Have you ever found it stressful to send personalized emails to many recipients? Sending personalized emails like seminar invites, campaign notifications, or follow-ups to many recipients can be time-consuming. Manually copying names, emails, and message content one by one can get frustrating and prone to errors.
✨ Imagine if:
Gmail automatically sends personalized emails using data from Google Sheets
You can save time and avoid mistakes
If you
Use Gmail and Google Sheets regularly
spend too much time on manual email sending
want to make your email workflows simpler and faster
Then this article is for you :)
Use Yoom to automate mail merge easily without a single line of code.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation tool that lets you connect and automate tasks between your favorite apps. Yoom makes automation accessible to everyone.
Connect with apps like Google Sheets, Gmail, Slack, and more.
Use automation templates - no technical setup required
Boost productivity and reduce human errors
No need to go through a complex setup and IT jargon, Yoom keeps things simple and visual. You can build your automation workflows with just a few clicks, saving hours of time and stress from repetitive work.
In this guide, you’ll learn the step-by-step process of how to use Yoom to automatically merge emails in Gmail using the data from Google Sheets.
✔️ For Those Who Want to Try It Right Away
Yoom offers a ready-made template for easy setup for tasks involving Gmail & Google Sheets. Click the “Try it” button to get started now!
We’ll also walk you through the step-by-step process of creating this automation flow later in this article.
🙌 What You Can Do by Integrating Gmail & Google Sheets
Automating tasks using Gmail & Google Sheets are diverse. Below are several practical pre-built templates that integrate these tools based on different triggers.
Just click the “Try it” button to use the templates. Setup only takes a few minutes :)
Automatically Send Emails on a Schedule
Automatically send Gmails at a set time using data from Google Sheets.. Perfect for regularly scheduled reports, reminders, or newsletters.
Retrieve data from Google Sheets at a specified date and time, generate text using AI, and send it out in bulk via Gmail.
■Overview The workflow 'Retrieve data from Google Spreadsheet at a specified time, generate text with AI, and send it via Gmail' helps in streamlining regular data retrieval and mass communication tasks. It allows automatic text creation based on sheet information and enables email sending.
■Recommended for ・Those who manage and aggregate data daily using Google Spreadsheet ・Those who want to utilize spreadsheet data for effective email distribution ・Those who feel that manual email creation and information sharing are time-consuming ・Those who frequently use Gmail for business and want to streamline communication tasks with bulk sending ・Those who need to regularly send information, internal/external announcements, or reports via email ・Those who want to deliver accurate information quickly to stakeholders
■Notes ・Please link Google Spreadsheet and Gmail with Yoom. ・Operations between 'repeating the same process' are features available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
Respond quickly to inquiries or applications submitted via web forms. Automatically send thank you or confirmation emails, and simultaneously recording the details in Google Sheets.
Perfect for those who want to improve customer satisfaction with quick, personalized replies.
When there is a response in Google Forms, retrieve the data from Google Sheets and send it out in bulk via Gmail.
■Overview By using the workflow "When there is a response in Google Forms, retrieve data from Google Sheets and send bulk emails with Gmail", bulk email sending is automated based on form response information. This saves the effort of manual sending tasks, reducing the workload.
■Recommended for ・Those who use Google Forms for information gathering or surveys ・Those who want to share information collectively with stakeholders based on data accumulated in Google Sheets ・Those who want to quickly distribute application information or response results to each person in charge ・Those who use Gmail as the main tool for business emails ・Those who want to reduce the workload and errors of sending emails manually and improve business efficiency
■Notes ・Please link Google Forms, Google Sheets, and Gmail with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・For how to retrieve response content when using Google Forms as a trigger, please refer to the following. https://intercom.help/yoom/en/articles/6807133 ・The operation between "Repeat the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the Flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations).
■Overview The workflow 'When there is a response in Jotform, retrieve data from Google Sheets and send a mass email with Gmail' automates data integration between tools. By simply submitting information to the form, you can send mass emails, reducing the workload.
■Recommended for ・Those who use Jotform to accept surveys or application forms ・Those who aggregate and manage information with Google Sheets and want to efficiently utilize the latest data ・Those who want to quickly send email notifications to form respondents or stakeholders ・Those who use Gmail as a daily communication tool ・Those who want to automate mass email tasks and reduce effort ・Those aiming to improve business process efficiency and reduce errors or omissions
■Notes ・Please link Jotform, Google Sheets, and Gmail with Yoom. ・Please refer to the following for Jotform's Webhook settings. https://intercom.help/yoom/en/articles/8105581 ・Operations between 'Repeat the same process' are functions available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the Flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations).
Manage your customer information registered in CRM or Google Sheets, automate Gmail emails to customers who meet specified conditions (such as birthdays, contract renewal dates, etc.). Ideal for those who want to strengthen customer relationships by sending personalized emails automatically.
