Most email marketers choose a mail merge tool based on its ability to personalize emails sent to many people at once.
Sure, that’s the goal.
But when you’re looking for a robust tool for an extensive email outreach campaign, you should also consider if the tool can:
- Schedule mass emails to be sent later
- Track mass emails for opens and clicks
- Offer follow-up feature
- Give reports about your outreach campaign
- Create hyper-personalized emails
This guide will look at the top ten mail merge tools that offer these features. Instead of signing up for a trial test, we’ll give you a “virtual experience” of how each mail merge tool performs in the real world.
1. Right Inbox
G2 reviews (4.8/5)
Google Chrome Store [12,350+ Reviews]: (4.8/5)
Right Inbox offers mail merge and other email productivity features to more than 250,000 professionals.
Like any other mail merge tool, the goal is to help you send as many emails as possible at once without losing personalization for each recipient.
As a result, you can use Right Inbox to update your customers on an upcoming deal, mass email journalists for a PR campaign, or send updates about new additions in your business.
The software has multiple features that work in conjunction with the mail merge feature. Some of these include:
Sequences – You can create email sequences that automatically send follow-ups to recipients who haven’t replied to your email.
Email Tracking – Right Inbox notifies you if your recipient has read the email, how many times, and if they’ve clicked on any link.
Email Scheduler – With the email scheduler, you can set Right Inbox to send emails when your recipients are most likely to open their Gmail app.
Right Inbox price isn’t over the top. It goes from $7.95/month to $14.95/month depending on the plan. It gives you everything you need for a successful email outreach campaign.
Install Right Inbox from the Google Chrome Store today.
G2 Reviews: (4.6/5)
QuickMail is a mail merge platform made for teams sending cold email at scale. After importing your prospect list from a CSV or automatically importing it from a Google Sheet, you can create a campaign and start writing your email templates.
When writing your templates you can use “attributes” inside the email editor to add personalized mail merge fields, which will update automatically for every recipient on your email list.
You can add as many email follow-up steps as you need to your campaigns and even send campaigns from multiple inboxes at once to improve deliverability.
Once someone replies, your conversations will show up inside QuickMail so you won’t need to switch between QuickMail and your inbox all day.
In terms of pricing, you can use it on a monthly or yearly billing cycle, with two tiers depending on your needs. There’s also a 14-day free trial so you can try it out, risk-free.
G2 reviews: (4.2/5)
Most email outreach tools have many unrelated features.
For example, you might get a cold email outreach tool, prospecting tool, and sales engagement software (hello Mailshake) from one option.
To most marketers, this is what they want. They need a full-suite tool that gives them all they need from one platform.
But not all marketers go with that idea. Some want tools that have focused on a specific feature.
If you’re such a marketer, you have all the reasons to love YAMM. As the name hints, it’s focused on mail merge only.
You get a fully-developed mail merge feature that records the most conversions from your email outreach.
As you might expect, YAMM’s mail merge tool is surrounded by supplementing features to add to its strength. You get an email scheduler, templates, email tracking, and personalization.
Here’s a screenshot of it’s pricing breakdown:
G2 Reviews: (4.7/5)
Using Mailshake’s mail merge is straightforward. You simply need to upload a CSV file containing your data in different columns.
Once done, the next step is to personalize your emails. You can insert replacement tags that pull in relevant data like your recipients’ two names and company.
Once you’ve personalized your outreach, you’ll automate your entire workflow. This is possible as Mailshake comes with a fully-equipped email scheduler and automated follow-ups.
It’s worth noting that it offers a list of integrations that work well with the mail merge. These include native integrations like Salesforce, Hubspot, and Zapier.
Here’s a screenshot of its pricing page:
G2 Review: (4.7/5)
Gmass is the opposite of YAMM.
It slaps you with many features all at once. These help you get the most out of your cold email outreach campaigns. Plus, it doesn’t mean it has spread itself too thin.
Gmass mail merge feature is also very different. Its goal is to help you create hyper-personalization using real-time data from current campaigns.
That said, here’s what you need to know.
- Automate sends: The feature allows you to send emails to selected rows on your Google sheet using Gmass filters.
- Campaign Data Tracking: Gmass gives you critical data back that shows you the emails opened, clicked, replied to, and then ones that have bounced.
- Personalized Mail Merges: Since you’re integrating Gmass with Google sheets, you can personalize every detail of your mass emails by adding individual information like names, companies, and titles in Google sheet columns.
Gmass seems excellent, but you won’t love its pricing.
Check out the pricing below. Note that the pricing is a couple of times more than what other tools cost.
6. Form Mule
G2 Review: (5/5)
Form mule isn’t a popular mail merge tool in the email marketing industry. There’s a reason for that, though.
The developer, New Visions Cloudlab, created it to target users that aren’t looking for a sophisticated tool.
They’ve admitted that the tool is only best for teachers who want to email students and parents about class elective choices.
So, does that mean marketers or advanced users can’t use Form Mule? Well, kind of. But it offers basic features that might come in handy for basic email outreach.
