Rules to Better CRM for Users

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  1. Do you know the CRM roadmap?

    The Dynamics CRM roadmap provides a snapshot of what Microsoft has been working on in the Dynamics CRM business. You can use the roadmap to find out what was recently made generally available, released into public preview, are still being developed and tested, or are no longer developed.
    ​​
    image1.PNG
    Figure: Find ​out more at the official Microsoft Dynamics CRM Roadmap​.​​
  2. Do you use the official mobile app for CRM?

    ​While there is a web app available, Microsoft have now released a CRM mobile app for Apple, Android and, of course, their own phone OS.​ It is only for CRM Online and CRM2013 On-Premise.​

    Figure: CRM 2013 on your mobile​ gives you even more accessibility to your important company information

    You can download it now for your device (Aussie links):

    Make sure when you download that you're getting the official app released by Microsoft Corporation.

  3. Do you use Dynamics 365 App for Outlook?

    ​We used to use the CRM Outlook Client Plugin​ for tracking emails and appointments in Outlook. With the latest Dynamics update, now we have another choice, the Dynamics 365 Outlook App​, which is much lighter​ than the plugin.​
    track-email-in-outlook.pngFigure: Track an Email in Outlook with Dynamics 365 App

    track-email-in-owa.pngFigure: Track an Emails in OWA with Dynamics 365 App 


  4. Data Entry - Do you know how to create new Companies?

    Although you can create a Contact first, it's better to always create the Company first so you don't​ get orphan Contacts. 

    Tip #1: Avoid duplicates - Make sure tha​t there is no existing company before you make the entry.
    Tip #2: Generally you should be creating these from leads, as it speeds up the process.
    Change CRM company Logo
    Figure: In MS CRM 2013, click on Sales | Accounts
    Change CRM company Logo
    Figure: Click New, enter the required fields, and save and close​
  5. Data Entry - Do you know how to create new Contacts?

    Tip #1: Avoid duplicates - Search to see if the Contact ​already exists before creating it.
    Tip #2: Generally you should be creating these from leads, as it speeds up​ the process.​
    Create New Contact Information​​​
    ​Fig​ure: Bad Example​ - Click New, enter relevant contact information, and click "Save and Close"​​​
    Create New Contact Logo
    Figure: Good Example - open the Account and create the contact from there
  6. Data Entry - Do you know how to create new Opportunities?

    You need to know what's in the sales pipeline, and the way to do that is by entering a potential sale and it's value.

    Note: In order to enter new Opportunities into CRM, the company the Opportunity belongs to must already exist.
    Change CRM company Logo
    Figure: In CRM 2013, click on Sales | Opportunities​
    Change CRM company Logo
    Figure: Click New, enter the Opportunity, especially the $ value and the chance of success
  7. Data Entry - Do you know the quick way to create a Contact, Account, and Opportunity in 1 go?

    ​​​CRM 2013 has a nice way of reducing the amount of work needed to create a new Account, Contact, and opportunity. You just make a Lead first and all three entities are created in one go.

    The process is:​

    1. In CRM, create a Lead
    2. Convert it into an Opportunity, Contact and Account using the Qualify button
    Become familiar with the 'Convert Lead' button
    Figure: Create a Lead, then become familiar with the time saving "Qualify" button

    Clicking on the "Qualify" button allows the automatic generation of Accounts, Contacts and Opportunities, and also allows you to check for potential duplicates being created.

    Convert Lead Web Page Dialog
    Figure: CRM 2013 also check for existing records before creating new ones

    This will:

    1. ​Deactivate the Lead​
    2. Create an Opportunity, Contact and Account
    3. Automatically link the Opportunity to the Account and the Account to the Contact
    4. Save you substantial amount of time compared to creating and linking each one manually.

    Note: You have just learned that a lead is a transitory thing. There is, however, one other case where you might want to use leads: Do you know the one case where you use a CRM lead? 
  8. Sales - Do you know how to follow up an opportunity using CRM Activities?

