Mail Merge lets you send a personalized email to up to 200 contacts in one workflow.

You write one message, and Dex automatically generates an individualized version for each recipient using contact variables and optional AI personalization.

When Should I Use Mail Merge?

Use Mail Merge when you want to:

• Reach out to investors or prospects
• Follow up after an event or meeting
• Reconnect with dormant contacts
• Send birthday or reminder emails
• Run small, personalized outreach campaigns

Each recipient receives their own customized version, not a generic blast.

Key Capabilities

• Compose one subject and body with dynamic {variables}
• Format your message with rich text — bold, italics, lists, links, and more
• Select up to 200 contacts
• Insert contact and sender variables with one click
• Generate AI-personalized paragraphs per recipient
• Apply, create, edit, and save reusable templates
• Manage missing or multiple email addresses
• Add CC and BCC recipients per contact
• Review and edit each email individually before sending
• Send using your connected Gmail or Outlook account

Getting Started

Opening Mail Merge

You can open Mail Merge from:

• Group detail page: Select contacts, then click Mail Merge.
• Contacts table: Select contacts, then click Mail Merge.

Your selected contacts will automatically appear in the sidebar.

Note: Mail Merge is available on the Professional plan.

Adding and Managing Contacts

The left sidebar displays all contacts included in your campaign.

Search

Search for contacts by name or email address.

Remove a Contact

Click the × next to a contact to remove them from the campaign.

Add More Contacts

Click Add more contacts to:

• Search for contacts
• Select contacts individually
• Hold Shift to select a range of contacts

Limit: Mail Merge supports up to 200 contacts per campaign.

Composing Your Email

Mail Merge includes two editable fields:

• Subject
• Body

Both fields support dynamic variables for personalizing each email.

➕ Inserting Variables

Click + Variable to insert placeholders.

⚠️ AI personalization is available only in the body, not the subject.

Formatting Your Email

The body editor supports rich text, so your outreach looks polished and on-brand instead of plain.

Highlight any text in the body to bring up the formatting toolbar, then apply:

• Bold, italics, and underline
• Bulleted and numbered lists
• Hyperlinks
• Headings

Formatting works right alongside variables and AI personalization — each recipient gets their own values dropped into the same formatted layout.

Rich text formatting applies to the body only. Subjects remain plain text.

Consistent rendering across email clients

Mail Merge emails are built to render consistently across email clients — including Outlook — so the layout, spacing, and styling your recipients see match what you composed.

Draft with AI

Click Draft with AI to generate a suggested subject and body.

Review before applying.

Templates

Click Templates to:

• Apply a saved template
• Create a new template
• Edit or duplicate templates

You can also click Save as template after composing.

Managing Email Addresses

Contacts Without an Email

If a contact has no email:

• Add one inline in the sidebar
• Choose from suggested past interaction emails

When sending, you can:

• Send anyway (skip missing emails)
• Add emails first

Contacts With Multiple Emails

Select the preferred email from the dropdown next to their name.

CC & BCC

Click CC or BCC under a contact's email.

CC/BCC entries apply only to that specific contact.

Review & Customize

Click Review emails → to preview individual messages.

In Review mode:

• Variables are replaced with real values
• AI personalization appears inline
• Your rich text formatting is preserved
• You can edit emails individually

Edits apply only to that contact and do not affect others.

If AI personalization is included, it generates automatically when entering Review mode.

Sending

Select a Sending Account

Choose your connected Gmail or Outlook account.

Your primary account is selected by default.

Send

The Send button shows how many contacts will receive the email.

Emails are sent in small batches to comply with provider limits.

Missing Emails

If some contacts have no email, you'll be prompted to:

• Send to valid contacts only
• Add missing emails first

Partial Failures

If an individual email fails (e.g., provider error), the rest of the campaign continues.

You'll see a summary afterward.

AI Personalization

The {ai.personalization_content} variable inserts a unique paragraph for each contact.

Dex uses relevant profile details, relationship context, and recent interactions to generate a tailored snippet.

What AI Uses (When Available)

• Name, title, company, location
• Tags and groups
• LinkedIn summary and experience
• Recent notes, meetings, emails
• Upcoming reminders or birthdays

How It Works

• Each contact receives a separately generated paragraph
• Only real data from your workspace is used
• No invented information
• If there's limited data, it returns a short or empty result

Important Notes

• AI personalization works only in the body
• It runs when you enter Review mode
• If personalization fails, the email sends without the AI paragraph and a warning appears

Email Templates

Apply a Template

Open Templates, select one, and click Apply.

Built-in examples:

• Catching up
• Follow-up
• Birthday
• Reconnecting

Create a Template

Click New template, enter name, subject, and body, then save.

Edit, Copy, Delete

Custom templates can be:

• Edited
• Duplicated
• Deleted

Built-in templates cannot be modified.