The best part? It’s completely free.
Talking about features, here’s what to expect.
- You can create unique case numbers on the form submit for use in keying follow-ups.
- You can use up to ten different templates depending on your send conditions.
- Comes with a robust template editor that allows you to auto-insert merge tags with the click of a button, making template creation a breeze.
Capterra Review: (4.9/5)
Mailmeteor is another tool that’s entirely focused on mail merge.
You get a complete suite mail-merge tool with accompanying features to help your email outreach campaign.
Using Mailmeteor is a three-step process. You start by adding contacts to your Google sheet. Next, create your email template and preview your emails before sending them.
The tool has supporting tools to help your mail merge. These include email scheduling, recipients filter, email tracking, personalization, and attachments.
Here’s what you need to know when it comes to pricing.
G2 Reviews: (4.3/5)
Vocus isn’t a famous name, but it’s surprisingly a powerful tool you’ll come across yet.
According to its website, they’re an industry-leading solution regarding features and positive reviews from customers.
However, the latter might not be accurate as they only have 15 reviews on G2 and 12 on Capterra.
So what about features?
Well, it isn’t that bad. They do offer the typical features you’ll get from other mail merge tools – talk of automated follow-ups, email tracking, and robust analytics to monitor your campaign.
A feature you’ll love is the ability to edit mail merge emails inflight. Technically, this means you can edit your schedule and follow-up messages anytime. Or even pause the campaign to remove contacts from the list.
G2 Review: (4.3/5)
Saleshandy wears many hats. For example, you can use it for cold email outreach, email tracking, or prospecting.
The mail merge feature is under cold email outreach. And it doesn’t do anything unique from other tools. The only difference is that launching and using it is pretty simple.
It’s a three-step process. You’ll first upload a CSV file which you can add up to 20 data fields. The next step is to customize the emails using the data fields.
Saleshandy automatically places the content from the respective row in the email body. Once done, configure your campaign and launch.
Capterra reviews: (4.8/5)
Woodpecker’s mail merge feature helps you get potential higher reply and deliverability rates.
The onboarding process is quite the same with other tools. The first step is to prepare the fields for mail merge using a simple spreadsheet.
Woodpecker allows you to add up to seven fields to strengthen your mail merge personalization. Write your email template once you’ve matched your data with corresponding addresses. Finally, review all your emails before sending them.
Woodpecker also has a couple of accompanying features. One of them is the ability to split test your emails to get the variations that record the highest conversion rates.
You’ll also love the if-campaign, another name for follow-ups. The follow-ups are highly personalized as they’re activated depending on the recipient’s action after receiving your email.
Google Workspace Rating: (4.9 / 5)
If you are a paid member of Google Workspace, then you might consider this mail merge tool. It is part of Quicklution, and offers a few helpful features.
This includes Mail Merge directly from Google Forms, Slides, Sheets, and Docs. In other words, if you’re a heavy Google product user, it could come in handy.
Pricing for this software is free for a 7 day trial. After that, it gets a bit more expensive as seen below:
Google Workspace Rating: (4.9 / 5)
Mergo bases its value proposition on being an easy alternative to mail merge with Gmail compared to some of the incumbents. Ultimately, the software is pretty useful and well-made.
You can use it to improve newsletters, campaigns, followup sequences, and product launches. One of the biggest benefits is that you don’t need to know any code in order to use it.
Attachments, templates, Google Sheets integration, email previews, and email scheduling are some of the more notable and popular features that come with Mergo.
Mergo has various pricing structures from $6 to $45 per month:
Lemlist isn’t popular when it comes to mail merge. This is probably because it works as a separate interface from Gmail.
Technically, this means that you can’t merge Gmail and Lemlist. You’ll have to switch between the two platforms to manage your email marketing campaigns.
As a result, carrying out an intensive mail merge campaign might not be good. It will be too tedious to operate within two platforms simultaneously.
However, the tool still offers room for a light mail merge with the ability to send at most 200 emails per day.
Sure, that’s a significant downside as the success of cold email outreach is based on sending many emails.
They have a few features to counter this downside, though.
One such feature is the lemwarm which lets you interact with other Lemlist users using customized emails and then automatically reply to them.
You’ll also love the personalized content feature. It helps you create a stronger bond using customized content like personalized videos, pictures, and landing pages.
So What’s the Best Mail Merge Tool?
Ultimately, there are several tools to choose from when looking to send and manage mass emails from a list of contacts.
However, when you look at all the factors, Right Inbox is the clear winner. The robust features, reasonable pricing, ease of use, and powerful customization have yet to be beat!
So if you’re looking to supercharge your email productivity, begin by installing Right Inbox on Chrome today for free.
In business, the “one size fits all” tactic rarely works. That’s why personalization is an important feature when you talk of mail merge.
All the tools we’ve shared with you have tried their best to help you make your mail merge campaigns personalized.
So when choosing, make sure you’ve considered other factors like price, functionality, and ease of use.
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David Campbell is the editor of the Right Inbox blog. He is passionate about email productivity and getting more done in less time.