Top 5 Mail Merge Alternatives

Mail merge has become essential for sales professionals and marketers who need to send personalized bulk emails.

However, more and more users are looking for mail merge solutions that are much simpler than the old-school Word + Excel + Outlook combo.

What mail merge alternatives are out there—and more importantly… how do you find the right one for YOU? 🧐

In this article, we’ll explore the best mail merge tools specifically built for Gmail—and break down why Mail Merge for Gmail stands out from the rest.

Keep reading to find the perfect solution for YOUR needs!

💡TL;DR

This ranking, updated for 2025, may change at any time. It’s based on precise evaluation criteria—but since we all have different needs and expectations, it might not be a perfect fit for you. One thing’s for sure: every tool listed here is reliable. ✅ We’ll never share opinions about shady or low-quality tools.

Top 5 Mail Merge Alternatives

1. Mail Merge for Gmail

2. Yet Another Mail Merge (YAMM)

3. Right Inbox

4. Mailshake

5. Mailmeteor

   Email Features

   Tool	Email Tracking	Personalized Attachments	Unsubscribe Link	Subject Line Personalization	Campaign Scheduling
   Mail Merge for Gmail	✅	✅	✅	✅	✅
   Mailmeteor	✅	✅	✅	✅	✅
   YAMM	✅	✅	✅	✅	🟠 Available on paid plans
   Mailshake	✅	❌	❌	✅	✅
   Right Inbox	✅	❌	❌	✅	✅

Tool Characteristics

How to Choose the Best Mail Merge Tool?

It really comes down to four key criteria:

1. Ease of Use: You shouldn’t need a training session to start using it. The tool should be simple and intuitive.

2. Reliability: Choose something stable enough to fit into your workflow and not slow down your outreach.

3. Features: Make sure it offers the capabilities you need to meet your business or campaign goals.

4. Cost: One of the benefits of having options is choosing a mail merge tool that fits your budget.

And of course, user reviews matter—a lot! Real-world feedback is golden.

You’ll find the best alternatives listed above, but you can dive deeper into our complete guide to mail merge alternatives here.

1. Mail Merge for Gmail

Mail Merge for Gmail is a free Gmail add-on that allows users to send up to 1,500 personalized emails directly from Gmail.

Who is it for?

• Email marketers,

• Anyone looking for a simple, intuitive solution,

• Gmail and Google Sheets power users.

What can you expect?

This tool ensures every message feels handwritten, giving your recipients a personalized, one-of-a-kind email that actually gets read.  

Key Features

• Advanced email personalization: Easily customize both the subject line and body of each email using dynamic fields. Include rich formatting, images, links, and even recipient-specific attachments.
• Seamless Google Sheets integration: Manage all your contacts, custom fields, file attachments, Cc/Bcc recipients, and unsubscribe links directly within Google Sheets—no manual copy-pasting needed.
• Scheduled & throttled sending: Send emails at the perfect time or throttle delivery to avoid spam filters and improve deliverability.
• Real-time email tracking: Monitor open and click rates instantly. Campaign performance is updated in real time within your Google Sheet so you can easily share insights with your team.
• Personalized file attachments: Attach a unique file to each recipient—perfect for invoices, certificates, or personalized documents based on your spreadsheet data.
• Privacy-first design: The tool doesn’t access your Gmail inbox, and all your data stays securely within your own Google account. Your privacy and control are fully preserved.

Pricing

Mail Merge offers three pricing plans based on your sending volume:

• Free – 50 emails/day,

• Standard – 250 emails/day,

• Premium – 1,500 emails/day.

💡 If you choose an annual plan, Mail Merge gives you a 50% discount. That means the Standard plan costs $2.99/month ($35.88/year) and the Premium plan $3.99/month ($47.88/year).

The free plan includes all core features, except for:

• Deliverability optimization.

• Removal of branding.

• Multi-user team access.

