Topic: ‘Mail Merge’

Mail Merge can be tricky, especially if you don’t have access to a great process flow. Lately I’ve been able to run through the Office 2007 Mail Merge functionality with Microsoft Dynamics CRM 4.0. I decided to document the process flow that I use in order help others in their journey towards creating successful Mail Merge documents and templates. Not only because I enjoy documentation (yes, I am unique…), but because I couldn’t find a good process flow out there of which I approved.

In this post, I will run through the process flow that I use to create Mail Merge documents and save them as Mail Merge templates.

1. Begin with a specified view in MSCRM (listview, AF view, Marketing List Members view, etc.). I like to start from an Advanced Find view, but that’s just my preference. This way I can narrow down the records. If I have 20,000 records to run a merge off of, it will take a long time. Export this information to Microsoft Word by clicking the MS Word Icon (circled in red below). This will utilize the records in question during the Mail Merge process.

2. When the Mail Merge window opens, this is what you will see:

Specify the following properties:

1. Mail merge type: letter, email, etc.
2. Template usage vs. Blank document usage: always start with a blank document unless you have a template you know you will use – in this case, we have not created a template yet.
3. The merge recipients: based on the view, off of which records are you creating the merge document? All of them? A few of them? You need to specify.
4. Data fields: this is where you will need to select exactly what information will be displayed on the output (see the screenshot below). The data fields are going to display information that is captured inside of CRM (Note: there is a maximum of 62 fields).

Tip: You can include data fields on different entities. If you look at the red area, I’ve highlighted the record type dropdown. This will allow you to include information from the User record, from the Account record, etc. As long as the record is directly related to or associated to the record in question, you can include data fields in the merge. When I do merges, I like to include information in the signature, so I include Owner information, like the Owner’s Salutation, Main Phone, Full Name, and Job Title.

3. Click OK when you are finished filling out the information on the main merge window. This will allow you to exit MSCRM and enter MS Word.

4. Upon entering MS Word, navigate to the Mailings tab (or Add-Ins tab, whichever is the case) and click CRM. This will enable the macros required to perform the merge.

5. Next, verify your recipients…

…and then run through the steps included in the Mail Merge wizard (located on the right-hand side of your screen):

1. Add an Address Block
2. Add a Greeting Line
3. Include the body of the letter, including Data Fields (by clicking More items, you will see the window below. Click Insert to place the data fields into the document):

4. Add a closing statement (Sincerely, Regards, Respectfully, etc.)
5. Insert information relating to the sender, including a signature, logo, or additional information.

Your document before previewing your letter should look like this:

6. Click Next to preview your letters. Make any additional changes as you see fit.

7. Click Next to complete the merge. This is where you will print your letters. Click Print. Specify what you want to print, and then click OK. You will then need to specify the additional printer properties before clicking OK to print your letters.

8. Now you need to save your merge document as a template. Click the MS Word icon/gem at the top left, and click Save As. Navigate to the correct location, name your document, and then specify the type to be a Word XML Document (extremely important! Uploaing it as a template will not work unless it is in this format.). Then click Save.

9. To upload the document in CRM for future use as a merge template, navigate to the Settings area in Dynamics CRM. Click Templates, and then click Mail Merge Templates.

10. To upload your XML document as a template, click the New icon. Then fill out the information:

1. Name
2. Description (optional)
3. Associated Entity
4. (Everything else should be already populated)

11. Then you need to attach your XML document. Click Browse…

…find the XML document, and then click Open.

**Note: Merely clicking Open and seeing it at the bottom does not attach it. You need to click Attach.*

12. Then you need to specify the Data fields (same situation as Step 2D). This will allow them to be used anytime you use this template.

13. Then you need to specify if you want this template to be available to the organization. If so, click Actions, and then click Make Available to Organization.

14. To finally save the template and begin to use it, click Save & Close.

15. Your template is now ready for use. To test its usability, navigate through the first 2 steps of this document. When you get to the point of the merge window where you need to select a blank document or a template (Step 2B), select the template property in question (either personal or organization – in this case, personal)…

…then click the magnifying glass. Below is what you will see.

You will be able to select the template and add it to the merge window. The correct mail merge document will then be populated in the Personal mail merge template field. When you use this template and begin the merge, you will still need to verify your recipients and click CRM, similar to the above steps in this post, but you will already see your basic outline laid out for you. Your Address Block will be there, your Greeting Line will be there, your Email Body, your Data Fields, everything. All you need to do is verify the individual documents and print. As simple as that.

Tip: Be sure that if you make any adjustments to the template, that you resave it as a Word XML Document (I would replace the existing file – it’s just easier that way) and re-upload it into the template inside of CRM (remove the existing XML, and attach the new one). That way when you go back to use the template inside of CRM, you are using the most recent template. Not the one that is outdated.

I hope this helps!