Create a Microsoft Office Word mail merge document

Can I do this task?

In Microsoft Dynamics CRM Online for Outlook, only one mail merge can be run at a time. If you receive the message "Microsoft Dynamics CRM Online Mail Merge is already running" and want to discontinue a mail merge, close and then reopen Microsoft Office Word or Microsoft Internet Explorer. You can run multiple mail merge processes at the same time in the Web application The version of Microsoft Dynamics CRM Online that works in Microsoft Internet Explorer..

To use mail merge, your e-mail format must be HTML.

Record types that use mail merge

1. Open the list of records you want.
2. In the list, select one or more records to add to the mail-merge recipient list.
3. On the Actions toolbar, click Mail Merge .

   After mail merge starts, do not change the mail merge type and do not exit Microsoft Internet Explorer.

4. If you have other languages installed, you can select a language to filter the list of templates.
5. In the Mail Merge dialog box, select the type of document you want to use.

   Note

   If the E-mail option is not available, the Enable Direct E-mail via Mail Merge option in the System Settings may be set to No. More information: Manage System Settings

6. 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. More information: Work with Mail Merge Templates

7. If necessary, you can add or delete data fields.

   Microsoft Office Word supports up to 64 data fields, of which Microsoft Dynamics CRM Online for Outlook reserves two data fields to store the primary key and the record owner.

8. Click OK.

   Microsoft Dynamics CRM Online 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.

9. In the Mail Merge Recipient dialog box, verify that the list is accurate, and then click OK.
10. To continue the mail merge, follow the instructions provided by the Mail Merge pane. For more information, see the Microsoft Office Word Help documentation.

    Tip

    • To display the information you want and select the format, in the Mail Merge wizard, click Address Block and then Greeting Line.
    • To add data fields Placeholders that insert text into an e-mail message or document automatically.The data field represents a category of information that corresponds to one column of information in a data source. The name of each data field is listed in the first row (column heading) of the data source. "PostalCode" and "LastName" are examples of data field names. 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.
11. If you are working in Microsoft Dynamics CRM Online for Outlook and you have either created a new template or updated an existing template, you can upload the template.
    • To save the document as a template, on the Complete the Merge pane, click Upload Template to CRM.

    If you are working in the Web application, you can upload the template in the Settings area. More information: Work with Mail Merge Templates

12. 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.

    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 Online data, which may include sensitive customer data. You should delete these data source files after you complete the mail merge.

    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.

13. If you are working in Microsoft Dynamics CRM Online for Outlook, after you print or send the document, you can choose to create activities for mail-merge items.
    1. In the Create Activities dialog box, click Create Microsoft Dynamics CRM activities.
    2. If you want to change the default values for the activity, click Activity Details, and then make any changes. To save the changes, click OK.
    3. Under Assign activities to, select to whom the new activities should be assigned.
    4. You can choose to have the new activities closed immediately. E-mail activities are closed as soon as the messages are sent.
    5. If you are creating a mail merge from a marketing list, you can also make the mail merge a quick campaign A communication method that creates a single activity for distribution to a group of accounts, contacts, or leads, or to a single marketing list. Contrast with campaigns, which support end-to-end marketing programs that have multiple activities. and include an link in e-mail messages for customers to remove themselves from your marketing lists.
    6. Click OK to save the changes and create the activities.

    Closed activities appear in the history list of the customer record. Open activities appear in the activities list of the customer record and in your list of active activities.

    NOTE: The following Microsoft Word 2003 toolbar options do not create activities: Merge to New Documents, Merge to Printer, and Merge to Word.

Note

If an account or contact does not have a valid e-mail address or has the Do Not Allow option set for Bulk E-mail, the message is not sent to them, and no e-mail activity is created.

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