Pros & Cons

Pros

• Easily installed as an add-on from the Google Workspace Marketplace.
• The free plan is quite generous in terms of features.
• You can import your own HTML templates.
• Schedule when you want your emails to be sent.
• Mail Merge won’t ask for access to your Gmail inbox.
• ISO 27001 certified.

Cons

• Branding is included on the free plan.
• Gmail quota applies (up to 1,500 emails/day).

User Reviews

4.8⭐ on Capterra and 4.9⭐ on Google Workspace Marketplace (5,000+ reviews).
Here’s what one user said:

“I enjoy and appreciate using Mail Merge for Gmail because of its ease of use.” (Missionary Clayton M.)

💡Our opinion: It’s a tool fully dedicated to mail merge—it does nothing else, and it does it well!

2. Yet Another Mail Merge (YAMM)

Yet Another Mail Merge (YAMM) is an intuitive email outreach tool that is designed to help you manage mass emails through Gmail. Similar to Mail Merge, you can track all your data from Google Sheets for a smooth process.

👉 We provided a full review of YAMM here.

Key Features

YAMM shares many of the same features as Mail Merge for Gmail:

• Email personalization.

• Google Sheets integration.

• Real-time email tracking.

• Privacy-first design.

However, YAMM also offers a few distinct features:

• Campaigns are created and edited directly in Gmail drafts.

• Tracks opens, clicks, and replies.

• Tracks unsubscribes and bounces.

Pricing

YAMM offers pricing plans for both individuals and teams. 

Individual plans are limited to a single user, with three options:

• Free (50 emails/day).

• Personal ($36/year for 400 emails/day).

• Professional ($60/year for 1,500 emails/day).

Team plans are priced based on the number of users, each with up to 1,500 emails/day:

• 5 users ($150/year).

• 10 users ($270/year).

• 25 users ($450/year).

• 50 users ($750/year).

• 100 users ($1,200/year).

Pros & Cons

Pros

• You can easily customize your email templates in Gmail.

• You can set up Google Form email notifications for whenever your Forms receive a response.

Cons

• The user interface is not beginner-friendly.

• YAMM’s email tracking analytics is complicated, and they don’t offer full reports.

• There is a 10-day limit to accessing your email tracking analytics.

User Reviews

YAMM has a 4.5 rating on Capterra (39 reviews) and 4.7 on the Google Workspace Marketplace (18,000+ reviews).

“Overall, Yet Another Mail Merge, is a cost effective and easy platform to learn and use. I would definitely recommend it for small teams, small mail merges, and infrequent use. However, with the limited features that do not allow more than one merge scheduled in advance and lack of automated follow-ups, it is more manual than other mail merge programs.” (Jessica R.)

💡Our opinion: It’s a tool entirely focused on mail merge, with some genuinely useful features. However, relying on Gmail drafts instead of a dedicated editor definitely complicates things.

3. Right Inbox

Right Inbox is a Gmail productivity tool, available as a Google Chrome extension. 

Let’s be clear: a Gmail productivity tool is mainly designed for features like reminders, signatures, email scheduling, and templates. The mail merge function is not at the core of Right Inbox’s offer, and it's only available with the paid “Professional” plan.

Key Features

As far as mail merge is concerned—which is our focus in this article—Right Inbox is extremely minimalistic:

• Requires a CSV import: no native integration with Google Sheets.

• Or, you can manually add recipients.

• Link tracking.

• Open tracking.

That said, the real value of this otherwise solid tool lies elsewhere. Right Inbox offers useful features such as:

• Email reminders: get notified when you forget to respond to important emails.

• Recurring emails: schedule emails to send repeatedly at set intervals—perfect for ongoing reminders.

• Email notes: attach private sticky notes to your emails to keep track of important context.

Pricing

As you might have guessed: to use mail merge, you must subscribe to the Professional plan, which starts at $14.95/month. 

No free plan includes this feature—unlike Mail Merge for Gmail, for example.

Pros & Cons

Pros

• Reliable email analytics tracking.

• You can create email sequences for automatic follow-up responses.