    Once you create an opportunity, you should click the "Add phone call" button to create an activity to call up the client after approximately 1 week. Each time you make this call, you should complete the activity and create a new one to follow up again when appropriate.

    Follow Up Activity
    Figure: Use sales activities to follow up an opportunity

    You can see your outstanding activities in your CRM workspace homepage, and this should keep you on top of all of your current opportunities.

    Make sure you never have an opportunity in CRM without a follow up activity against it; otherwise you're just hoping that they will remember to call you, which is never a good sales strategy. 

    Note: The alternative to CRM activities is to use FollowUpThen instead as this is much more convenient. The downside is that these are not centralised, meaning that ​wh​en a salesperson leaves an organisation, their opportunities will need to be handed over manually.

  9. Sales - Do you track all sales related activities in CRM?

    Prerequisite: Install the 2 CRM Addins.

    Microsoft Dynamics 365 allows users to track activities such as appointments , phone calls, emails, etc. This feature can be easily abused by users to record unrelated activities inside CRM. It is difficult sometimes to work out which type of activities should be recorded. These are the types of activities you should track in CRM:

    • 01 Appointments: Initial meeting, and follow-up meetings...
    • 02 Phone Calls: Any incoming and outgoing sales related phone call (note Dynamics has Skype for Business integration to automatically track outgoing phone calls)
    • 03 Emails: Sales related emails

    All sales activities should be set regarding an opportunity, company or contact.

    From: Marlon Marescia www.ssw.com.au
    To: some-email@address.com
    Subject: RE: Consulting

    Hi Robert,
    As per our conversation, Dan will be starting on Monday 1st March.

    We discussed using a second resource on the project with Dan. You and Dan will assess whether this is necessary during the first week and make a decision.

    I will call you in a week or so to see how things are progressing.

    Figure: This email should be tracked in CRM

    By recording these activities, reports can be created to view:

    • The guys doing the most sales activities.
       e.g. The "Activities" report. This should be printed monthly and posted on the wall. (shown below)
    • The history fo r all sales activities relating to an opportunity. This is useful to review before making a call (but is not necessary if you CC each other)
    • Which opportunities have been neglected. This is a custom report and could be useful in a large company where opportunities could slip through the cracks
    Work tracking gragh
    Figure: Activities Report - Ulysses was the hardest worker for this month. Print this and put it on the wall and it will encourage everyone to log their calls

    Note: You can see more details on what emails to track in Do you know to hit 'Track' when you receive an important email?

    Prerequisite: Install the 2 CRM Addins

  10. Do you know how and when to deactivate a Company/Contact?

    There comes a time when some contacts in your CRM database might just be taking up space and not giving any value. At this point it is best to deactivate them.
    • CRM still knows about it so it will still come up for duplicate detection.
    • You can still view them if you need to by viewing Inactive companies/contacts.

    Hint: When you deactivate a client - put a note in the notes field to say why first.

    CRM-DeactivateContact.jpg

    ​​​​​Figure: Once a contact moves on or their details are no longer relevant, deactivate them
  11. Do you know how to sync your Outlook contacts to CRM?

    It can be useful to have the contacts you deal with regularly in your O​​utlook (for offline access and easy editing).

    Contacts that you create or are assigned to you (that have not been deactivated) are your "Active Contacts". By default, these are the only ones that will sync from CRM to your Outlook. You can, however configure this to use any criteria you want to decide which contacts to sync.​

    To do this, in Outlook, click File | CRM | Option​s | Synchronization, and click Outlook Filters.


    Contact Synchronization enabled
    Figure: Contact Synchronization enabled in MS Outlook 2013

    In Outlook, you can also choose which of your personal contacts you want to sync to CRM by using the toolbar option "Track" and "Set Parent" (i.e. company).​

    You now know how to do this, although it is not recommended

    If your Outlook syncs to your mobile device, and you have a very large number of active contacts (say more than 1,000), it is not a scalable option to sync from CRM as: 

    • You may get too many contacts t​o easily deal with. 
    • Things like voice recognition (e.g. Siri or Cortana) will find more false positives.

