Merge data from Zoho CRM and Google Sheets to your Google Document

The Professional and Enterprise levels of Zoho CRM include built-in mail merge tools. If you don’t have access to the mail merge tab, it’s likely because your license does not include that feature. You can still create email templates and send them with Zoho, but without mail merge. The Mail Merge extension, however, does not require a special license to use. Anyone with a Zoho CRM account can use it to build templates in Google Docs, then send the emails to their Zoho accounts. 

Using Zoho Mail Merge

First, we need to install the Zoho Mail Merge add-on for Google Sheets. 

  1. Install the add-on from the extension’s page.
  2. A new tab will open in Google Docs. Click “Continue” in the popup window to go the next step.
  3. Click “Allow” to grant the necessary permissions to Mail Merge. While the permissions might look extensive, they’re required to execute the full functions of the add-on.

Once installed, we can use the add-on to run the mail merge with Google Docs templates and Google Sheets data. When executed, the list will be run against the template. 

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Using Merge Fields in Templates for Personalized Emails

The template will fill merge fields with the appropriate data based on the keyworded variables in the email template. For example, the merge field <> will be replaced with the content of the First Name field in the Zoho CRM lead.

Sending Mail Merge With Zoho CRM Data

To build a template outside the Zoho CRM mail merge system, we can use Google Docs with the Mail Merge extension’s editing tools to automatically insert merge fields where we want them.

  1. Open a new Google Docs document.
  2. Click Add-ons in the menu bar. Select Zoho: Craft, Send, and Track with Mail Merge, then click on Start Mail Merge.
  3. In the sidebar, set Zoho CRM as the Data Source from the dropdown menu.
  4. Select Current Document to merge in the currently open document. You can also select a document from Google Drive.
  5. When you’re done, click All set, go.
  6. Click Sign in and log in to Zoho.
  7. Click Accept to continue.
  8. Select the correct source CRM module.
  9. Click on the merge fields in the sidebar to insert the correct merge field at the cursor location. You can also use Google Docs’ styling tools to edit the message.
  10. Click Run Mail Merge to select recipients and send the messages.

Sending Mail Merge from Google Sheets Data

  1. Open a new Google Docs document.
  2. Click Add-ons in the menu bar. Select Zoho: Craft, Send, and Track with Mail Merge, then click on Start Mail Merge.
  3. In the sidebar pane, set the Data Source to Google Sheets.
  4. Select Current Document to merge in the document that is currently opened or Google Drive to pick an existing document as Document to Merge. Right now, you’re selecting then email template to use. A blank document is fine.
  5. Choose a spreadsheet as a source for merge fields. This is the document that contains your merge data. The column name will one used to create merge fields.
  6. Select the fields you want to insert.
  7. Click Email to Column and select the column with the recipients’ email addresses.
  8. Click Run Mail Merge.

To send a mail merge using the same templates in the future, choose Existing Templates as your data source. This will let you re-run previous mail merges.

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With a background in Operations Research and Data Analysis, Lucas is a Brazilian programmer that likes to get stuff done quickly and reliably. In previous jobs, he implemented industrial job scheduling, fleet management and detailed long-haul route optimization – among other data-driven processes – to reach objectives of increased profit and reduced wasted resources. His goal is to make Zoho fully automated and with more meaningful data for spot-on decisions.

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