**Coding level** : Beginner
**Duration** : 10 minutes
**Project type** : Automation with a [custom menu](https://developers.google.com/apps-script/guides/menus)
## Objectives
- Understand what the solution does.
- Understand what the Apps Script services do within the solution.
- Set up the script.
- Run the script.
## About this solution
Automatically populate an email template with data from Sheets. The
emails are sent from your Gmail account so that you can respond
to recipient replies.
**Important** : This mail merge sample is subject to the email limits described
in [Quotas for Google services](https://developers.google.com/apps-script/guides/services/quotas).
### How it works
You create a Gmail draft template with placeholders that
correspond to data in a Sheets spreadsheet. Each column header
in a sheet represents a placeholder tag. The script sends the information for
each placeholder from the spreadsheet to the location of the corresponding
placeholder tag in your email draft.
### Apps Script services
This solution uses the following services:
- [Gmail service](https://developers.google.com/apps-script/reference/gmail): Gets, reads, and sends the draft email you want to send to your recipients.
- If your email includes unicode characters like emoji, use the [Mail service](https://developers.google.com/apps-script/reference/mail) instead. Learn how to update the code to [include unicode characters in your email](https://developers.google.com/apps-script/samples/automations/mail-merge#unicode).
- [Spreadsheet service](https://developers.google.com/apps-script/reference/spreadsheet): Fills in the email placeholders with the personalized information for each of the recipients.
|---|---|
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## Prerequisites
To use this sample, you need the following prerequisites:
- A Google Account (Google Workspace accounts might require administrator approval).
- A web browser with access to the internet.
## Set up the script
Complete the following steps to set up the script.
### Create the Apps Script project
1. Click the following button to make a copy of the
**Gmail/Sheets Mail Merge** sample
spreadsheet. The Apps Script project for this solution is
attached to the spreadsheet.
[Make a copy](https://docs.google.com/spreadsheets/d/1w8bnEEei0U5fYcOJXfA7ItdyXxnUGnQGJ4vFZrZE04Q/copy)
2. In your copied spreadsheet, update the **Recipients** column with email
addresses you want to use in the mail merge.
3. (Optional) Add, edit, or remove columns to customize the data you want to
include in your email template.
If you change the name of the **Recipient** or **Email Sent** columns, you must
update the corresponding code in the Apps Script project. You
can open the Apps Script project from the spreadsheet by
selecting **Extensions** \>
**Apps Script**.
### Create an email template
1. In your Gmail account, create an email draft. To include data from the spreadsheet in your email, use placeholders that correspond to column names surrounded by curly braces, such as `{{First name}}`.
- If you format the text in the email, you must also format the placeholder brackets.
- Placeholders are case sensitive and must exactly match the column headers.
2. Copy the subject line of your email draft.
## Run the script
1. In the spreadsheet, click **Mail Merge** \> **Send Emails**. You might need to refresh the page for this custom menu to appear.
2. When prompted, authorize the script.
If the OAuth consent screen displays the warning, **This app isn't verified** ,
continue by selecting **Advanced** \>
**Go to {Project Name} (unsafe)**.
3. Click **Mail Merge** \> **Send Emails**
again.
4. Paste the email template subject line and click **OK**.
If you applied a filter to the sheet, the script still emails the filtered
participants, but it won't add the timestamp.
## Review the code
To review the Apps Script code for this solution, click
**View source code**:
#### View source code
### Code.gs
solutions/automations/mail-merge/Code.js [View on GitHub](https://github.com/googleworkspace/apps-script-samples/blob/main/solutions/automations/mail-merge/Code.js)
```javascript
// To learn how to use this script, refer to the documentation:
// https://developers.google.com/apps-script/samples/automations/mail-merge
/*
Copyright 2022 Martin Hawksey
Licensed under the Apache License, Version 2.0 (the "License");
you may not use this file except in compliance with the License.
You may obtain a copy of the License at
https://www.apache.org/licenses/LICENSE-2.0
Unless required by applicable law or agreed to in writing, software
distributed under the License is distributed on an "AS IS" BASIS,
WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied.
See the License for the specific language governing permissions and
limitations under the License.
*/
/**
* @OnlyCurrentDoc
*/
/**
* Change these to match the column names you are using for email
* recipient addresses and email sent column.
*/
const RECIPIENT_COL = "Recipient";
const EMAIL_SENT_COL = "Email Sent";
/**
* Creates the menu item "Mail Merge" for user to run scripts on drop-down.
