Rules to Better CRM – Mail Merge

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  1. Do you know how to create mail merge template in Microsoft CRM 2011?

    The following instructions to create Microsoft CRM 2011 mail merge template require you to have Microsoft CRM Outlook add-in installed on your Outlook, and you need to open Outlook while creating the template:

    1. Go to Settings from Microsoft CRM 2011 home page.
    2. Click Templates on the left navigation panel.
    3. Click Mail Merge Templates on right content panel.
    4. Click button New to create the new mail merge template.
    5. Fill in the mail merge template details and leave the File Attachment fields empty.

    6. Figure: Fill in mail merge template details
    7. Click the Save button to save your template.
    8. After you save the template, click the button Create Template in Word to start creating the template content.

    9. Figure: Create Mail Merge Template
    10. A Microsoft Word document will be open on your machine. 
    11. Click Addins | CRM
    12. Follow on screen instructions on the right panel of the word document to create the template.
    13. mail-merge-3.jpg
      Figure: Follow the instructions to create template content​

  2. Do you know how to edit a mail merge template?

    These are the steps to edit a mail merge template in CRM 2011:

    1. Go to Settings from Microsoft CRM 2011 home page.
    2. Click Templates on the left navigation panel.
    3. Click Mail Merge Templates on right content panel.
    4. Double click the template that you want to edit.
    5. On top of the template details window, click Edit Template in Word.
    6. A word document will be open like when you create the template, from there you can follow on screen instructions to edit the template content.​

  3. Do you know how to send email using Microsoft CRM 4 mail merge template?

    You can use mail merge template, to send email to account, contact... Each mail merge template is associated to an entity, and you can only use the mail merge template that associated to the entity you're sending email to. In the following instructions, I'm sending email to the contact entity:

    1. From Dynamics CRM, click Contacts to view the list of contacts.
    2. Search for the contact that you want to send email to.
    3. Highlight the contact that you want to send email to, and click the mail merge button.
    4. Mail Merge Button
      Figure: Mail merge button
    5. At Select the mail merge type, select Email.
    6. At Start with a, select either personal mail merge template (this is your own template), or the organization template (this is the template that is used by the whole organizaion).
    7. At Merge, check Selected records on current page check box.
    8. Click Ok
    9. Mail Merge details
      Figure: Fill in the mail merge details
    10. A Microsoft Word document is open, and the Mail Merge Recipients window is pop-up with the list of contacts that you're sending email to.
    11. Mail Merge Recipients
      Figure: Mail Merge Recipients

      Attention

      If you don't see a contact in the recipient list, that means your contact either:

      • Do Not Emails or
      • Do Not Bulk Emails field set to be
      • Do Not Allow
    12. Follow the on screen instructions in Microsoft Word and edit the content of the email that you want to send.
    13. At the last step of the mail merge instructions in Microsoft Word, click Electronic Mail and fill in the subject line for your email.
    14. Fill in subject line for email
      Figure: Fill in subject line for email
    15. Click Ok to proceed to next step.
    16. Now because we're using CRM 4 Outlook, CRM mail merge will give you an option to create the activities that associated to this email. Check Create Microsoft Dynamic CRM Activities radio button, and uncheck the Include an ubsubcribe link in the email message to create the activities.
    17. Create activies for emails sending out using mail merge
      Figure: Create activies for emails sending out using mail merge
    18. Click OK to send emails using your outlook.
  4. Do you know how to insert CRM data field in your template?

    ​​While editing your mail merge template in Microsoft Word, you can add CRM data field in the template. For example, you can add the contact's first name in my mail merge template.

    1. While you're editing your mail merge template in Microsoft Word, click the Mailings tab.
    2. Mailings tab in the mail merge template
      Figure: Click the Mailings tab
    3. Click Insert Merge Field on the Ribbon.
    4. Select the field from Microsoft CRM that you want to insert, in this case I'm inserting contact's first name.
    5. Insert contact's first name in mail merge template
      Figure: Insert contact's first name in mail merge template
    6. Finish your editing your template and upload the template to CRM 2011.