When a page is created in Notion, retrieve data from Google Sheets and send a mass email with Gmail.
■Overview By using the workflow 'When a page is created in Notion, retrieve data from Google Sheets and send it via Gmail', you can automate everything from data collection to email sending. This reduces manual transcription work and is expected to improve the efficiency of information sharing.
■Recommended for ・Those who create pages in Notion and organize various information ・Those who manage important data collectively in Google Sheets ・Those who want to quickly inform stakeholders of specific data in Google Sheets ・Those who frequently share information with multiple recipients using Gmail ・Those who aim to improve work efficiency and want to reduce the hassle of repeatedly sending the same tasks ・Those who want to quickly convey information and speed up work
■Notes ・Please link Notion, Google Sheets, and Gmail with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・The operation between 'repeating the same process' is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations and data connections set in the Flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview By using the workflow "When data is added in Airtable, retrieve data from Google Sheets and send a mass email with Gmail", event management via Airtable becomes easy. You can notify via Gmail based on information from Google Sheets, automating tedious tasks.
■Recommended for ・Those who use Airtable for data management and organizing customer information ・Those who want to quickly send bulk email notifications to customers or team members ・Those who regularly aggregate and manage information using Google Sheets ・Those who use Gmail as the main communication tool for business correspondence and customer support ・Those who want to improve work efficiency through automation of information sharing and notification tasks
■Notes ・Please link Airtable, Google Sheets, and Gmail with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
🚀 Let's Create a Flowbot to Send Bulk Emails with Gmail Using Data from Google Sheets
Let’s walk through how to create a Flowbot to "retrieve data from Google Spreadsheet at a set time and send bulk emails through Gmail" using Yoom.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Google Sheets and Gmail
If you do not have a Yoom account yet, you can create one using thisregistration form.
Step 1: Register Google Sheets & Gmail in My Apps
Add Google Sheets
In Yoom, go to My Apps tab, and click the “+Add” button.
Search for Google Sheets from the app list and select it.
Click "Sign in with Google".
Select the account you want to connect to.
Click "Continue".
Select "Continue".
Add Gmail
Click on My Apps and select “+ Add”.
Search for Gmail from the My Apps list and select it.
Click "Sign in with Google".
Select the account to connect.
Click "Continue".
Select "Continue".
Once both apps are connected, you’ll see them listed under “My Apps”.
Step 2: Copy the Template
Click the “Try it” button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give this Flowbot a name so it can be recognized.
This template will be copied to your “My Project”.
Step 3: Set Up the Schedule Trigger
Click on the schedule trigger step labeled "When the specified schedule is reached".
Choose the date and time you want to activate the Flowbot. Let’s say you want to run it at 9 AM from Monday to Friday. Then you can set it up like how it’s shown in the image below.
Customize the schedule to how you want it and click Save.
📚 Reference: You can adjust the timing using Cron settings for more flexibility. For more details, refer to this article.
Step 4: Configure Google Sheets Actions to Retrieve Records
Before you connect the database, make sure your Google Sheet file is set up with the necessary data. Your database data will be used to send bulk emails.
Once set up, return to the Yoom page and open the Google Sheets action step labeled "Retrieve multiple records".
Give your action a name (anything you like).
Select your Google account, and check the default settings. If there are no issues, click “Next”.
Select the Spreadsheet ID you want to link from the displayed options.
Similarly, select the Worksheet tab name from the options.
📚 Reference: For more details on table range settings, check this guide.
Once the settings are done, click “Next”.
Set the conditions to filter records.
For example, if you want to get the company details whose status is in “Lead”, choose “Status” “Equals” “Lead”.
This will pull the relevant data to send emails whose status is in “Lead”.
Run a test to make sure the data is being retrieved correctly.
If successful, the data from Google Sheets should appear as retrieved values. You’ll use this data in the following steps, so check the details are correct.
📚 Reference: For more details on retrieved values and how to set it up, see the guide here.
Step 5: Set Up Loop Command (Repeat Process)
Click the repeat process action step, "Command Operation".
⚠️ Note: The Loop Command is only available on Yoom’s paid plans. If you’re using the Free plan, the Flowbot may face errors due to limited access. But don’t worry - all plans have a 2-week free trial! You can try all features without restrictions. For more info about Yoom and its plans, visit our Yoom Help Center.
In the dropdown, select “Person in Charge” as the retrieved value to identify each record in the loop.
Similarly, add additional fields, such as "Company Name" and "Email", which will be used in the next step to send emails via Gmail.
These items may vary depending on what you've set in your Google sheet. Feel free to adjust the settings to match your data to automatically send through Gmail.
Once the settings are done, click Save.