    Similar issues happen when you sync all your Facebook contacts. You have too many, duplicates, and a new problem to manage.


  12. Marketing - Do you know the differences between Campaign and Quick Campaign in CRM 2013?

    ​​This picture shows a flowchart of Campaigns and Quick Campaigns in CRM 2013:

    Color of CRM Development Server
    Figure: Campaign VS Quick Campaign flowchart.

    A Campaign can extend over a long period of time, with potentially multiple different media types being used for a common purpose. It has extensive meta-data to both plan activities and then show rep​orts on results.​ e.g.

    • ​A monthly newsletter​​
    • A flyer campaign
    • A cold-calling campaign​

    A Quick Campaign, however, is for a one-off distribution of emails to a targeted group of contacts. e.g.

    • ​Letting your local clients know about an upcoming event by email​​
  13. Do you know the one case where you use a CRM lead?

    ​​It can sometimes be hard to work out when to use a lead vs a contact and company, ​or even an opportunity.

    Type Type and Category
    Called up about a service needed urgently Contact + Opportunity (hot)
    Called up about a service Contact + Opportunity
    Qualified Contact (prospect down the line) Contact
    Someone goes to the website and joins the mailing list Contact
    Random business cards from TechEd 2013 Contact + Tag "Tech Ed 2013"
    Uninterested contact Contact
    Purchased mailing list Lead
    Figure: There is only one scenario where you would use a lead


    It is better to have all your contacts in one place rather than split over 2 separate tables. Leads are not needed except as a d​ata entry tool to help you link new contacts, companies, and opportunities. See Quick Way to create an opportunity, contact and account in one step.

    The only legitimate use of leads is for completely unqualified data, e.g.

    • You buy a contact database (too large to be able to contact each one of them to qualify)
  14. Do you know when to delete instead of disqualify a lead?

    ​ When going through leads to see if they should be converted to an Account/Contact/Opportunity or disqualified, any that do not contain contact details should be deleted instead of disqualified. The reason for this is that there is no benefit having only a name in the system, and it could produce false duplicates later if we were to import or create someone with the same name.

    Delete rubbish lead
    Figure: Delete rubbish lead
  15. Do you identify the Product Owner in CRM?

    ​​To make them easily identifiable​, the Product ​Owner​ of a Company/Account should be included into their Job Title.

    CRM user can easily determine who is Product Owner of the Company/Contact.
    Figure: Good Example -​ A CRM 2013 user can easily determine who is the Product Owner of the Company/Contact
  16. Do you know how to report on CRM data?

    ​​​The data stored in CRM is useful on two counts. Firstly, it gives you a single source of truth for all customer related data. Secondly, you now have the ability to report on this data.

    CRMAdvancedFind.jpg
    Figure: Advanced find is the easiest way to filter your data in CRM

    Figure: Good ​​Example - You use Advanced Find | Export to Excel, but you’ll always have to re-create your reports each time you need the information. This is fine if you only need the information for a one off purpose like a quick mail out​​
    Figure: Better Example - The better way to do it is through CRM 2013 ​reports (built in SQL Reporting Services), as this gives you a reusable report you can come back to every time you need it​
  17. Scheduling - Do you know how to view the availability of each developer? (Resource Scheduling)

    As an Account Manager, you'll frequently be required to find a free resource to put onto a project. 

    yelling-whos-free.jpg

    Figure: Bad Example - Constantly yelling out "who's free?" 

    Instead of going around and asking everyone “Who’s free next week?”, you should use the CRM Service Calendar.

    The calendar provides a one page view of everyone’s availability for a given time period. Here’s what you need to do to access it:

    1. Go to your company's CRM, e.g. http:// crm.ssw.com.au
    2. Click Service | Service Calendar
    3. Choose Month, Week, or Day view to suit your needs

    All of the Appointments in the Service Calendar will also sync to the developers' Outlook calendars, keeping them up to date with where they need to be, when.

