Guides › Email & Inbox
Send personal-feeling emails to a whole list
Write one email, then send it to dozens of people from a spreadsheet, each with their name and a personal opening line.
When to use it
For invitations, updates to clients or members, or event follow-ups
Step by step
Set up your contact sheet
In Google Sheets or Excel, make columns for first name, email address and a short note about each person (for example 'came to the June workshop').
Ask AI for personal opening lines
Copy the name and note columns only (not email addresses) into your AI assistant with this prompt, then paste the result back as a new column.
Prompt to copyFor each row below, write one friendly opening sentence (under 25 words) for an email about [your topic], referring naturally to the note. Don't overdo the flattery. Return a single column in the same order as the input, one line per row, with no numbering. [paste names and notes]Write the main email once
Draft the body in your email app or ask AI to help. Use placeholders that match your column names, such as {{First name}} and {{Opening}}.
Send with mail merge
Use Gmail's mail merge (available on some Google Workspace plans) or Word's Mailings tab with Outlook to send one email per row. Send a test to yourself first.
Track replies
Add a 'Replied' column to your sheet and tick people off as they respond, so you know who to follow up.
What you get
Row: Hannah | came to the June workshop. Opening: 'It was lovely to meet you at the June workshop, and I hope the planning templates have been useful.' Email: Hi Hannah, It was lovely to meet you... We're running a follow-up session on 4 Dec.
Tips
- Only email people who've agreed to hear from you, and for marketing include an easy way to opt out.
- Check your provider's daily sending limits before sending to a big list; Mailchimp may suit larger lists better.