• Email reminders help you keep track of important emails.

Cons

• You need to subscribe to the Professional plan to use all the features, including mail merge.

• Customer service is not as reliable.

• User interface can be difficult to work with for beginners.

User Reviews

Right Inbox scores 4.1 on Capterra and 3.0 on Google Workspace Marketplace (10 reviews). One user notes:

“Great promise for your email management; however performance can be better.” (Ankush C.)  

💡Our opinion: Not recommended if mail merge is your primary need. Its real value clearly lies in other features.

4. Mailshake

Mailshake isn’t a pure mail merge tool—it’s a sales engagement and outreach automation platform. In other words, it’s designed to run multi-channel campaigns (email + LinkedIn + phone), complete with automated follow-ups and centralized tracking. 

Key Features

Here’s what Mailshake actually offers in terms of mail merge:

• Send personalized mass emails via CSV import (using tags like {{FirstName}}).

• Email scheduling.

• Automated follow-ups (this is the true value-added feature).

• CRM and Zapier integrations.
  
  

But compared to a true mail merge tool like Mail Merge for Gmail, it lacks a few things:

• No direct editing in Google Sheets.

• No native Gmail interface.

• No free version to try out.
  
  

Wider feature set includes:

• Automated multi-channel outreach campaigns.

• Automated sequences and follow-ups.

• Deliverability optimization tools (email throttling, email validation, sending rotation…).

• CRM and prospecting tool integrations: Salesforce, Pipedrive, HubSpot, Google Sheets, Zapier, and more.

Pricing

Mailshake doesn’t offer a free trial or free plan. It has three paid monthly plans.

Starter ($29/month):

• 1 email address per account.

• 1,500 email sends per month.

• 50 free data finder credits.

Email Outreach ($49/month):

• 2 email addresses per account.

• Unlimited email sends.

• 50 free data finder credits.

Sales Engagement ($99/month):

• 10 email addresses per account.

• Unlimited email sends.

• 2,500 free data finder credits.

Pros & Cons

Pros

• Great solution if you need more than just email marketing.

• Integrates with other email providers besides Gmail.

• Offers a Cold Email Masterclass to help you grow your network.

Cons

• May be too complicated for those looking for a simple email outreach tool.

• It doesn’t support Google Sheets, only CSV files.

• It’s a pricier option.

User Reviews

Mailshake has a 4.6 rating on Capterra (126 reviews), but is not listed in the Google Workspace Marketplace. One user notes:

“It's expensive if you have a medium or large team - so I'm worried about scaling costs.” (Engin A.)  

💡Our opinion: It’s an excellent, very complete tool. However, the lack of integration with Google Sheets is a real drawback for mail merge functionality.

5. Mailmeteor

Mailmeteor is an email outreach tool that works through Gmail. You can send personalized mass emails while viewing useful analytics to track the progress of your campaigns.

👉 We provide a more complete review of Mailmeteor here.

Key Features

• Pre-designed templates: The tool offers a range of templates for you to choose from to structure your emails. The templates also don’t have to be stored in your drafts, so you can have a clean mailbox. 

• Minimal permissions: Mailmeteor functions on minimal permissions and doesn’t need to access your inbox. This way you can maintain your privacy.  

• CRM integrations: Mailmeteor integrates well with popular CRMs such as Salesforce and HubSpot to make your marketing processes much smoother. 

Pricing

Mailmeteor offers four pricing tiers:

• Free: 500 emails/month, 3 campaigns, 1 sender.

• Starter ($4.99/month): 5,000 emails/month, 10 campaigns, 1 sender.

• Premium ($12.99/month): 15,000 emails/month, 25 campaigns, 3 senders.

• Pro ($24.99/month): 45,000 emails/month, unlimited campaigns, 5 senders.
  
  

The Pro plan is the most popular, as it includes:

• Reply & bounce detection.

• Email verification.

• Auto follow-up.

• Priority support.

Pros & Cons

Pros

• Great for short-term or batch type of email outreach.

