Microsoft Dynamics CRM 3.0 Mail Merge Feature

Within the Microsoft CRM client for Outlook, users can access the mail merge feature to generate mass mailings for records in their databases. The mail merge feature can be accessed on the More Actions menuon the grid toolbar for the Lead, Account, and Contact entities.

When you click mail merge on this menu, Microsoft CRM automatically launches Word with the records you selected in the grid as your mass mailing data source. This feature makes it very easy for users to quickly create mail merges because it simplifies the mail merge data source selection in Word. In Word, the mail merge behaves identically to the standard Word mail merge feature, in which you can select templates, insert mail merge fields, preview your letter, and so on. However, when you complete your mail merge, Microsoft CRM automatically creates a completed Letter activity for each of the records in your mail merge. Some of the constraints related to using this feature include:

You cannot include custom attributes as Mail Merge fields.

You can only create mail merges for Leads, Accounts, and Contacts (no custom entities).

If you're using Word 2002 or 2003, Microsoft CRM automatically creates a completed Letter activity for each recipient.

Word uses the records selected in the grid as the mail merge data source. Therefore, if you have five pages of records that you want to include in your mail merge, you must repeat this process five times, once for each page of records. You can change your user settings to display as many as 250 records at one time on a single page by clicking Options on the Tools menu.

You cannot configure the subject and body of the completed Letter activity that Microsoft CRM creates for each record in the mail merge. The subject will always be "Word Mail Merge," and the body will always be "Mail Merge document created in Microsoft Word."

You can access the Microsoft CRM Mail Merge feature using the Microsoft CRM client for Outlook only; you cannot use the Web client.