How to Send Emails to Only Specific Rows in Mail Merge

The Mail Merge spreadsheet contains a mandatory column called Mail Merge Status that indicates the sending / scheduling status of merge for the recipient of that particular row.

For instance, the mail merge status column of value “Mail Sent” indicates that the email has already been sent to the recipient in that row. If you run Mail Merge again, the row will be skipped and the email will not go out to this recipient.

mail-merge-status.png
Rows #4 and #5 will not be included in Mail Merge since the Mail Status column for these rows was manually set to SKIP

Mail Merge status column can have 5 values:

  1. Email Sent – The messages has been sent and this row will not be included in future merge untill you clear the cell value.
  2. Email Scheduled – The message is queueue for future delivery. The status will auto change to Email Sent after the scheduled message is delivered.
  3. Draft Created – If you are using Mail Merge to create drafts in Gmail, this status indicates that the draft has been created in Gmail for that recipient.
  4. Quota Over – This indicates that you have run out of your daily email sending limit, new emails won’t be sent but you can still schedule messages.
  5. Error Message – If merge encountered an error, maybe the email address was not valid, the status column will show the full error message.

How to Skip Sending Mails to Specific Rows

Let’s say you have a Google Spreadsheet with a dozen entries but you would only like to include, say, 5 rows in Mail Merge and skip the other rows.

You can easily do this by setting the Mail Merge Status column as SKIP for rows that you would not like to be included in merge.

Also, rows with status as “Email Sent” will also not included in the merges.