Setup: Mail Merge Profile

Why This Matters

Your Mail Merge Profile is the foundation of all your email communication in the system. This is where you configure who emails come from, what contact information appears in your messages, and how you comply with email regulations. Every email you send uses information from this profile, so setting it up correctly is essential before you send your first campaign.

Think of this as your email identity. It tells the system (and your contacts) who you are, how to reach you, and ensures your messages meet legal requirements.

What the Mail Merge Profile Does

The Mail Merge Profile serves multiple purposes:

Email Sending Identity sets the "from" address and reply-to information for all your campaigns.

Mergeable Contact Information allows your name, phone, address, and other details to be inserted into email templates and letters.

Compliance Footer automatically includes required information (like your business address) in email footers to comply with spam laws.

Newsletter Personalization populates your newsletter template with your branding, tagline, and license information.

Before You Begin

You'll need:

• Your business email address
• Your business phone number and mailing address
• Your business name and any relevant license numbers
• Access to your email account to verify your address

You only need to set this up once. After initial configuration, you can update information anytime as your business changes.

Step-by-Step Instructions

1. Open Your Mail Merge Profile Settings

In the top-right corner of your screen, hover over your Photo or User Icon. From the menu, click Account Settings, then navigate to Mail Merge Profile.

You'll see several sections for managing your profile, including email configuration, contact information, and newsletter settings.

2. Enter Your Email Configuration

Add your email address in the Email Configuration section. This is the address your campaigns will come from (the "from" address that contacts see).

Use a professional business email address, not a free email service like Gmail or Yahoo. For best deliverability, use an email address from your own domain (like yourname@yourbusiness.com).

Click Save to store your email address.

3. Verify Your Email Address

After saving your email address, click Send Verification Email. Check your inbox for the verification message and click the link inside to confirm your address.

This confirms you own the email address and have permission to send from it. Unverified addresses cannot send campaigns. If you don't receive the verification email, check your spam or junk folders.

4. Complete Your Profile for Merging

Fill in the Profile for Merging Into Emails and Letters section with your complete contact information:

• Full name (exactly as you want it to appear in outgoing messages)
• Business name
• Phone number
• Mailing address
• Website URL

This information can be merged into email templates using merge fields. It also automatically appears in email footers to comply with CAN-SPAM, CASL, and other email regulations that require your physical business address.

5. Set Up Newsletter Settings (Optional)

If you'll use the Done-For-You Newsletter template, complete the Newsletter Settings section.

Add your Newsletter Title (the name of your newsletter, such as "Monthly Market Update" or "Smith & Associates Newsletter"). Include Free Text/About You with a brief description, tagline, or additional information about your business. You can include license numbers, credentials, or a personal message here.

This information merges automatically into the newsletter template when you send it.

6. Save Your Profile

Click Save at the bottom of the page to store all your Mail Merge Profile settings.

Your Mail Merge Profile is now configured and ready to use. Every email you send will include your verified sending identity, comply with email regulations automatically, and run at the correct time based on your time zone.

If you have multiple users on your account, remind each team member to review and save their own Mail Merge Profile—each user has separate settings.

Questions and Answers

Q: Can I use a Gmail or Yahoo address for sending campaigns?

A: Technically yes, but we strongly recommend against it. Free email addresses have poor deliverability for emails. For best results, use a professional email address from your own domain and set up email sending domain authentication.

Q: What happens if I don't verify my email address?

A: You won't be able to send email campaigns until your address is verified. Verification confirms you own the email address and have permission to use it.

Q: Can I change my Mail Merge Profile information later?

A: Yes. You can update your profile anytime from Account Settings → Mail Merge Profile. Changes apply to all future emails. Past emails sent will still show the information that was in your profile when they were sent.

Q: Why does my business address need to appear in emails?

A: Email regulations like CAN-SPAM (US) and CASL (Canada) require a valid physical mailing address in all marketing emails. The system automatically adds this to your email footer for compliance.

Q: Can my Mail Merge Profile email address be different from my login email?

A: Yes. The Mail Merge Profile email is the address contacts see and reply to, while your login email is only for accessing the system.

Q: Can I have multiple Mail Merge Profiles for different team members?

A: Each user in your account can configure their own Mail Merge Profile. This allows different team members to send emails from their own addresses and include their own contact information.

Q: What if I don't have my own domain?

A: You can still send emails using a verified email address, but you won't be able to complete email sending domain authentication. Consider purchasing a domain for your business to improve deliverability and build your professional brand.

Q: What's the difference between verifying my email and setting up email sending domain?

A: Email verification confirms you own the email address. Email sending domain authentication proves emails are legitimately from your business by configuring DNS records. Both improve deliverability, but domain authentication is more powerful.

Q: Do I need to fill out the Newsletter Settings if I'm not using newsletters?

A: No. The Newsletter Settings section is only required if you plan to use the Done-For-You Newsletter template. You can skip it if you're only sending regular email campaigns.

Q: What if I have multiple users on my account?

A: Each user on your account must review and save their own separate Mail Merge Profile settings. This ensures each team member's emails come from their own address with their own contact information.

Guide Type: One-Time Setup Task

Estimated Time: 15-20 minutes

Next Guides: Email Sending Domain • Opt-In Email • First Email Campaign