders that get replaced with your actual data:

• Template: Dear {{firstname}},
• Your data: firstname = "Sarah"
• Result: Dear Sarah,

Basic Syntax

Use double curly braces around your column headers: {{fieldname}}

Important: Field names should match your column headers (spaces removed, case doesn't matter).

Common Merge Patterns

Address Labels

{{firstname}} {{lastname}} {{company}} {{address}} {{city}}, {{state}} {{zipcode}}

Name Badges

{{firstname}} {{lastname}} {{title}} {{department}} {{company}}

Shipping Labels

SHIP TO: {{recipient}} {{address1}} {{address2}} {{city}}, {{state}} {{zip}}

Product Labels

{{productname}} SKU: {{sku}} Price: ${{price}} {{description}}

[🖼️ Image Screenshot: Label editor showing merge fields]

Formatting Your Labels

Use the toolbar to enhance your merged content:

• Bold names or important info
• Center text for badges
• Adjust font size for readability
• Apply formatting to entire merge fields

Example:

1. Type: {{firstname}} {{lastname}}
2. Select both fields
3. Click Bold button
4. Result: Names appear bold on all labels

Working with Your Data

Column Headers → Merge Fields

Your spreadsheet headers become merge fields:

| Column Header | Use as Merge Field | |--------------|-------------------| | First Name | {{firstname}} | | Last_Name | {{lastname}} | | Street Address | {{streetaddress}} | | Zip Code | {{zipcode}} |

Tips for Headers

• Good: FirstName, first_name, firstname
• Avoid: First Name!, Customer's Name, Name (Primary)
• Why: Simple headers work more reliably

Advanced Techniques

Combining Fields

Place fields together for natural formatting: Name: {{firstname}} {{lastname}} Phone: {{phone}} | Email: {{email}}

Handling Empty Fields

Empty cells in your data simply show nothing:

• Data has no company name → that line appears blank
• No awkward placeholders or errors

Multi-line Addresses

{{address1}} {{address2}} {{city}}, {{state}} {{zip}}

If address2 is empty, no extra blank line appears.

Common Issues & Solutions

Fields Not Merging

If you see {{fieldname}} instead of data:

1. Check spelling - Must match column header exactly
2. Remove spaces - {{first name}} → {{firstname}}
3. Verify data exists - Check the column has data
4. Simple names work best - Avoid special characters

Preview Before Printing

Always use the Preview button to:

• Verify fields are working
• Check formatting looks right
• Spot any missing data
• See exactly how labels will look

Real-World Examples

Holiday Cards

Spreadsheet: | FirstName | LastName | Address | City | State | Zip | |-----------|----------|---------|------|-------|-----| | The | Smiths | 123 Main | Boston | MA | 02101 |

Label template: {{firstname}} {{lastname}} {{address}} {{city}}, {{state}} {{zip}}

Result: The Smiths 123 Main Boston, MA 02101

Event Badges

Spreadsheet: | Name | Company | Title | |------|---------|-------| | John Doe | ABC Corp | CEO |

Label template (centered):

{{name}} {{title}} {{company}}

Best Practices

1. Keep it simple - Don't overcomplicate your merge fields
2. Test with preview - Always check before printing
3. Clean your data - Fix typos in the spreadsheet first
4. Use consistent formatting - Standardize your data (ST vs Street)

Pro Tips

• Save templates: Keep your favorite merge layouts in a Google Doc
• Bulk processing: You can merge hundreds of labels at once
• Reuse layouts: Copy successful merge patterns between projects

Ready to personalize your labels? Start with your column headers and build from there!