Privacy first
Keep ownership of every batch
MailMerge EZY processes workbook data and email content only to perform the actions you request. It is never stored for our own use, reused for training, profiling, or marketing, or sold to anyone.
Purpose limited
Data is processed only for the upload, review, and delivery workflow you initiate.
No secondary use
Your content is not repurposed for training, profiling, advertising, or marketing.
Never sold
Your workbook, recipients, and mail content remain private and completely yours.
Access
Enter the product and find key controls
Workspace
Choose Open workspace after login. The workspace contains Upload, Review, and Send stages in one screen.
Sender settings
Use the settings icon in the workspace header to connect Gmail, select a sender, save a display name, and set Reply-To.
Plans & usage
Open Plans & usage in the workspace navigation to inspect remaining usage, subscribe, cancel, or configure the Team sender option.
Account
The user menu identifies the signed-in account and provides the secure sign-out action.
Workflow
Complete a first batch
- 1
Upload
Add an Excel workbook, choose its worksheet, and optionally add recipient attachments.
- 2
Map
Assign source columns to recipients, subject, personalization fields, and grouping controls where needed.
- 3
Compose
Write the email document and insert fields from the workbook. Add a global subject when the source does not provide one.
- 4
Review
Resolve invalid addresses, missing files, empty required values, group limits, and any excluded rows.
- 5
Send
Select Gmail, verify the reviewed count, type the final confirmation, and monitor row-level outcomes.
Campaigns
Reuse contacts, content, and sending routes
Open Campaigns from the mail merge workspace to create private contact lists, import Excel or CSV contacts, and save reusable personalized campaigns. MailMerge EZY does not impose a count limit on saved contacts or campaigns; Teable storage and operational service limits still apply.
Free users can run campaigns through one connected Gmail account within the 200-mail daily allowance. Bronze, Silver, Gold, and internal users can rotate across available Gmail accounts and verified customer-owned SMTP profiles. Team supports two Gmail senders and can rotate them when the owner chooses second-Gmail mode.
Capacity mode favors the route with the most configured capacity remaining. Round robin balances sends across ready routes, while Primary only keeps delivery on the first route. Daily and per-minute route limits are enforced in addition to the MailMerge EZY plan allowance.
Paid and internal users can schedule a queued campaign, run an A/B sample, release the winner after a configurable evaluation window, and add up to five timed or event-aware follow-ups. Every follow-up reserves one mail from the same daily plan allowance.
Scoped API keys and signed HTTPS webhooks support external tools such as Zapier. The API discovery document lists the available version-one endpoints. Open and click events are generated by MailMerge EZY; reply-triggered workflows submit an idempotent Reply event through the API. API keys are shown once and stored only as hashes.
The built-in deliverability analysis checks content locally on the server using deterministic rules and does not retain a separate analysis copy. Its result is advisory: sender reputation, authentication, consent, and provider behavior still determine placement.
Source data
Prepare a workbook that maps cleanly
Use a single header row with stable, descriptive column names. Keep recipient addresses, attachment filenames, and grouping keys in dedicated columns instead of combining unrelated values.
Excel workbooks may contain up to 50,000 source rows.
A generated mail may contain at most 50 total To, CC, and BCC addresses.
Normalize email addresses before upload, avoid merged cells in the data area, and keep one logical record per row unless grouped delivery is intentional.
Document
Build a reusable personalized mail
Use Insert field in the subject or document to place workbook values at send time. Prefer clearly named fields such as Customer Name, Invoice Number, or Due Date so reviewers can understand the template without decoding source abbreviations.
Paid plans can save the current subject, rich mail body, and To/Cc/Bcc column mappings as a private reusable template. When applied to another workbook, only exact matching headers are restored; missing fields remain unmapped for review.
The editor supports headings, lists, alignment, links, color, line spacing, tables, and fullscreen editing. Email tables remain sized to their content instead of stretching across the entire mail body.
Grouped delivery
Turn related rows into one email
Grouped delivery is available to paid-plan and internal users. Enable it when several source rows belong in one recipient mail, then choose the group key, sort field, sort direction, and table columns that should appear in the generated mail.
A batch may generate up to 5,000 groups, and an individual group may contain up to 5,000 source rows. Each generated grouped mail counts as one MailMerge EZY mail.
Attachments
Match each file deliberately
Upload the attachment batch alongside the workbook and map the source column containing filenames. Matching uses the exact filename, which prevents similarly named documents from being substituted silently.
- Keep extensions in the source value.
- Resolve duplicate filenames before upload.
- Review every missing-file warning.
- Keep each mail under 25 MB of attachments.
Gmail
Connect and select the sending account
Open Sender settings, choose Connect Gmail, and approve Gmail send permission in Google. The selected account is checked against the signed-in MailMerge EZY user before every delivery.
Free, Bronze, Silver, and Gold allow one linked Gmail account. Team provides two Gmail senders total: the owner may link a second Gmail or invite one member so each user links one Gmail.
Approval
Review the exact delivery set
Use search and validation filters to isolate invalid rows. Exclude records that should not send, open previews for representative recipients, and compare the selected mail count with the remaining allowance shown in the header.
The final confirmation identifies the Gmail sender, mail count, and recipient-address total. Delivery results are recorded per row so failures remain distinguishable from successful sends.
Usage
Work within plan allowances
Free
$0/mo- Daily allowance
- 200
- Gmail senders
- 1
Bronze
$5/mo- Daily allowance
- 500
- Gmail senders
- 1
Silver
$10/mo- Daily allowance
- 1,000
- Gmail senders
- 1
Gold
$20/mo- Daily allowance
- 1,500
- Gmail senders
- 1
Team
$30/mo- Daily allowance
- 3,000 collectively
- Gmail senders
- 2 total
Daily usage resets at midnight IST. A quota reservation is made before delivery and rolled back when the delivery attempt fails.
Good practice
Run batches efficiently
- Use the sample workbook to establish reliable headers and field formats before adapting a production source.
- Start with a small representative selection, verify real inbox rendering, then continue with the larger reviewed batch.
- Keep reusable subject and document structure stable; change source values in the workbook rather than rebuilding formatting for every run.
- Use grouped delivery only when recipients and grouping keys are deterministic. Review oversized or unexpectedly small groups before sending.
- Separate data correction from delivery. Fix invalid source rows, upload the corrected workbook, and re-run validation instead of overriding warnings.
- Leave capacity for retries and provider throttling rather than planning every operational batch at the exact daily maximum.
Troubleshooting
Resolve common blockers
Gmail is not available
Open Sender settings and reconnect the intended Google account. Team users must also stay within the selected member-or-secondary-Gmail configuration.
A row is invalid
Read the row validation notice, then correct recipients, required mapped values, attachment names, or group configuration in the source.
The batch exceeds the allowance
Reduce the selected rows, wait for the midnight IST reset, or compare paid plans after login.
A send failed after confirmation
Use the row-level error to correct authorization, provider limits, mail size, or source content. Failed quota reservations are returned automatically.
The editor feels constrained
Use the fullscreen control. The exit button remains pinned inside the viewport on desktop and mobile.