*/
function onOpen() {
const ui = SpreadsheetApp.getUi();
ui.createMenu("Mail Merge").addItem("Send Emails", "sendEmails").addToUi();
}
/**
* Sends emails from sheet data.
* @param {string} subjectLine (optional) for the email draft message
* @param {Sheet} sheet to read data from
*/
function sendEmails(subjectLine, sheet = SpreadsheetApp.getActiveSheet()) {
// option to skip browser prompt if you want to use this code in other projects
let processedSubjectLine = subjectLine;
if (!processedSubjectLine) {
processedSubjectLine = Browser.inputBox(
"Mail Merge",
"Type or copy/paste the subject line of the Gmail " +
"draft message you would like to mail merge with:",
Browser.Buttons.OK_CANCEL,
);
if (processedSubjectLine === "cancel" || processedSubjectLine === "") {
// If no subject line, finishes up
return;
}
}
// Gets the draft Gmail message to use as a template
const emailTemplate = getGmailTemplateFromDrafts_(processedSubjectLine);
// Gets the data from the passed sheet
const dataRange = sheet.getDataRange();
// Fetches displayed values for each row in the Range HT Andrew Roberts
// https://mashe.hawksey.info/2020/04/a-bulk-email-mail-merge-with-gmail-and-google-sheets-solution-evolution-using-v8/#comment-187490
// @see https://developers.google.com/apps-script/reference/spreadsheet/range#getdisplayvalues
const data = dataRange.getDisplayValues();
// Assumes row 1 contains our column headings
const heads = data.shift();
// Gets the index of the column named 'Email Status' (Assumes header names are unique)
// @see http://ramblings.mcpher.com/Home/excelquirks/gooscript/arrayfunctions
const emailSentColIdx = heads.indexOf(EMAIL_SENT_COL);
// Converts 2d array into an object array
// See https://stackoverflow.com/a/22917499/1027723
// For a pretty version, see https://mashe.hawksey.info/?p=17869/#comment-184945
const obj = data.map((r) =>
heads.reduce((o, k, i) => {
o[k] = r[i] || "";
return o;
}, {}),
);
// Creates an array to record sent emails
const out = [];
// Loops through all the rows of data
obj.forEach((row, rowIdx) => {
// Only sends emails if email_sent cell is blank and not hidden by a filter
if (row[EMAIL_SENT_COL] === "") {
try {
const msgObj = fillInTemplateFromObject_(emailTemplate.message, row);
// See https://developers.google.com/apps-script/reference/gmail/gmail-app#sendEmail(String,String,String,Object)
// If you need to send emails with unicode/emoji characters change GmailApp for MailApp
// Uncomment advanced parameters as needed (see docs for limitations)
GmailApp.sendEmail(row[RECIPIENT_COL], msgObj.subject, msgObj.text, {
htmlBody: msgObj.html,
// bcc: 'a.bcc@email.com',
// cc: 'a.cc@email.com',
// from: 'an.alias@email.com',
// name: 'name of the sender',
// replyTo: 'a.reply@email.com',
// noReply: true, // if the email should be sent from a generic no-reply email address (not available to gmail.com users)
attachments: emailTemplate.attachments,
inlineImages: emailTemplate.inlineImages,
});
// Edits cell to record email sent date
out.push([new Date()]);
} catch (e) {
// modify cell to record error
out.push([e.message]);
}
} else {
out.push([row[EMAIL_SENT_COL]]);
}
});
// Updates the sheet with new data
sheet.getRange(2, emailSentColIdx + 1, out.length).setValues(out);
/**
* Get a Gmail draft message by matching the subject line.
* @param {string} subject_line to search for draft message
* @return {object} containing the subject, plain and html message body and attachments
*/
function getGmailTemplateFromDrafts_(subject_line) {
try {
// get drafts
const drafts = GmailApp.getDrafts();
// filter the drafts that match subject line
const draft = drafts.filter(subjectFilter_(subject_line))[0];
// get the message object
const msg = draft.getMessage();
// Handles inline images and attachments so they can be included in the merge
// Based on https://stackoverflow.com/a/65813881/1027723
// Gets all attachments and inline image attachments
const allInlineImages = draft.getMessage().getAttachments({
includeInlineImages: true,
includeAttachments: false,
});
const attachments = draft
.getMessage()
.getAttachments({ includeInlineImages: false });
const htmlBody = msg.getBody();
// Creates an inline image object with the image name as key
// (can't rely on image index as array based on insert order)
const img_obj = allInlineImages.reduce((obj, i) => {
obj[i.getName()] = i;
return obj;
}, {});
//Regexp searches for all img string positions with cid
const imgexp = /]+>/g;
const matches = [...htmlBody.matchAll(imgexp)];
//Initiates the allInlineImages object
const inlineImagesObj = {};
for (const match of matches) {
inlineImagesObj[match[1]] = img_obj[match[2]];
}
return {
message: {
subject: subject_line,
text: msg.getPlainBody(),
html: htmlBody,
},
attachments: attachments,
inlineImages: inlineImagesObj,
};
} catch (e) {
throw new Error("Oops - can't find Gmail draft");
}
/**
* Filter draft objects with the matching subject linemessage by matching the subject line.