    You have multiple options for ways to fill this data, which you can see in Scheduling - Do you know how to book developers for a project?

    Toolbar CRM section in Inbox
    Figure: The Service Calendar in CRM is showing that Drew is available but Mehmet is busy next week

    Suggestion to Microsoft: One limitation of CRM is that you cannot send a URL to this page to someone, so they will have to navigate to it themselves

  18. Scheduling - Do you know how to book developers for a project?

    Prerequisite: Install the 2 CRM Addins .

    Create new appointment in CRM
    Figure: Using the Service Calendar, you can see who is and is not available at a given time

    There are a few different ways of booking developers for project work, either via Outlook or the browser.

    Option 1: Use the Outlook Calendar and "Set Regarding" (recommended)

    This is generally the easiest way for developers to book themselves in as they don't need to leave outlook and 90% of the steps will already be familiar to them.

    1. Create a new Outlook appointment and give it a relevant subject
    2. Select required resources if there are other people working with you or if you're booking for someone else
    3. Set the time and location for your appointment
    4. Set the recurrence if it’s more than 1 day of work
    5. Click "Set Regarding" on the ribbon and select the company that you want to book the developers to work on (this is the step that syncs it with CRM)
    CRM Service Calendar
    Figure: A complete appointment booking Mark to work for Westlink for 5 days

    Option 2: CRM Activity Appointments 

    This is a backup option for anyone who doesn't have access to Outlook with the CRM addin.

    1. Create new appointment from the CRM 2013 web interface
      New Appointment
      Figure: Click Appointment to create new appointment in CRM 2013
    2. Set the Subject
    3. Select the resources that you want to book
    4. Select the client that you want to book the developers to work on
    5. Set the location
    6. Set the Start and End times
    7. If the booking is for more than 1 day, click “Recurrence” and set the frequency
    8. Complete appointment
      Figure: A complete CRM Appointment for a 1 day booking

    Option 3: CRM Service Activities (bad example)

    CRMServiceActivity.jpg
    Figure: Bad Example - Don't use Service Activities as they don't map as gracefully with Outlook Appointments
    If you do not know who can do the work, but you know the type of resource required, you can use Service Activities.

    The downside of Service Activities is that they do not sync gracefully with outlook calendars.

    Back in CRM4, the only way to make recurring appointments was to use Service activities, but this is no longer the case so Service Activities are not recommended for resource scheduling if you know who you want to schedule.​

  19. Scheduling - Do you know when to use "All Day Events" or start and end times with recurrence?

    ​People are often very inconsistent with how they make appointments. Sometimes they use full days and sometimes they give a start and end time. It's important to be consistent.

    ​For a 1 day appointment

    • Bad Example - An all day appointment is not as visible​​ and doesn't tell the client when the developer will arrive and leave. 
    • Good Example - a start and end time will visibly fill his calendar and also give everyone a shared understanding of when the developer is working.

    For multiple day appointments

    CRM supports recurring appointments, and this allows for more flexibility in bookings, so you should always use these over using one long appointment for a booking.

    This also works better for Service Calendar syncing, as you can see what each person is working on each day.

    Bad Example
    Figure: Bad Example – If a change is needed on Tuesday’s booking, there will​ an issue
    Good Example
    Figure: Good Example – Easy to alter any individual day as needed

    For Leave

    Leave appoi​ntments are the one time when it's actually useful to have the appointment out of the way up the top in your calendar, so "All Day" appointments are better for this.

  20. Scheduling - Do you have a consistent naming convention for your bookings?

    When you look at the Service Calendar, you want to be able to see, at a glance, who is working on what.

