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Mail Merge in CRM 2011

Mail Merge in CRM 2011

We've talked about what to do in Microsoft Dynamics CRM when you find yourself typing the same email over and over (Create an Email Template!) but what about a letter? If you frequently send out a similar letter to Leads or Contacts, chances are you could use the help of Mail Merge in CRM 2011!

Let's say part of the qualifying process to convert a Lead to an Opportunity is that the Lead send back an application letter. The easiest way to generate and distribute that letter while utilizing your data in CRM is to use a Mail Merge template.

The process takes a little time up front – but it'll make sending out the letter in the future a lot easier!

To begin:

  1. Create a View in CRM using Advanced Find to capture your mailing list. Example: All Open Leads where Status Reason equals SendApp.

    mail merge in CRM 2011

  2. Navigate to your View in CRM, select your Leads and click Mail Merge on the Add tab.

  3. Complete the Mail Merge screen, selecting Blank document and adding the applicable Data Fields for future use.

  4. Click OK and you will be prompted to open a copy of the Mail Merge doc.

  5. Enable editing and macros and navigate to the CRM button on the ribbon. Note: If you read the Header, Microsoft will explain!

  6. Insert your logo, text and Merge Fields.

  7. Save the file as an XML document (.xml) so you can upload as a template later.
  8. At this point you can Finish & Merge and mail your letters! To close the loop on this process, you could create an on-demand Workflow to update your records after the mailing is complete. See our blog on Workflows and Dialogs.

To save the letter as a Mail Merge Template for future use:

  1. Navigate to Settings>Business>Templates>Mail Merge Templates and click New.

  2. Complete the Mail Merge Template screen, attach the template you just created in Word (.xml) and Save the Mail Merge Template.

Finally, to use the template again:

  1. Navigate back to your View in CRM and click Mail Merge on the Add tab.

  2. This time select Personal Mail Merge Templates and you will see the template you just created. Click OK and move through the Mail Merge process.

Hopefully the Mail Merge functionality in CRM Dynamics 2011 can make sending those letters a little easier!

Want to know what else you can do with it? Here's a neat trick to use Mail Merge to post a note to multiple records.

Happy CRM'ing!

By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

7 comments on “Mail Merge in CRM 2011”

  1. HI,

    I need help!

    as we know, the crm separates the clients in two entities: contact and account. One of our clients needs to generate mail merge (labels) for clients in general. They are refusing to do the same procedure twice (in contact and account) and they want to generate it through a certain product (building), which has apartments, I mean, all the clients from building X and these clients can be contact or account. I tried to create a custom view on sql server and connect to this view on ms word and save as a xml file to use as a template of mail merge, but when I try to use it, all the records comes blank, Any suggestion on how to solve that?

  2. Hi,

    I am using the outlook client and word 2013. I have saved the template to my mail merge template.

    When I come to sending out a mail merge to a marketing list it is not present as an option to select the template.

    On another note the template contains "dear person a" and a signature, when we go to send it live does it allow and editable step to add the body of the text? We just want the signature to be there already for convenience. The signature is appearing as an image not as a footer to the email. Is there a way round this?

    Thanks for your help

  3. One question, what is the parameter to select in the roles configuration to enable the user to use the mail merge?

  4. Hi,

    I want to customize Mail merge screen (screen which has Data Fields etc..)
    I want to put custom button and on click of that i want to store this document on Sharepoint site.

    So is it possible?

    1. Hi - Unfortunately the mail merge screen is one of those screens that is locked down and we can't modify.... 🙁

      1. Is there any other way we can do this?

        My requirement is that From Mail merge screen, when user clicks on Download button, that document should be stored on SharePoint site.

        Can we create Custom Ribbon and on click of that can we open custom dialog which has same options as Mail merge dialog?

        Please guide me how can I achieve this?

  5. Is there a way you can use ONE mail merge template to mange multiple content blocks based on an identifier? For example, my client, a University, prints out letters for Accepted, Deny, Provisional Admit, and Conditional Admit. All letters have a different content paragraph. Is there any way to switch out this content if one is Admit and the other letter is Deny (we import that field into the templates already. Thanks! Bill Kreuder

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