After creating personalized videos for your list of contacts, the next step is to send them out.
This tutorial will guide you through delivering those personalized videos using a mail merge with Gmail. By the end, your emails will look something like this:
🛎️ Note: Dynamic GIF previews are unavailable because Gmail Mail Merge does not currently support HTML.
Once the recipient clicks the link in the email, they will be able to view the personalized video in a new tab. Example Personalized Video.
Requirements
This tutorial assumes that you already have a list of generated personalized videos built from the previous articles.
⚠️ Important: Mail merge in Gmail is only available to Google Workspace users.
Missed our creation articles? Get started below.
How to Connect Personalized Videos to Gmail Mail Merge
To begin the process of sending your personalized videos to your contacts using a mail merge with Gmail, follow the steps below.
👋 Prefer to follow along? For a tutorial on setting up mail merge, watch this video.
Step 1: Connect Gmail to Google Sheets via Mail Merge
Open the Gmail inbox linked to the Google Sheet that contains your Personalized Video details.
Click Compose to start a new email.
In the email window, select the Mail Merge option in the top-right corner and ensure it’s checked (✔️).
Below Mail Merge, click Add from spreadsheet to link your Google Sheet.
Step 2: Link Your Spreadsheet
Choose the spreadsheet you’ve been working with and click Insert.
Match the variables from your spreadsheet to the corresponding fields on the selection page:
email=@emailfirst name=@firstnamelast name=@lastname
Click Finish.
⚠️ Important: Make sure the worksheet containing the contacts you want to reach out to is the first tab in the Google Sheet file you select. Otherwise, you will end up contacting older or test contacts from other worksheets. You can click 'See All' in the preview recipients column to confirm that you've selected the correct worksheet.
Step 3: Create and Personalize Your Email
Title your email.
Copy your pre-made email template or create a new one.
Replace placeholders with variables by typing
@followed by the variable name (e.g.,@firstnameor@companyname). See example email below.Don’t forget to include the
@heygenvideosharepageurlvariable at the bottom of your email before the closing statement.💡 Pro Tip: Preview each variable to ensure the data looks correct before sending test emails by hovering over the variables and selecting 'preview'.
Click Continue and choose one of the following options:
Send preview to test the email yourself.
Send all if you’re confident the setup is correct.
Sample Email Template
---
Hi @firstname,
This is Emily from HeyGen - an AI Video platform.
I noticed your team at @companyname is hiring a content marketer. I'd love to learn about your challenges around content creation and see how we can help.
To give you an idea of what we do, I made a quick video for you: @heygenvideosharepageurl
Would you be up for a chat?
---
🛎️ Note: If the window below (or a similar one) appears, it means there is missing data in your Google Sheet. Double-check your data to ensure there are no errors, such as ensuring every row has a populated share link.
Step 4: Review and Send
Review your test emails to ensure:
The video link is correctly attached.
The variables (e.g., name, company) match the data from your Google Sheet.
🛎️ Note: If you sent a test email to yourself and can’t find it in your inbox, check the All Mail folder. Gmail sometimes handles self-sent emails differently.
Your test email should look like this:
Your final email should look like this:
Advanced: Including a GIF Preview in Your Email
As a more advanced option, you can also embed a GIF preview that links to the personalized video in your email. However, this requires HTML compatibility with your CRM or email provider. We have provided a HubSpot specific tutorial here.
Once the recipient clicks the link or the GIF thumbnail in the email, they will be able to view the personalized video in a new tab.
Wrapping Up
And that’s all there is to it! Once you’ve set everything up and tested it, you’ll be able to effortlessly bulk-send personalized videos using Google Mail Merge. It’s a streamlined process that saves time, enhances your communication, and leaves a lasting impression on your clients.