* @param {string} subject_line to search for draft message
* @return {object} GmailDraft object
*/
function subjectFilter_(subject_line) {
return (element) => {
if (element.getMessage().getSubject() === subject_line) {
return element;
}
};
}
}
/**
* Fill template string with data object
* @see https://stackoverflow.com/a/378000/1027723
* @param {string} template string containing {{}} markers which are replaced with data
* @param {object} data object used to replace {{}} markers
* @return {object} message replaced with data
*/
function fillInTemplateFromObject_(template, data) {
// We have two templates one for plain text and the html body
// Stringifing the object means we can do a global replace
let template_string = JSON.stringify(template);
// Token replacement
template_string = template_string.replace(/{{[^{}]+}}/g, (key) => {
return escapeData_(data[key.replace(/[{}]+/g, "")] || "");
});
return JSON.parse(template_string);
}
/**
* Escape cell data to make JSON safe
* @see https://stackoverflow.com/a/9204218/1027723
* @param {string} str to escape JSON special characters from
* @return {string} escaped string
*/
function escapeData_(str) {
return str
.replace(/[\\]/g, "\\\\")
.replace(/[\"]/g, '\\"')
.replace(/[\/]/g, "\\/")
.replace(/[\b]/g, "\\b")
.replace(/[\f]/g, "\\f")
.replace(/[\n]/g, "\\n")
.replace(/[\r]/g, "\\r")
.replace(/[\t]/g, "\\t");
}
}
```
## Modifications
You can edit the mail merge automation to fit your needs. The following examples
demonstrate a few optional changes you can make to the source code.
#### Add Bcc, Cc, ReplyTo, or From email parameters
The sample code includes a number of additional parameters, which are
commented out, that let you control the name of the account the email is sent
from, reply to email addresses, as well as Bcc and Cc email addresses.
Activate the parameters you want to add by removing the forward slashes
`//` in front of each one.
The following sample shows an excerpt from the `sendEmails`
function that activates most of the email parameters:
```
GmailApp.sendEmail(row[RECIPIENT_COL], msgObj.subject, msgObj.text, {
htmlBody: msgObj.html,
bcc: 'bcc@example.com',
cc: 'cc@example.com',
from: 'from.alias@example.com',
name: 'name of the sender',
replyTo: 'reply@example.com',
// noReply: true, // if the email should be sent from a generic no-reply email address (not available to gmail.com users)
```
In the preceding sample, the `noReply` parameter is still commented
out because the `replyTo` parameter is set.
#### Include unicode characters in your emails
If you want to include unicode characters, such as emoji, in your emails, you
must update the code to use Mail service instead of Gmail service.
In the sample code, update the following line:
```
GmailApp.sendEmail(row[RECIPIENT_COL], msgObj.subject, msgObj.text, {
```
Replace the line with the following code:
```
MailApp.sendEmail(row[RECIPIENT_COL], msgObj.subject, msgObj.text, {
```
## Contributors
The sample was created by Martin Hawksey, Learning Design and Technology Lead at
Edinburgh Futures Institute, blogger, and Google Developer Expert.
- Find Martin on Twitter [@mhawksey](https://twitter.com/mhawksey).
- Read Martin's Apps Script related [blog
posts](https://mashe.hawksey.info/category/google-apps-script/).
- Watch Martin's YouTube show, [Totally
Unscripted](https://www.youtube.com/c/TotallyUnscriptedShow).
This sample is maintained by Google with the help of Google Developer Experts.
## Next steps
- [Custom menus in Google Workspace](https://developers.google.com/apps-script/guides/menus)
- [Extend Sheets](https://developers.google.com/apps-script/guides/sheets)