You’ve probably heard of mail merge. Maybe you’ve even used it — writing a message in Gmail, inserting {{First Name}}, and pulling names from a spreadsheet.
But if you’ve ever run into formatting headaches, sending limits, or clunky setup steps, you’ve likely asked yourself: Isn’t there a better way to do this?
Enter PostSheet — the modern, no-code way to create personalized emails, documents, and campaigns directly from Google Sheets.
In this post, we’ll break down the difference between PostSheet and traditional mail merge, and when to use each.
First, What Is Mail Merge?
Mail merge is the process of sending personalized messages in bulk by merging data (like names, emails, and other info) from a spreadsheet into a template.
It’s been around for decades — originally used in Microsoft Word for things like letters and envelopes. Now, it’s mostly used with Gmail or Outlook to send multiple personalized emails at once.
The Classic Mail Merge Stack
Usually looks like this:
- Google Sheets for contact data
- Gmail as your email sender
- A browser extension or Google Add-On (like Yet Another Mail Merge or Mail Merge with Attachments)
- A few hundred rows of data, max
- Limited formatting and tracking
- Often buggy or finicky
It works… but only to a point.
How PostSheet Is Different (and Better)
PostSheet takes the core concept of mail merge and builds it into a powerful, flexible, modern tool.
Let’s break it down:
| Feature | Mail Merge | PostSheet |
| Based on Google Sheets | ✅ Yes | ✅ Yes |
| Sends emails from your account | ✅ Yes | ✅ Yes |
| Easy to preview every message | ⚠️ Limited | ✅ Full preview per recipient |
| Built-in document creation (PDFs) | ❌ Not included | ✅ Yes (email + document options) |
| Conditional content / logic | ❌ Basic or none | ✅ Powerful if/then personalization |
| Email formatting & branding | ⚠️ Limited | ✅ Fully customizable templates |
| Bulk document export | ❌ No | ✅ Yes |
| Designed for more than email | ❌ Email only | ✅ Email, PDFs, reports, letters |
| Setup & UX | ⚠️ Add-ons, scripts, etc. | ✅ No-code, clean interface |
In short: PostSheet is mail merge, upgraded for 2025.
What Can PostSheet Do That Mail Merge Can’t?
- ✉️ Send personalized emails and attach custom PDFs in the same send
- 📄 Generate invoices, letters, proposals, or certificates — not just emails
- 💡 Use conditional logic for smart templates (different content for different roles, industries, etc.)
- 📈 Track opens, clicks, and replies with clean analytics
- 📦 Automate more use cases — from HR letters to donation receipts to onboarding emails
- 🧘♀️ Work without installing anything — no add-ons, no extensions, no scripts
When to Use Mail Merge
You might still use a basic mail merge tool if:
- You only need to send a simple batch of emails to a short list
- You’re working inside a legacy system that limits tool access
- You’re comfortable with minimal formatting and functionality
- You’re okay with occasional hiccups (missing fields, awkward layouts)
But for almost anything beyond that, PostSheet wins.
When to Use PostSheet
✅ You want to send more than just emails
✅ You care about how your messages look
✅ You need to scale (but still stay personal)
✅ You want to automate repetitive workflows
✅ You send client-facing reports, docs, or outreach regularly
✅ You just want a tool that’s simple, fast, and reliable
If you’ve ever hit a wall with mail merge — PostSheet was built to solve it.
Final Thoughts: From Mail Merge to Modern Messaging
Mail merge had its time. But if your workflow includes sending personalized emails, generating documents, or running repeatable campaigns — you need a tool that goes beyond the basics.
PostSheet gives you all the power of mail merge — and then some — with a clean interface, better formatting, and flexible use cases built for the way modern teams work.
See for yourself →
Try PostSheet now
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