Step 6: Set UpGmail Action to Send Email
Click the "Send Email" action.
Select your Gmail account, and check the default settings. If there are no issues, click “Next”.
For the "To" field, select the "Loop Variable for Email".
This will automatically pull the email addresses from the Google Sheets’ retrieved values in the previous step.
Customize the email subject and the message content using the retrieved data from Google Sheets.
For example, use retrieved values like “Loop variables for Company Name” and “Loop variable for Person in Charge” to personalize each email without manual input.
This will pull the “company name” and “person in charge” from Google Sheets and include the info in the Gmail email.
Once the settings are complete, click “Test”.
If the email is successfully received at the specified email address, save it.
Step 7: Activate the Flowbot
Toggle the “Trigger ON” to activate your flow!
Add a test record that matches the conditions you've set (e.g., company with lead status) and check if the email is sent to the correct recipient with the right content.
That’s it! Now, your Flowbot will run at a set schedule, using data from Google Sheets to send bulk emails through Gmail.
💡 Other Gmail & Google Sheets Automation Ideas
Automation with Google Sheets & Gmail goes beyond just sending emails! You can do much more by connecting them to other tools with Yoom :) Here are some pre-built automation flows you can try out.
Gmail Automation Flows
Recommended for those who want to enhance email workflows with Gmail automations that keep their team informed and speed up responses.
Automatically send follow-up emails via Gmail after a Zoom webinar ends.
■Overview This is a flow to automatically send follow-up emails via Gmail after a Zoom webinar ends. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for 1. Those who frequently host webinars on Zoom ・Those who want to ensure follow-up emails are sent to participants after the webinar ends but find manual work cumbersome ・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview This workflow allows you to automate customer inquiry responses by leveraging the integration of Gmail and ChatGPT. This automation can improve the speed and accuracy of responses, reducing the workload on staff. With Yoom, you can easily integrate apps without the need for programming.
■Recommended for ・Support staff who receive a large number of inquiry emails using Gmail ・IT staff looking to automate tasks through the integration of ChatGPT and Gmail ・Business owners aiming to speed up customer response and improve quality ・Company staff who want to enhance operational efficiency while maintaining and improving customer satisfaction
■Notes ・Please integrate both ChatGPT and Gmail with Yoom. ・To execute actions with ChatGPT (OpenAI), a subscription to OpenAI's paid API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged on a pay-as-you-go basis through tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The "Summarize content added in Google Spreadsheet with DeepSeek" business workflow automatically summarizes new data added to Google Spreadsheet using DeepSeek. This streamlines data organization and analysis, ensuring smooth daily operations. By leveraging Yoom's API integration and AI technology, it eliminates the need for manual summarization, significantly reducing time and effort.
■Recommended for ・Those who want to streamline data management using Google Spreadsheet and DeepSeek ・Business professionals spending time manually summarizing large amounts of data ・Company representatives looking to automate business workflows using AI ・Those who want to reduce errors in data summarization tasks ・Those who have already implemented Yoom and want to maximize its functionality
■Notes ・Please integrate Google Spreadsheet, DeepSeek, and Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware.
■Overview The "Update Google Spreadsheet when a quote is sent from Wix" flow is a business workflow aimed at improving the efficiency of quotation operations and the accuracy of data management. When a quote is sent through Wix, the information in Google Spreadsheet is automatically updated. This reduces the hassle of manual data entry and human error, allowing for centralized management of quotation information.
■Recommended for ・Those who create and send quotes using Wix and feel the hassle of data management ・Businesses that want to manage quotation information collectively in Google Spreadsheet ・Business owners considering automation and aiming to improve the efficiency of quotation processing ・Those who want to reduce human error and achieve accurate data management ・Those who want to optimize operations by linking multiple SaaS applications
■Notes ・Please link both Wix and Google Spreadsheet with Yoom.
■Overview The workflow 'Add a record to Google Sheets when a post matching a keyword is made on Reddit' contributes to the efficiency of information management. Data registration is completed only through operations on chat, reducing working time.
■Recommended for ・Those who use Reddit for information gathering or marketing ・Those who want to ensure they don't miss posts related to specific keywords ・Those who manage data using Google Sheets but find manual input cumbersome ・Those who want to quickly record new post information and analyze it later in Google Sheets ・Those who want to reduce manual data update errors and smoothly accumulate data
■Notes ・Please link both Reddit and Google Sheets with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
We shared with you how to automate mail merge with Gmail using data managed in Google Sheets - all without a single line of code. If you’re struggling with tasks such as sending bulk personalized emails, managing reminders, or speeding up follow-ups, try an easy automation tool like Yoom. Whether you want to schedule emails, respond automatically to form submissions, or manage customer communications more smoothly, Yoom makes it simple to build workflows that fit your needs.
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