• Part 1 - Create Mail Merge Templates in Zoho Writer 
• Part 2 - Create List of Mail Merge Recipients 
• Part 3 - Create Mail Merge Documents and Email them 

Zoho Writer is an online word processor that allows you to create and share documents online. You can use the Zoho Writer Zoho Add-on in Zoho Recruit to create templates online and use Recruit data (Candidates, Job Openings, Contacts, and Clients) to create mail merge documents such as forms, letters, address labels, and envelopes on the fly. You can use this function without downloading or installing any software.

Note: With the Zoho Writer add-on, you can create mail merge documents using the data from the Candidates, Clients, Contacts, and Job Openings modules only.

Availability

Permission Required: Users with the Zoho Writer Add-on permission in their profile can use this feature.

Benefits

• Requires no installation as you can create templates online using Zoho Writer.
• Use Zoho Recruit's login credentials to log in to Zoho Writer (Single Sign-On).
• Send mail merge documents via email to candidates, clients, contacts, record owners, or users.
• Save time as there is no need to create multiple documents.
• Generate mail merge documents with up-to-date customer information.
• Access the templates anytime and edit online.

Create Mail Merge Documents

Creating mail merge documents using Zoho Writer consists of three steps:

• Create mail merge templates in Zoho Writer
• Select the list of mail merge recipients
• Create mail merge documents

Part 1 - Create Mail Merge Templates in Zoho Writer

To create mail merge templates:

1. Click Setup > Templates > Mail Merge Templates.
2. In the Zoho Writer Add-on page, click Open Mail Merge Templates, if you already have mail merge templates.
   Alternatively, In the Mail Merge Templates page, click + Create a Template in Zoho Writer.
3. In the Create Templates in Zoho Writer pop-up, specify the following details:
   
   • Enter the Template Name.
   • Enter a Description for the template.
   • Select the Folder from the dropdown list. The template will be stored in the folder that you select.
   • Select the Module you want to create a template for.
   • The merge fields in the template will be based on the module that you select.
     
4. Click Create.
   A document will be opened in Zoho Writer.
5. Click Mail Merge and then Insert Fields and select the field(s) that you want to insert.
   The fields will be inserted in the specified place in the Writer template.
6. Save the Writer template document.

Part 2 - Select the List of Mail Merge Recipients

After creating the mail merge template, you need to select the records that will be used to create mail merge documents. You can only merge data from the Candidates, Clients, Contacts, and Job Openings modules.

To select data to merge:

1. Click the [Module] tab.
2. In the Home page, select a list view to filter the records that are required.
3. Select the checkboxes for the records.
4. Click More Actions > Mail Merge.
   
5. In the Mail Merge pop-up window:
   Choose the template from the dropdown list. Only the templates created for the specific record type will be listed.
   
6. Click Merge.
   The template will be opened in Zoho Writer.

Note

• You will only be able to choose the Zoho Writer option if you are using the Professional or Enterprise Edition and if you have the Zoho Writer Add-on permission enabled.
• You will only be able to choose the Microsoft Word option if you have purchased the Office plug-in and activated for the required users. This option will only be available in Internet Explorer 6 and higher.
  

Part 3 - Create Mail Merge Documents and Email them

After opening the template in Zoho Writer, you need to merge data from Zoho Recruit. After merging, you can either print the merged documents or email them.

1. In the Zoho Writer template, click Tools > Mail Merge > Complete Merge.
   The data will be merged and the documents will be available.

• Click Complete Merge > Preview to see a preview of the documents.
• Click Complete Merge > Email to send the documents as emails. Select the email merge field from the To list.
  Alternatively, you can print the merged documents. You cannot save the merged documents.
• Click Complete Merge > Edit to edit the documents.

Edit Mail Merge Templates in Zoho Writer

To edit mail merge templates:

1. Click Setup > Customization > Templates > Mail Merge Templates.
2. In the Zoho Writer Add-on page, click Open Mail Merge Templates, if you already have mail merge templates.
3. In the Mail Merge Templates page, click on any of the template from the list.
4. The template will be opened using Zoho Writer.
5. Modify the template and save it.