    To do this, the subject field of the appointments should be as follows:
    Client [Project] - Name[s]

    The project name (in parentheses) is optional and only used if there is more than one project happening simultaneously.
    You can have 1 or many names, dep​ending on the booking

    Go to ACME Corp​​
    Work onsite for ACME Corp
    Mehmet working at ACME Corp


    Figure: Bad example - all inconsistent​ and hard to read​​​

    ACME Corp - Mehmet
    ACME Corp - Mehmet, Dan
    ACME Corp (SharePoint) - Dan

    Figure: Good Examples

    The same format should also be used for leave requests (the same for nor​mal calendar appointments/invitations).

    Leave - Mehmet

    Figure: Good Example: 
  21. CRM2013/2015 - Do you use CRM Business Rules to automate forms?

    ​Prior to CRM 2013 if a CRM user wanted to:

    • Show an error message
    • Set a field value
    • Set business required
    • Set field visibility (show/hide fields)
    • Lock or unlock a field 

    They would normally need to get a CRM developer involved to write JavaScript code to automate these actions.

    Starting with CRM 2013 (and much improved in CRM 2015), users can now use Business Rules to automate these actions without getting a CRM developer involved.

    ​​Take the following Example:

    Figure: ‘Customer Type Other’ should be hidden and only displayed when Other is selected

    To make this work use the following Business Rules:

    Figure: Show the ‘Customer Type Other’ field when Customer Type equals Other

    The flip side of the expression also needs to be set where Customer Type doesn’t equal Other to hide the ‘Customer Type Other’ field (you could also optionally clear this field too)

    Figure​: Hide the ‘Customer Type Other’ field when Customer Type doesn’t equal Other

    Finally the last step is to Activate the Business Rules. To activate click the activate button on the top right of the tool bar.

    Now the form will look like this:

    Figure: Great. Now ‘Customer Type Other’ is hidden
    Figure: And on the other side ‘Customer Type Other’ is visible

    Note: CRM 2015 further improves on this by introducing the if… else… construct, so instead of creating two business rules (one for show and one for hide), this rule can be reduced to just one.

  22. Do you know how to find an employee or client's phone number?

    As part of induction, employees would have been asked to enter their phone number into their Active Directory profile. That means this will be available in Skype for Business.

    You can find SSW Employee phone numbers in two ways:​​​

    1. Using Skype for Business
      Figure: Right click on a user and click call and their mobile is there
    2. Using CRM
      Figure: Go to "Users" and search for the name you need​

  23. Do you know how to install SkypePOP on your PC?Unpublished

    ​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​All company receptionists should install SkypePOP ​on your PC.
     
    This will enable you to get Dynamics CRM contact popups on incoming calls, for example:

    1. Bob Northwind calls you 
    2. His CRM contact will open up in your browser (by default before you pickup)
    3. You now know exactly what you last talked about​ (by looking at the recent Activities and Opportunities)

    There is one limitation to SkypePOP - fo​rwarded calls won't give you useful information, as SkypePOP will show you the contact details of the person forwarding the call, not the external client. ​​That's why we recommend using SkypePOP the following way:​​​​​​​

    Only receptionists should have SkypePOP installed.

    1.      An incoming call is taken by the receptionist

    2.      The CRM contact pops up (or a "new contact" form if the number is not already in your CRM):

    1.png
    Figure: Example contact popup on our CRM from incoming caller with the number +61420241201


    ​​3.      Send Email​
    2.png
    Figure: This email will be created – send it to the person you are forwarding the call to

     
    4.      Inform the person the call is being transferred to that you have sent him an email with the CRM Contact

    5.      Wow! No one has to open the CRM manually anymore​

    How to Install SkypePOP

    ​​

     

    ​​

    1.      Download and install ​SkypePOP from the official website​


    2.      Open the Connections​ settings

    3.jpg ​Figure: Right click on the SkypePOP icon in the taskbar

     

    3.      Add your CRM c​onnection details​​​

    Tip: ​​Go to Main | Settings | ​​Customizations | Developer Resources in order to find the address for your CRM​​​
    CRM_Endpoint_Address_SkypePOP.jpg

