Creating a Mail Merge Using Qualtrics

Audience: Faculty and Staff

This KB Article References: Qualtrics
This Information is Intended for: Faculty, Staff
Last Updated: February 19, 2019

The Mail Merge feature in Qualtrics can send personalized emails to large numbers of individuals. Each email can only have one recipient and there's no CC or BCC option.  You can't see the email in Qualtrics after you send it so make sure you are in the Contacts List to receive an email copy in your inbox.

Please refer to the Stony Brook IT Email and Broadcast Email message policies before utilizing this email merge technique.

Create a Contacts List

Sign into Qualtrics at stonybrook.edu/qualtrics.  You can decide what is the best method for creating your contacts list here: https://www.qualtrics.com/support/survey-platform/contacts/creating-a-contact-list/

Start off by creating a test group to see how your email looks before sending it to your live recipients by creating a short list, including yourself and a couple of colleagues.  Include doit_training@stonybrook.edu so we can help you test. Follow these instructions a second time to add an updated list of contacts.
  1. The preferred way of adding contacts is to

    • click Contacts

    • give your contact list a name

    • click Create Contacts List

    • download the Example Document

      or download this CSV:  examplemailinglist-2.csv

    • add your contact names, email addresses and any embedded data fields to customize your message. 
      Make sure embedded data headers are short simple words for easier access.

  2. Save the CSV.

  3. Upload it to Qualtrics by clicking on the

    • +Add Contacts button

    • Click Browse to find the CSV on your computer

    • If you are uploading an updated copy of the CSV, Qualtrics will detect duplicates and you can merge duplicate by clicking on the red button that appears.

Sending Email to the List

  1. While viewing the contact list you created, click List Options (top right) and select Send Email to List...

  2. Complete the From Name, Reply to Email, and Subject fields.

  3. To create a customized message to your recipients,  click {A} then select Contacts Field, and then click on the value you want to add (e.g., Recipient First Name)

  4. To add embedded data, click on the Embedded Data Field, and type in your embedded data header (e.g. dept).  Be sure to type it in exactly how it is on your spreadsheet.  Click Insert to add the field into your message.

    • Your fields should look something like this:

    • copy this text and save it in a document to use for subsequent messages (this way you don't have to recreated messages later if this is just a test message).

  5. Optional:  To enter a contact list value in the subject, follow steps 4 or 5 to insert the field into the body of the email, and then cut and paste it into the Subject.

  6. A completed email with panel data looks something like the below. Once completed, click Send.

  7. To see the history of emails to a contact list recipient, select a person’s name, and click View History (top right)

    And the history will display

 

Adding an Image to a Mail Merge in Qualtrics

  1. Follow steps 1 through 6 above.

  2. Click on the picture icon. 

  3. If your image isn’t saved to your library, click Upload a New Graphic, otherwise select the image from your library.

    • If you’re uploading a graphic from your library, you can choose a file from your computer, or you can copy and paste the link to an image online.

    • Once you’ve uploaded an image, you’ll be given the option to categorize it in your library, resize it, rename it, etc. 

  4. The image will be inserted into your email. You can click and drag it to change its position.

  5. You can edit your image by right-clicking on it and selecting Image Properties (here you can give it a border, change the size/the alignment, and give it padding).

  6. Resume from step 7 above.

Additional Information


Getting Help


The Division of Information Technology provides support on all of our services. If you require assistance please submit a support ticket through the IT Service Management system.

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Center for Excellence in Learning and Teaching

DoIT Training and Development

Qualtrics Support