Master the Art of Automated Communication: The Ultimate Guide to Mail Merge with YAMM

In the modern professional landscape, efficiency is king. Whether you’re managing an insurance portfolio, a school registry, or a marketing list, the ability to send personalized, professional emails at scale is a superpower.

In a comprehensive tutorial by Er. Bikash Subedi, we are introduced to a seamless workflow using Excel, Google Sheets, and Yet Another Mail Merge (YAMM). This guide expands on his expert methods to help you transform a simple spreadsheet into a powerful communication engine.

About the Author: Er. Bikash Subedi

This guide is based on the professional work of Er. Bikash Subedi, a technical expert dedicated to simplifying complex workflows for organizations. His work focuses on bridging the gap between data management and communication, helping businesses automate repetitive tasks so they can focus on high-value operations.

Watch the full video tutorial here: How to Do Mail Merge in Excel & Google Sheets Using YAMM

Step 1: Architecting Your Data (Excel)

Success begins with a clean data structure. Open Excel and create a header row. These headers act as the “key” for your email template.

Name	Email	Policy_No	Amount	Date
Ram Sharma	[email protected]	PL-123	2500	2026-01-05
Sita KC	[email protected]	PL-456	3000	2026-01-05

⚠️ Critical Rules for Success:

Case Sensitivity: If your column is Policy_No, your email tag must be {{Policy_No}}.
The Email Anchor: Use the exact word Email for your email address column.
Integrity: Ensure there are no empty rows in the middle of your dataset.

Step 2: The Migration to the Cloud

YAMM lives within the Google ecosystem, so you must move your Excel file to Google Sheets.

Upload: Drop your .xlsx file into Google Drive.
Convert: Right-click the file and select Open with → Google Sheets.Note: Converting the file ensures all Google Workspace Add-ons function correctly.

Step 3: Equipping the YAMM Engine

If you haven’t already, you need to install the YAMM extension:

In Google Sheets, navigate to Extensions → Add-ons → Get add-ons.
Search for Yet Another Mail Merge (YAMM).
Install it and grant the necessary permissions. You will now see it under your Extensions menu.

Step 4: Crafting the “Ghost” Draft in Gmail

Go to your Gmail and click Compose. This draft will stay in your “Drafts” folder and act as your master template.

Subject Line: Premium Payment Receipt – {{Policy_No}}

Email Body:

Dear {{Name}},

Thank you for your premium payment.

Payment Details:

Policy Number: {{Policy_No}}

Amount Paid: Rs. {{Amount}}

Payment Date: {{Date}}

This email confirms the successful receipt of your premium. If you have any questions, please contact our Finance Department.

Regards,

ABC Insurance Team

Pro Tip: Do not enter anything in the “To” field. YAMM will automatically fill this from your spreadsheet.

Step 5: The Final Connection

Return to your Google Sheet and initiate the merge:

Click Extensions → Yet Another Mail Merge → Start Mail Merge.
Sender Name: Enter your company or personal name (e.g., ABC Insurance).
Email Template: Select the Gmail draft you just created.

Step 6: The “Safety First” Test

Before sending to hundreds of clients, Er. Bikash Subedi strongly recommends the Test Email feature.

Click “Send test email” in the YAMM window.
Check your own inbox. Ensure the variables (Name, Amount, etc.) are pulling correctly and the formatting looks professional.

Step 7: Launching the Bulk Send

Once satisfied, click “Send Emails”. YAMM will work through your list row-by-row. You will see a new column appear in your sheet called “Merge Status”, which will update from “SENT” to “OPENED” or “CLICKED” in real-time.

Troubleshooting & Expert Tips

Common Errors and Solutions

Error	Fix
Emails not sending	Ensure the column header is exactly `Email`.
Tags showing as `{{Name}}`	Check for typos or case-sensitivity issues in your headers.
Landing in Spam	Avoid “spammy” words in the subject and keep links to a minimum.

YAMM Limitations

Free Version: Limited to 20–50 emails per day (depending on account type).
Paid Version: Can handle 400+ emails per day, includes PDF attachments, and advanced open tracking.

Pro-Level Customization

Branding: Add your company logo directly into the Gmail draft for a professional look.
Attachments: While the free version is limited, the paid version allows you to attach unique PDFs to each email—perfect for formal invoices.

Conclusion

By following the workflow designed by Er. Bikash Subedi, you turn a complex manual task into a 5-minute automated process. This not only saves time but drastically reduces the risk of human error in financial communications.

Ready to start? Follow the manual above and watch the step-by-step video tutorial for a visual guide to mastering YAMM.