     Figure: Copy the ​Endpo​int Address ​for your Organization Service​​


    ​​​​​

    Figure: Enter your CRM Connection Details


    4.      Change the​​ SkypePOP Preferences

    2016-12-22_9-13-03.jpg
       Figure: ​​Right click on t​​he icon in the taskbar and select “Preferences”

    5.      Configure the Dynamics CRM settings to something similar to this:
    50.jpg
    ​Figure: These are the default SkypePOP settings
     

    6.      Open Skype for Business


    7.      Review the SkypePOP - Skype for Business settings

    6.jpg
    Fi​​​gure: These are the default Skype for Business settings
     

    8.      Ensure both Dynamics CRM and Skype for Business are connected by clic​king on the tray icon​

    7.jpg
    Figure: Check that you ar​​e properly connected - blue is success 

    The SkypePOP demo license will stop working after 5 hours or 5 calls​​
    ​​​Tip: Reduce the time used by quitting SkypePOP - you do that by right clicking | Exit on the tray icon

    ​​

    9.   ​Restart your PC.

    10. Test with SNOM phone to ​verify SkypePOP​ is working correctly

  24. Do you know how to keep CRM Opportunities updated?

    Keeping CRM opportunities updated is very important if you want to know how your sales team will perform in the next few months. The challenge is to keep CRM updated without creating extra work for the sales team. If it takes too long then they won't do it and you will be constantly chasing them.

    One way to reduce the work of keeping CRM up to date is to use Followupthen. Follow Up Then allows users to schedule an email to be sent back to their inbox in a day, 3 hours, 2 weeks, 2 months etc. by adding an email address like 1day@followupthen.com to the BCC section of the email. Go to Followupthen to find out more.

    This simple service allows users to be notified the next time they need to contact a client without having to update CRM.

    Because CRM does not have to be updated often, you may find the opportunities are not kept up to date and your data could get stale. To solve this problem you should require all sales people to update their opportunities before the weekly sales meeting so that they can be reviewed during this meeting in a group.

    During this meeting, you should review your hot prospects with your team. As a team you should provide advice to each sales person to help them close their difficult sales.​

  25. Do you know how to send newsletter in Microsoft CRM 2013?

    ​​​Email newsletters can be sent and responses can be tracked using Microsoft Dynamic CRM 2013:

    There is more than one way to distribute a newsletter through CRM, such as through Campaigns and Quick Campaigns. The way detailed below is the simplest method, using Quick Campaigns. 

    1. Find contacts that you will send the newsletters to.
      The first time - use Advanced Find in CRM 2013, then save it as a System View. In the example below, we're only interested in New Zealand contacts.
      Subsequent times - Use the System View, so everyone is using the same list.
    2. crm01.png
      Figure: From the CRM home screen, hover your mouse over “Workplace”, and then click “Contacts” in the menu that drops down
      crm02.png
      Figure: From the “Activities” page, click “…” | “Advanced Find”. This will activate a pop-up.
      crm03.png
      Figure: Select Contacts at Look For and specify a set of criteria to search for newsletter contacts
      crm04 - results.png
      Figure: then select "Results" to bring up contacts which match your search query
      crm05 - contacts list.png
      Figure: The result contacts that will get newsletter: these contacts allow us to "Send Marketing Material" and have a New Zealand email address or living country is New Zealand
    3. ​First time only, save this as a System View. You will need a SysAdmin for this.
    4. Create the newsletter in Microsoft CRM 2013 using a Quick Campaign
      Create Quick Campaign
      Figure: Select "For All Records on All Pages" to create a Quick Campaign from the current contact list. This will bring up a Quick Campaign Wizard
    5. Specify name of quick campaign
      Figure: Click Next and then specify the name of the quick campaign.
      Select the Activity Type and Owner
      Figure: Select the Activity Type and Owner.
      Fill in newsletter Content
      Figure: Fill in newsletter content.

      Use your preferred browser to view the content of the newsletter, select all (or use "Ctrl" + "A") and then copy and paste it in the Quick Campaign text area.

