With the mail merge features in Microsoft Dynamics CRM, you can easily create multiple letters, envelopes, or labels for customers in your database. If you’ve used the mail merge features in Microsoft Word, you’ll find this interface is very similar. To utilize Microsoft Dynamics CRM’s integration with Microsoft Word, you’ll need to have the CRM Outlook client installed on your local computer.
There are a number of ways to select recipients for a mail merge, but most of them involve either selecting a view that contains the relevant records or performing an Advanced Find. As long as you can bring up your recipients on a page, running a mail merge for them should only require a couple of clicks.
Outlook 2010/Internet Explorer:
In the Navigation Pane, click Sales and then Contacts. (You could also mail merge to other entities, but for this example, we’ll use contacts.)
From the View drop-down in the upper-left corner of the contact list, choose the view that contains the contacts that should be included in the mail merge.
Once the view is displayed, highlight the contacts that should be included in the mail merge.
On the Create Related tab in the Marketing group of the ribbon, click the Mail Merge button.
Outlook 2003/2007:
In the Navigation Pane, click Sales and then Contacts. (You could also mail merge to other entities, but for this example, we’ll use contacts.)
From the View drop-down in the upper-left corner of the contact list, choose the view that contains the contacts that should be included in the mail merge.
Once the view is displayed, highlight the contacts that should be included in the mail merge.
On the Add menu, click the Mail Merge button.
When you execute a mail merge in Microsoft Dynamics CRM, data from CRM is sent directly to Microsoft Word. Once you’re in Word, the mail merge process is the same as you’d follow for creating any mail merge in Word.
Outlook 2010/Internet Explorer:
Highlight the records that should be included in your merge. (See the previous task.)
On the Create Related tab in the Marketing group of the ribbon, click the Mail Merge button.
From the drop-down at the top, choose the Letter option.
Select a template.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
In Word, click the CRM button on the toolbar or ribbon.
Your mail merge will begin in Word.
Outlook 2003/2007:
Highlight the records that should be included in your merge. (See the previous task.)
On the Add menu, click the Mail Merge button.
From the drop-down at the top, choose the Letter option.
Select a template.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
In Word, click the CRM button on the toolbar or ribbon.
Your mail merge will begin in Word.
You can print on just about any type of label in Microsoft Word. If a standard Avery (or other) template doesn’t exist for the sheet of labels you’re using, you can create a custom label.
Outlook 2010/Internet Explorer:
Highlight the records that should be included in your label merge.
On the Create Related tab in the Marketing group of the ribbon, click the Mail Merge button.
From the drop-down at the top, choose the Labels option.
Select an existing label template, or start with a blank document.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
[If prompted ...] In Word, click the CRM button on the toolbar or ribbon.
Follow the Mail Merge Wizard instructions in Word to complete your label merge.
Outlook 2003/2007:
Highlight the records that should be included in your label merge.
On the Add menu, click the Mail Merge button.
From the drop-down at the top, choose the Labels option.
Select an existing label template, or start with a blank document.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
[If prompted ...] In Word, click the CRM button on the toolbar or ribbon.
Follow the Mail Merge Wizard instructions in Word to complete your label merge.
Using the mail merge feature in Microsoft Dynamics CRM, you can merge envelopes. Doing this saves you the time of sticking labels on an envelope, since the customer information in your database is printed directly on the envelope.
Outlook 2010/Internet Explorer:
Highlight the records that should be included in your merge. (See the previous task.)
On the Create Related tab in the Marketing group of the ribbon, click the Mail Merge button.
From the drop-down at the top, choose the Envelope option.
Select a template, or choose to start with a blank document.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
[If prompted ...] In Word, click the CRM button on the toolbar or ribbon.
Follow the Mail Merge Wizard instructions in Word to complete your envelope merge.
Outlook 2003/2007:
Highlight the records that should be included in your merge. (See the previous task.)
On the Add menu, click the Mail Merge button.
From the drop-down at the top, choose the Envelope option.
Select a template, or choose to start with a blank document.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
[If prompted ...] In Word, click the CRM button on the toolbar or ribbon.
Follow the Mail Merge Wizard instructions in Word to complete your envelope merge.
Mail merge templates are created in Microsoft Word, but they can be uploaded to Microsoft Dynamics CRM so that they are available anytime you need to merge customer information. There are two basic types of templates: personal templates and organization templates.
Personal templates are Microsoft Word mail merge templates that are only available when you are logged into Microsoft Dynamics CRM. Other users will not be able to see your personal templates.
Outlook 2003/2007/2010/Internet Explorer:
Highlight the records that should be included in your merge. (See the previous task.)
On the Create Related tab in the Marketing group of the ribbon, click the Mail Merge button.
From the drop-down at the top, choose the Envelope option.
Select a template, or choose to start with a blank document.
Select a merge range of records. (Selected records, All records on current page, or All records on all pages.)
Click OK. If prompted, click Open to open the Word document.
Follow the steps to create your mail merge.
In the final step, click the Upload Template to CRM option.
Give your template a name and click the Save button.
Organization templates are shared with all Microsoft Dynamics CRM users, so you should only share templates that will be relevant to everyone in your company. To create an organization template, you’ll follow the same process discussed in the previous task. In the list of mail merge templates, you’ll choose to make the template available to others.
Outlook 2003/2007/2010/Internet Explorer:
In the Navigation Pane, click Settings, Templates, and then Mail Merge Templates.
Highlight the template you’d like to make available to the organization. (You may need to switch views to see the template.)
On the toolbar, choose the Make Available to Organization option from the More Actions drop-down.
