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Mail Merge

Learn how to generate Google Docs™ or Google Slides™ files from spreadsheet data with preview runs, saved workflows, and calculated tags.

Use Mail Merge when you want to generate one Google Docs™ or Google Slides™ file per spreadsheet row.

You can open the feature in Google Docs™, Google Slides™, or Google Sheets™. The add-on helps you choose the source spreadsheet, match template tags to source columns, preview one generated file, and then run the full job with saved workflow settings.

Before You Start

  • Put your source headers in the first row of the spreadsheet.
  • Use one record per row under those headers.
  • Add placeholders in the template such as {ClientName} or <>.
  • Use Advanced Options when you need a specific source sheet, A1 range, output folder, or output naming pattern.
  • Use [RowNumber] in the output naming pattern when you need guaranteed unique file names.

Quick Start

  1. Open Mail Merge & Variables from Document Tools.
  2. Confirm the detected context:
  3. in Docs, the current document is the default template
  4. in Slides, the current presentation is the default template
  5. in Sheets, the current spreadsheet is the default data source
  6. Choose the missing file:
  7. Choose source if you still need the spreadsheet
  8. Choose target or Choose template if you still need the Docs or Slides template
  9. Click Analyze Tags.
  10. Review the detected tags and fix any wrong column matches.
  11. If needed, create calculated tags for values such as subtotals, tax, or remaining balance.
  12. Click Create single document to generate one preview.
  13. Open the preview and check the replacements, formatting, and file name.
  14. Click Create all documents only after the preview looks correct.

Best First Example

If you are learning the feature for the first time, start in Google Docs™ and use Load Sales Quotation Example.

That example:

  • copies a prepared Google Docs™ quotation template
  • copies a prepared Google Sheets™ source spreadsheet
  • loads both files directly into the current mail merge session

Use it to inspect the tags, run Analyze Tags, create a single preview, and then compare the generated file with the source row data.

Tip: Start with a very small source sheet, ideally two or three rows. It is much easier to catch mapping or formatting problems before you generate a large batch.

Workflow Tips

  • Always run Create single document before Create all documents.
  • Keep source header names stable after you save a workflow.
  • Review unmatched or low-confidence mappings after Analyze Tags.
  • Use calculated tags when you need derived values but do not want to change the source sheet.
  • Reopen the feature later to restore the latest run state, continue a run, or clean up created documents.

Smart Variables

Smart Variables are optional placeholders such as {$IssueDate} or {$SignatureBlock}. Use them when the value does not come directly from a source column, or when you want a reusable per-run input.

For the full Smart Variables workflow, use the dedicated guide below.

  • Smart Variables - See available variable types, setup steps, apply behavior, and current host limitations.

Related Links

  • Merge Documents - Use a different workflow when your goal is to combine existing Google Docs™ files into one file.

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