• The email limit for the free option is quite generous.

• Very easy to use.

Cons

• Lacks features such as auto follow-ups, email sequences, and tracking replies in the basic plan.

• You can only attach documents if you upgrade to the Pro option.

• The tracking reports lack detail.

User Reviews

Mailmeteor scores 4.8 on Capterra (44 reviews) and 4.9 on the Google Workspace Marketplace (11,000+ reviews). One user shares:

“What I didn't like about the last update is that it makes me confuse at the moment of choosing the templates I want.” (Cristina M.)  

💡Our opinion: The CRM integration is a real plus. However, the tool can feel a bit complex if you’re just getting started with mail merge.

Your Questions, Answered!

Is there an overview of all mail merge tools?

Yes! Here's a quick breakdown of the main mail merge alternatives, grouped by use case and approach.

Gmail Mail Merge Tools – These tools integrate with Google Sheets + Gmail to send personalized emails easily:

• Mail Merge for Gmail

• GMass

• Mailmeteor

• Yet Another Mail Merge (YAMM)

• MergeMail

• Send Individually

• SecureMailMerge

• Right Inbox

• Gmelius Ltd

• Streak

• Mixmax.

Cold Email & Sales Outreach Tools – Designed for sales teams, these tools let you send email sequences with automated follow-ups:

• Mailshake, 

• Woodpecker, 

• Lemlist, 

• Saleshandy, 

• Vocus, 

• Snovio.

CRM & All-in-One Platforms with Emailing Capabilities – These tools go beyond mail merge with full client management, automation, and tracking:

• HubSpot, 

• Streak, 

• Gmelius Ltd.

Specialized or Legacy Tools – Less common or more technical tools, often tied to Outlook or long-established:

• Easy Mail Merge, 

• Topalt Mail Merge, 

• WorldMerge, 

• Emma.

General Email Marketing Platforms – Designed for larger-scale marketing campaigns with newsletters, forms, and automation:

• Mailchimp,

• Constant Contact.

Is there a better option than mail merge? How to send bulk email without mail merge?

Yes. Tools like Mail Merge for Gmail are often better than traditional mail merge: easier to use, with tracking (opens, clicks), scheduled sending, and no technical setup needed.

Is it better to Bcc or mail merge?

It depends on the context.

Bcc can work for a simple, low-volume email with no need for personalization. However, it has several important drawbacks:

• It feels impersonal (no personalized content, no names).

• It can hurt deliverability, since spam filters often flag emails sent to many hidden recipients.

• It doesn’t allow for any tracking (opens, clicks, replies).

• It’s not suitable for professional large-scale communication (HR, marketing, customer relations).

Mail merge, on the other hand, lets you send a unique, personalized message to each recipient while maintaining privacy and a professional image.

Does Google have a mail merge tool?

Gmail now offers a built-in mail merge feature, but it’s only available with certain Google Workspace plans (Individual, Business Standard/Plus, Education Standard/Plus, etc.). We’ve written a full guide that you can find here.

What are the best alternatives to mail merge in Word, Excel, or Outlook?

If you’re looking for simpler or more powerful alternatives to traditional mail merge in Word, Excel, or Outlook, several tools offer better usability, automation, and personalization features.

Modern options like Mail Merge for Gmail work directly with Gmail and Google Sheets, making setup easier and allowing you to track opens, clicks, and manage unsubscribe links.

If you're using Outlook, tools like Easy Mail Merge or Mail Merge Toolkit extend Outlook’s capabilities but with a more user-friendly interface.

For more advanced needs (automated follow-ups, CRM integration), consider cold email platforms like Mailshake, Lemlist, or CRM tools like HubSpot.

Conclusion

If you're looking for a simple and effective mail merge alternative—one that lets you reach as many people as you need while keeping that personal touch—Mail Merge for Gmail is absolutely worth a look.

Still unsure? You can install the free add-on in your Gmail and try it out for yourself! Choose the right email outreach tool for your needs !