      Newsletter Ubsubscribe
      Figure: Highlight the keyword and click the Unsubscribe button to make a link for subscribers to unsubscribe themselves.
    6. Click Next to create all email activities in Microsoft CRM 2013.
    7. Now you have to wait while the emails send out:
      • Bad Example - Microsoft CRM Outlook for outgoing email, then you need to open your Microsoft Outlook, so the email activities can be promoted to Outlook and sent out. This method is slow because of the synchronization process between CRM and Microsoft Outlook and you need to leave outlook open during the entire process.
      • Good Example - Email router for outgoing email, then those email activities will be sent out automatically by Email router. This method is our preferred method of sending the newsletter, CRM email router can be configured to send out newsletters immediately and the user doesn't have to open Outlook while the emails are being processed.
  26. Do you know how to send newsletters in Microsoft Dynamics CRM 2016?

    ​​​​​​​​​​​​​​​​​​​​​​​​​​There are different ways of sending newsletters using the Microsoft Dynamics CRM 2016:
    • ​​​Campaigns
    • Quick Campaigns
    • Mail Merge on Marketing Lists
    This rule will show you how to send a newsletter using the last method, the mail merge.

    By default, Microsoft Dynamics CRM 2016 does not come with good functionality on inserting custom unsubscribe links to your newsletters - that's why we are going to look at how to add a custom unsubscribe link in each email. ​​

    Prerequisites:

    Option 1 (recommended)

    Basic coding knowledge (VBA) required - you will have to configure the macro that generates and inserts your custom unsubscribe link. If you don't feel comfortable doing this, have a look at Option 2 below.

    Depending on how many contacts you are going to send the newsletter to, you should think about setting up a VM or using an external provider for sending the emails.

    1.   Go to  Main | Marketing | Marketing Lists

    Go-To-Marketing-Lists.jpg
    Figu​re: This is where you can find your Marketing Lists in Microsoft Dynamics CRM 2016

    2.   Open the Marketing List you want to send the newsletter to by clicking on it (you should be using a dynamic list)

    3.   Go to ... | Mail Merge on List Members  (in the menu bar)

    Go-To-Mail-Merge-On-List-Members.jpg
    Figure: Click the ellipsis button to reveal the Mail Merge option

    4.   Select Email as the mail merge type, choose your starting document, (optional) select data fields to use, and download the .docx

    Download-Mail-Merge-Template.jpg
    Figure: This is an example of a configuration to start with

    5.   Open the document in Word and follow the instructions in the document to start the Mail Merge

    Set-Up-Word-Document.jpg
    Figure: Follow these steps to start working on the mail merge

    6.   Exclude contacts and press OK

    Select-Contacts.jpg
    Figure: Choose the recipients for your mail merge and proceed

    7.   Copy and paste your newsletter from Internet Explorer to Word (IE because it seems to not break the style)

    For a nicer editing experience (especially with HTML newsletter), switch to the Web Layout view by clicking View | (Views) | Web Layout in the ribbon bar.

    8.   If necessary, go to File | (Info) | Convert  to update the Word document to the newest version - this will solve styling issues while not breaking the mail merge

    Convert-Document.jpg
    Figure: Convert the mail merge document to the newest version

    9.   Modify and run the following macro to replace the word "UNSUBSCRIBE" in the newsletter with a custom hyperlink. 

    For help on adding a macro to Word see the Microsoft Office Support website.

