Mail merge is a function that helps you to simplify repetitive tasks to create personalized documents (forms, letters, address labels, envelopes, etc.). You can create a mail merge template which contains variables (merge fields), which will merge data from Zoho CRM and create merged documents with the correct information for the variables.
For example, suppose you have to send personalized letters to a large number of leads or create templates for service level agreements or other legal documents. In these cases, you do not need to manually type the details of each lead in the letters to personalize them. Instead, you can simply create a template using merge fields from the Leads module and then when you merge the data, the letters will be personalized for each person.
There are two ways you can create a mail merge template:
Zoho Writer is an online word processor that allows you to create and share documents online. You can create mail merge templates in Zoho Writer and use CRM data (Leads, Accounts, Contacts and Potentials) to create mail merge documents.
To create a template in Zoho Writer
Building a mail merge template from the scratch makes template creation easier. The merge fields from the module you have chosen in the above step will be displayed under Insert Fields section. All you need to do is click on the required fields, that will get added to the new template.
To create a template from scratch
An alternate approach to creating a template is to choose a template from the template gallery. The gallery displays predesigned templates from various categories such as Resumes, Posters and Invitations, Letters and Covers and Creative Writing. You can select a template from any of these categories based on your business requirement.
To create a template from the gallery
Certain business scenarios raise the need to include a subform which say for example, contains additional information of a main product such as warranty, guarantee details, or accessories purchased, etc. You can add the subform in your template and send it to your customers instead of manually adding that information. Choose the appropriate subform merge fields, which will be added to your template automatically.
To know more about subforms, click here.
To add subforms in a template
At times, you may want to include information from a module's related list like open activities or open campaigns or say related lists fields like product code, voucher number etc. in the template. So, instead of entering these details manually, you can simply select the desired related list merge fields that will automatically get added into the template. Every related list item that is added into the template is displayed in the form of dynamic tables.
Below are few examples of the related list items that you can add to a template:
To add related list modules to a template
When you have created numerous templates for different business requirements, it is the best practice to keep the templates organized and stacked under appropriate folders for easy identification. In the following section we will discuss about organizing the templates.
You can preview each template that you have created right from the templates list page. The preview option gives you a closer look at how the template will appear in its final form.
Sorting lets you reorder and arrange the templates by bringing them to the top of the list for easier access. By default the templates are listed by the "modified time". The recently created or modified template is listed on the top.
Also, instead of browsing through the entire list of templates you can search for the required template in two ways:
There can be chances when you want to make slight modifications to a particular template before sending it to a customer. In such a case, rather than creating a whole new template, you can clone the old template, make the necessary changes and send it. In the preview section, you can select the template and click the clone button to duplicate the existing template.
You may have a bunch of templates that you frequently use and might want to highlight them for easy identification. For this purpose you have the option of setting templates as favorite by clicking on the star before the template name.
There may be instances when you no longer wish to use a particular template, you can simply select the template and click on the Delete button.
Similarly, you can move a template from one folder to another based on requirement. This will be helpful in instances where you have to share a few templates with someone. You can move the needed templates to a folder and share. You can select the template(s) and click on the Move to Folder button and choose the appropriate folder form the drop-down list. You can also create a new folder and move the template to it if you want.
You can group similar templates under a template folder. Template folders are useful when you have many templates, you can easily categorize to manage the different mail merge templates that you have created.
To create a template folder
Mail Merge templates can also be created in Microsoft Word and you can import those templates in Zoho CRM. To use this functionality, you need to purchase the Zoho CRM plug-in for Microsoft Office. Note that, for merging the data, this feature is only supported in Internet Explorer 6 and above. See AlsoZoho CRM Plug-in for MS Office
Here is a Sample Template.
To import MS Word template
Once you have created and saved your mail merge templates in Zoho CRM, you can merge the documents with CRM records and email them to the desired customers' at any time. The following has to be specified to email merged document.
To send mail merge documents via email
Once you have sent your mail merge documents via email, they can be tracked under the Emails Related List of the associated records (leads, contacts etc). You will check this related list to see the list of emails you have sent to a particular lead/contact and their status. Mail Merge Emails will also feature under this related list.
To view the Emails related list
At any point, you can track status of the sent mail merge documents using the Mail Merge Logs. The logs will give you details such as the "job" in progress, who is sending the email, document version and so on.
To view mail merge logs
In the Detail page of a record, under the Emails related list, you will see the status and details of all sent emails associated to that particular record. They could be mails sent individually, mass mail, workflows or mail merge templates. For example, you can see all emails sent to James under the Email Related Lists. Mail Merge templates sent to him will also be listed here and you can track the status.
Whereas, in the Mail Merge Logs, you will see the status a particular mail merge template that's been sent to one person or many people. Example, you have sent a template called Service Level Agreement to 5 people. Mail Merge Logs will show the status of that particular template and its delivery status with respect to each recipient it is sent to.
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