Here is a list of best free mail merge software for Windows. Mail Merge is basically a process that enables users to send a similar letter or text document to multiple users. It also helps users to automate the process of creating mails for a large group of people.
Using these software, you can merge constant information (main content) with variables (name, surname, address, email, etc.) without putting too much effort. Plus, in many mail merge software, you can also create contact lists from the scratch. The contact list is a very important aspect of mail merging as this list contain contacts of recipients along with variable fields. By adding contact list to these mail merge software and adding main or common content with variable fields, you can start mail merge. Besides this, you can also quickly send emails to all recipients as most of these software provide inbuilt email feature. However, first, you need to configure the SMTP settings with your email account to send emails. Many of these software also let you save merge mails individually as PDF, HTML, DBF, DIF, etc. formats.
My Favorite Mail Merge Software For Windows:
SendBlaster is my favorite software because it makes the task of merging mails pretty easy. Plus, it is capable of creating and maintaining multiple contact lists and can also be used to send bulk emails.
SendBlaster
SendBlaster is a free mail merge software for Windows. In this software, you can merge the same message with contact details of different peoples to create mail for multiple recipients. You can not only merge mail in it, but you can also send bulk emails using this freeware.
In this software, you also get a dedicated List and Address section using which you can create and maintain contact details (Name, Email Address, Age, Address, etc.) of multiple people. Plus, multiple contact lists consisting of different contacts can also be maintained in this software. If you have predefined contact lists, then you can also import those lists through this section.
The other important section of this software is the Messages. This section allows you to merge and send bulk mail to multiple contacts. To do that, go to the Compose Message option and write the main message in the text field that will remain common for all contacts. After that, add tags like #name#, #surname#, #e-mail#, etc. to automatically add unique contact details to each mail according to different contacts. Now, go to send mail option and select a contact list from the distribution list field and press the Send button to send bulk merge emails.
Note: In this free version of SendBlaster, you can only maintain 2 contact lists and send only up to 100 bulk emails at a time. To remove this limitation, you need to purchase the paid version of this software.
LibreOffice
LibreOffice is a free and open source office suite software that can also be used as a mail merge software. This office suite comes with various separate applications like Spreadsheet, Writer, Draw, Impress, etc. However, you only need its Writer application to merge and send bulk emails. Its Spreadsheet application can also come in handy as you can create contacts in it that you can save as CSV file.
How to create mail merge using LibreOffice:
- The first step is to import the contact list. To do that, go to File> Wizard> Address Data Source. After that, select the other external data source option and click next.
- Now, click on the Settings option and select the database type (Spreadsheet, dBASE, Text, etc.) according to the type of contact file. Again, press next and browse the contact file and press finish button.
- As soon as you add a contact list, an address database will add to the left part of the interface. In that address database, you can view the newly added contact list. Select the contact list to add the whole list to the main interface of this software.
- Now, you can add the main content that will remain the same on the text editor.
- After adding the main content, add contact fields to the text editor by dragging and dropping contact fields like Name, Surname, Email, Address, etc. to the text editor. These address fields automatically change the contact details of the mail according to its recipients.
- Lastly, click on the Mail Merge icon to start mail merge. You can either save each mail in ODT, TXT, DOCX, etc. formats or directly send them to all recipients through its inbuilt email feature.
SSuite Mail Merge Master
SSuite Mail Merge Master is a free and portable mail merge software for Windows. Using this software, you can automate the letter making process. It allows you to create multiple letters with the same main content but with different contact details (name, address, phone number, etc.) of different people. In this software, you can also create and manage contacts. To do both tasks, you get two separate modules namely Address Book and Letter Mail Merge Master.
Its address book is used to create and maintain contact details, names, email addresses of various people. After adding contacts, you can save the list as CSV file which is used by Letter Mail merge Master for mail merge.
According to its name, the Letter Mail Merge Master is used to start mail merge. In order to do that, launch this module and import the contact file. After that, use various predefined tokens like [NAME], [SURNAME], [EMAIL], etc. on the canvas to automatically add unique contact information on different letters. Now, add the main content without any braces on the canvas that will remain common among all letters. Once the letter gets fully completed, press the Merge button to merge common information with unique contact details of different peoples. After that, a print preview window will automatically open up from where you can preview all the letters. From the print preview window, you can also directly print letters or save letters as PDF documents.
Overall, it is a very good mail merge software, but its inability to send mail is its biggest disadvantage.
WPS Office
WPS Office is another free office suite software that can also be used as a mail merge software. In this software, you can generate multiple contact lists and create mail merge. This WPS suite comes with multiple handy applications like WPS Writer, WPS Spreadsheet, WPS Presentation, and other office applications. To create mail merge, you only need its WPS Writer application. However, if you also want to create a new contact list, then you can use its WPS Spreadsheet application.
In order to create mail merge, first, you need to import a contact list by going to its Reference > Mail Merge > Open Data Source option. After importing the contact list, start writing the main content of the mail on the text editor. Along with main text, you can also add merged contact details using its Insert Merge Field. From this filed, insert merged contact details like Name, Surname, Address, Email, etc. to the text editor. These merged fields automatically add unique contact details to each mail. Before saving or sending the mail, you can preview the data of each mail using its View Merged Data Field. At last, save the merge mail as PDF or send through Email to all recipients.
FreeOffice
FreeOffice is another free mail merge software for Windows. It is mainly an office suite that comes with mail merge feature. In this suite, you get three office applications namely TextMaker, Planmaker, and Presentations. The TextMaker is the main applications that contain mail merge feature. Its PlanMaker can also come in handy because you can create a contact list in it that can be easily be saved as CSV, DBF, HTML, DIF, etc. formats.
How to create mail merge using FreeOffice:
- Launch the Textmaker application of this software and then go to its Mailing > Select database option to import the contact list.
- After that, write the main content on its editor that will remain constant in all mails.
- Now, insert merge fields from its Field > Database menu like {FIELD_1}, {FIELD_2}, {FIELD_3}, etc. Each of these fields automatically adds associated data like name, surname, email, address, etc. to the mail.
- A preview option is also available that you can enable by clicking on the Show merge record check box.
- Lastly, save each merge mail separately or together in EPUB or PDF file.
Overall, it is a simple mail merge software.
Command Line Mail Merge
Command Line Mail Merge is a Windows tool to merge and send bulk email through the command line. Just like other GUI based mail merge software, this can also be used to create merge templates and mail merge fields. Plus, you can also add contact list in it to send bulk emails with slight variations to multiple people. To run this tool, you need to have Python in your system. Plus, you need to install and set up this software to merge and send bulk emails.
Let’s take a look at the complete process of installing and merging mail using this method:
- Open the command prompt and submit this command:
pip install mailmergeand press enter to install this tool. - Now, navigate to a folder and run this command
mailmerge --sample
to create three sample files in that folder namely mailmerge_database.csv, mailmerge_template.txt, and mailmerge_server.conf. - Open the mailmerge_template file and edit various predefined mail merge fields ({{email}}, {{name}}, {{number}}, etc.). Data of these fields change according to different contacts. Main body of the text that remains constant in all mails can also be defined in this file.
- Now, open the mailmerge_database.csv file and define both the merge fields and fields data.
- After that, open the mailmerge_server.conf file and then specify the SMTP settings according to the email provider you are using. By default, the settings are for Gmail, so if you want to use Gmail to send email, then just put your email address there in front of “username” parameter.
- Lastly, run this command:
mailmerge --no-dry-run --no-limitto merge and send emails to all specified contacts.
This will send emails to all contacts in one by one manner that can also be tracked from the command prompt. Overall, it is a pretty good command line tool to send merge mails.