    Sub InsertNewsletterLink()
    '
    ' InsertNewsletterLink Macro
    '
    '
    'Finds and adds a hyperlink where the UNSUBSCRIBE tag is placed
        With Selection.Find
            .Forward = False
            .Wrap = wdFindAsk
            .Text = "UNSUBSCRIBE"
            .MatchWholeWord = True
            .Execute
        End With
        ActiveDocument.Fields.Add Range:=Selection.Range, Type:=wdFieldHyperlink
        
    'Switch to alternative view so we can modify the content of the hyperlink "manually"
        ActiveDocument.ActiveWindow.View.ShowFieldCodes = _
         Not ActiveDocument.ActiveWindow.View.ShowFieldCodes
     
        With Selection.Find
            .Forward = True
            .Wrap = wdFindStop
            .Text = "HYPERLINK"
            .MatchWholeWord = True
            .Execute
        End With
        
        Selection.InsertAfter " ""https://www.ssw.com.au/ssw/NETUG/Unsubscribe.aspx?email=<<EMAIL>>"
        
        'Insert word mail merge fields on <<EMAIL>> and <<CONTACT>>
        
        With Selection.Find
            .Forward = False
            .Wrap = wdFindStop
            .Text = "<<EMAIL>>"
            .MatchWholeWord = True
            .Execute
        End With
        
        ActiveDocument.Fields.Add Range:=Selection.Range, Type:=wdFieldMergeField, Text:="EMAIL"
        
        Selection.InsertAfter "&id=<<CONTACT>>"
        
        With Selection.Find
            .Forward = False
            .Wrap = wdFindStop
            .Text = "<<CONTACT>>"
            .MatchWholeWord = True
            .Execute
        End With
        
        ActiveDocument.Fields.Add Range:=Selection.Range, Type:=wdFieldMergeField, Text:="CONTACT"
        Selection.InsertAfter """"
        
        Selection.MoveRight Unit:=wdCharacter, Count:=1
        
    'Remove the additional MERGEFORMATs
        
    For counter = 0 To 1
        With Selection.Find
            .Forward = False
            .Wrap = wdFindStop
            .Text = "\* MERGEFORMAT "
            .MatchWholeWord = True
            .Execute
        End With
        Selection.Delete
        Next counter
        
    'Switch back to normal view so we can change what the hyperlink looks like to the user
        ActiveDocument.ActiveWindow.View.ShowFieldCodes = _
         Not ActiveDocument.ActiveWindow.View.ShowFieldCodes
         
        With Selection.Find
            .Forward = True
            .Wrap = wdFindStop
            .Text = "Error! Hyperlink reference not valid."
            .MatchWholeWord = True
            .Execute
        End With
        Selection.Text = "UNSUBSCRIBE"
        Selection.Font.Bold = False
        
        Selection.Font.Underline = wdUnderlineSingle
                
        Selection.HomeKey Unit:=wdStory
            
    End Sub


    10.   Follow the steps in the mail merge sidebar on the right-hand side of Word

    ​​If you are using mail merge fields, like the contact names, you should preview your message for some contacts. Verify-Changes.jpg​​ ​Figure: The highlighted part will change for every recipient


    11.   Send the mail merge newsletter to the email address property of every contact by selecting the following

    Send-Mail-Merge-Newsletter.jpg
    Figure:  Example configuration for the email that is about to be sent

    Option 2

    You don't need any coding knowledge here - but this means you will have to generate your custom unsubscribe link manually and copy and paste it into the mail merge document. Make sure to set it up it correctly before copying.

     
    Figure: Good example - send your newsletter like this

  27. Do you know to hit 'Track' when you receive an important email?

    Whenever you email a client with a correspondence that relates to an existing CRM opportunity (i.e. an "as per our conversation" about when you think the project would get going etc.) you should track it in CRM so it is centralized and can be seen by anyone else who tries to follow up that opportunity.

    Now you know how to do it, what activities are worth tracking?​ Sales - Do you track all sales related activities in CRM?

    The simplest way is, when writing or receiving the email, click the track in CRM button in the ribbon and "set regarding" to the opportunity in question.

    Ribbon CRM section in email
    Figure: When you receive an important email, click the 'Track' button in on the CRM toolbar​

    Otherwise, you can also do it from the main Outlook page with the toolbar at the top.

    Toolbar CRM section in Inbox
    Figure: A shortcut to the same 'Track' button exists on the CRM Toolbar in your Inbox