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Email outreach tools have become essential for sales professionals and marketers who need to send mass emails. They simplify the process of composing personalized emails, allow you to schedule when to send them, and monitor the results.
In this article, we will explore the best mail merge tools available and explain why Mail Merge for Gmail stands out from the rest.
Read on to find the perfect solution for your needs!
What is Mail Merge?
Mail merge is a common feature in data processing applications that allows you to create multiple documents at once, saving time and effort by eliminating the need to retype the same content over and over with only slight alterations.
Initially, mail merge was used to quickly write, address, and print personalized letters at scale. Nowadays, it’s also used to send mass personalized emails from a single mailbox, making it a powerful tool for sales outreach.
What Are the Benefits of Mail Merge?
Total Control Over Messages: You have complete control over the content and formatting of your emails, allowing you to tailor your messages to your audience and brand.
Improved Open and Response Rates: By personalizing emails with mail merge, you can increase the chances of your emails being opened and replied to by recipients. This is because personalized emails are more likely to catch the recipient's attention and seem more relevant to them.
Simplified Mass Emails: Mail merge tools simplify the process of composing and sending mass emails, making it easier to reach a large audience quickly and efficiently.
What Should You Look for in a Mail Merge Alternative?
Usability: For a tool to work well for your needs, you need to be able to use it without having to search for training.
Reliability: Choose a tool that’s stable enough to integrate into your workflow, so you don’t compromise the effectiveness of your email outreach.
Features: A suitable email outreach tool for your business should have features that help you achieve your specific goals.
Cost: The benefit of having options is that you can choose an email outreach tool that matches your budget.
We are listing your the most valuable alternatives here, but you can have an extensive review of the mail merge alternatives here.
Top 5 Mail Merge Alternatives:
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.
Mail Merge caters to email marketers and others who want a simple, intuitive solution for cold emailing. The tool ensures all emails look as though they’ve been typed manually so that when your recipients receive an email, it’s guaranteed to feel personal, unique, and relevant.
Key Features:
Easy email personalization: You can change the subject and body of each email you send to ensure that it’s speaking directly to the recipient. The template editor also supports images, attachments, and rich emails, so there’s lots of room to get creative.
Use data directly from Google Sheets: No need to worry about manually adding in your data for each email to Merge Mail’s template editor. You can manage all your CC and BCC recipients, attachments, and unsubscribers directly from your Google Sheet.
Track your emails in real-time: You’ll know exactly how many people have clicked and opened your emails thanks to real-time email tracking. Mail Merge provides an updated tracking report of your email campaigns in Google Sheets, so that you can share the stats with your team.
Privacy guaranteed: Mail Merge is designed to respect your privacy – the tool doesn’t have access to your Gmail inbox and your data remains stored in Google Sheets.
Pricing:
Mail Merge offers three pricing plans depending on the number of emails you want to send—Free (50 emails/day), Standard (250 emails/day), and Premium (1500 emails/day).
If you choose to pay monthly, you’ll have the options of Standard at $5.99/month and Premium at $8.99/month. If you pay annually, Mail Merge offers a 50% discount. So, Standard costs $2.99/month ($35.88/year) and Premium costs $3.99/month ($47.88/year).
The Free plan has all the features found in the paid plans, except for three: email deliverability booster, removing Mail Merge branding, and adding multiple users to a single plan. To access these other features, you’ll need to subscribe to one of the paid plans.
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
Cons
Mail Merge for Gmail branding present on the Free plan
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:
Segment contacts: You can segment your contacts according to the type of campaign or responses. This allows you to follow-up appropriately with the right recipients. YAMM also provides predefined follow-up prompts that you can use if you’re in a rush or on the go.
Convenient replying: The tool allows email recipients to reply in the same thread so that they don’t risk losing the conversation midway through.
Quick email surveys: YAMM allows you to create simple surveys or polls that recipients can respond to in just one click. The responses will immediately be recorded in your Google Sheets, so you don’t miss out on any data.
Pricing:
YAMM offers pricing plans for both individuals and teams.
The individual plans are restricted to one user, and you get three options—Free (50 emails per day), Personal ($25/year for 400 emails per day), and Professional ($50/year for 1500 emails per day).
The team plans include pricing specific to the number of users, with each plan allowing for you to send up to 1500 emails per day. The options are 5 users ($150/year), 10 users ($240/year), 25 users ($500/year), 50 users ($1,000/year), and 100 users ($2,000/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
3. Right Inbox
Right Inbox is a Gmail productivity tool that’s made for professionals who want a solution that simplifies email communications with customers and colleagues. It also offers a few extra features that professionals may find useful.
Key Features:
Email reminder: This feature sends you alerts if you’ve taken too long to respond to important emails.
Recurring emails: The recurring emails feature allows you to schedule emails for later and at a set frequency—perfect for sending regular reminders to customers or employees.
Email notes: If there’s something specific you need to remember for certain emails, you can add post-its to them with notes or comments.
Pricing:
Right Inbox’s pricing starts from $7.95/month for the Personal option, to $14.95/month for the Professional plan. There is a Free plan, but it’s limited to only 5 emails per month.
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
Customer service is not as reliable
User interface can be difficult to work with for beginners
4. MailShake
MailShake is an email outreach tool that helps SaaS companies, sales teams, and email marketers build their connections and promote their content.
Key Features:
Broad integrations for full-scale marketing: MailShake integrates with a ton of popular email platforms, as well as CRM software like Salesforce, Zoho CRM, and AgileCRM.
Listing prospects: Adding email contacts is as simple as uploading a CSV file with all of your recipient data.
Useful analytics: MailShake’s analytics help show you which email templates are receiving the most clicks, opens, and responses, so you can plan your email outreach strategy effectively.
Pricing:
MailShake’s pricing comes in two options—Email Outreach ($58/month) and Sales Engagement ($83/month). If you’re just looking for an email outreach solution, then the Email Outreach plan is sufficient. The Sales Engagement plan offers extra features for social campaigns and lead nurturing.
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
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’s pricing gives you three paid plans that offer 2,000 emails per day—Premium ($9.99/month), Pro ($24.99/month), and Business ($49.99/month). The Pro plan is the most popular because it includes useful features such as auto follow-up, email sequences, and bounce and reply detection.
Mailmeteor also offers a Free plan for 50 emails per day.
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
Choose the right email outreach tool for your needs
Choosing the best email outreach tool may vary depending on your needs. It's essential to identify your needs so you can select a solution that meets them. Consider usability, features, and pricing that you're comfortable with.
If you're looking for a straightforward email outreach tool that can contact as many people as you need while maintaining a personal touch, Mail Merge for Gmail is worth considering.
If you're not yet convinced, you can install the free add-on to your Gmail and try it out for yourself!