Create mailing labels from a marketing list
Published: January 1, 2008
You can export any list you've created in Microsoft Dynamics CRM to Microsoft Office Excel as a static worksheet, or as a dynamic PivotTable or worksheet. To make mailing labels, you export a list to Microsoft Dynamics CRM, and then merge the Microsoft Dynamics CRM data into a label template in Microsoft Office Word. There are two ways you can export lists from Microsoft Dynamics CRM:
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Create a view that includes all the address data and export it as a static worksheet. An exported static worksheet contains all the columns that were visible in the view at the time you exported it.
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Export any view as a dynamic worksheet. When you export to a dynamic worksheet, you can choose the columns you want to export.
How to perform a mail merge using a dynamic worksheet
To perform a mail merge using a dynamic worksheet:
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In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.
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Open the marketing list you want to use for your mail merge.
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On the Actions toolbar, click Mail Merge on List Members.
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If you have other languages installed, you can select a language to filter the list of templates.
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In the Select the mail merge type list, select Label.
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Select if you want to start with a blank document or a template. If you select a template option, click the Lookup button to select a template.
New mail merge templates are created in the Settings area.
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Click Data Fields, select the address columns you need for mailing labels, clear the columns you don't need, and then click OK.
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Click OK.
Microsoft Dynamics CRM automatically opens a Microsoft Office Word document. In the File Download dialog box, click Open.
This is not your mail merge document. This is an interim page. Follow the directions in the Word document, including clicking CRM.
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In the Mail Merge Recipients dialog box, verify that the list is accurate, and then click OK.
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To continue the mail merge, follow the instructions provided by the Mail Merge pane.
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To add data fields (placeholders that insert text into an e-mail message or document automatically) to display more information, click More items. You can use up to 64 data fields.
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In the document, add line breaks, spaces, punctuation and any other formatting required by your postal service.
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In the Mail Merge task pane, under Replicate labels, click Update all labels.
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Click Next: Preview your labels.
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If you are satisfied with the format of your labels, click Complete the merge.
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Put label sheets in your printer, and then click Print.
For more information, see the Microsoft Office Word Help documentation.
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When you have completed work on the mail merge document, close it, and then delete the interim mail merge document (Mail_Merge_nnnn.xml) and the associated text file (Mail_Merge_nnnn.txt) with the same name.
Warning
Mail merge may leave sensitive data on your computer.
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The mail merge process creates two files in addition to your mail merge documents. These files are the data sources used by mail merge and contain Microsoft Dynamics CRM data, which may include sensitive customer data. You should delete these data source files after you complete the mail merge.
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Both files have the same name: Mail_Merge[nnnn], where nnnn is a 4-character, randomly generated number. One file is a .doc file and the other is a .txt file. Unless you moved the files or saved them to another directory, these files are usually in a temporary files folder on your computer.
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