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When most people hear the expression mail merge, they immediately think of Microsoft Office Word and printing documents. However, Microsoft Dynamics CRM for Outlook allows you to also use the mail merge features to send customized email messages to a large group of recipients. You can start a Microsoft Dynamics CRM mail merge from one of two locations:
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List of records in Microsoft Dynamics CRM for Outlook List of records in the web client
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Regardless of where you start the mail merge, the final results should appear the same, but there a few different steps along the way. For this email merge example, let s start the mail merge process from a list of records in Microsoft Dynamics CRM for Outlook. Tip Using mail merge for emails behaves a little differently than using mail merge for letters,
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envelopes, and other Microsoft Office Word documents. The next section in this chapter will cover using mail merge for letters.
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First, click the solution folder in Outlook and navigate to the list of records that you want to include in the email merge. In the ribbon, click the Mail Merge button. The Microsoft Dynamics CRM Mail Merge for Microsoft Office Word dialog box appears, as shown in Figure 2-19. Because you want to conduct an email merge, select E-mail from the mail merge type picklist.
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Part I Overview and Configuration
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FIGURE 2-19 Microsoft Dynamics CRM Mail Merge for Microsoft Office Word dialog box
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To create the email content, you can start with a blank document or you have the option to select one of the mail merge templates. Please note that the mail merge templates are not the same as the E-mail templates reviewed earlier in this chapter. Microsoft Dynamics CRM includes approximately 10 mail merge templates, and you can create others as needed. You also select which records you want to include in the email merge process. Similar to direct email and quick campaigns, you can choose selected records only, all records on the current page, or all records on all pages. Finally, you select which data fields you want to include in the mail merge. Microsoft Dynamics CRM includes several default data fields, but you can also add more data fields, most likely custom fields that you want to dynamically populate in your email messages. Note the following when you select data fields:
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You can select fields from the entity on which you re running the mail merge, including any custom fields. You can select fields from related entities, including custom entities and entities linked through custom relationships. You cannot select fields on a custom entity if that entity has an N:1 relationship with the Mail Merge entity. You can include a maximum of 62 data fields.
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2 Setup and Common Tasks
After you click OK, Microsoft Dynamics CRM will launch Microsoft Office Word with the mail merge recipients selected. Click OK to accept this list and start the merge process, as shown in Figure 2-20.
FIGURE 2-20 Selecting mail merge recipients
Note Explaining the details of setting up and using the Mail Merge feature in Microsoft Office
Word is beyond the scope of this book. We assume you re already familiar with the concepts and techniques related to using Word Mail Merge.
Follow through the mail merge steps by adding your content and mail merge fields. In Step 4, click Electronic E-mail. The Merge to E-mail dialog box appears and you need to enter the subject line for your email, as shown in Figure 2-21.
FIGURE 2-21 Entering the email subject line
Part I Overview and Configuration
After you click OK, Microsoft Dynamics CRM launches one final screen that gives you some additional features, including:
The option to create Microsoft Dynamics CRM activities attached to the recipients. You also have the option to customize the text and content of those activity details. The option to create a new quick campaign related to the email messages you re sending. The option to include an unsubscribe link in your email. The option to include multiple attachments to your email.
After you click OK, Microsoft Dynamics CRM for Outlook sends your merged emails immediately. Important Using the mail merge feature to send emails uses your personal Outlook
information to send the email messages, meaning that you will see these messages in your Outlook Sent Items. The email messages are not sent from the Microsoft Dynamics CRM server. If you re sending hundreds or thousands of email messages, please be aware that the email merge process will negatively impact the performance of your Outlook file until all of the emails are sent.
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