CRM Help

Using Plug-in for MS Office

Zoho CRM Plug-in for Microsoft office allows you to create mail merge documents in Microsoft Word and also from Zoho CRM. You must execute specific operations in both Microsoft Word and Zoho CRM:

  • Microsoft Word Operations
  • Zoho CRM Operations

Microsoft Word Operations

Zoho CRM Plug-in for Microsoft Office helps you to create mail merge templates and mail merge documents in Microsoft Word.

The MS Word related actions are:

  • Sign In or Sign Out
  • Create Mail Merge Template
  • Create Mail Merge Document

Sign In or Sign Out

To create template, specify your Zoho CRM log in details in Microsoft Word. This will connect Microsoft Word to Zoho CRM.

To Sign In/Out

  1. Open Microsoft Word.
  2. Click Add-Ins > Zoho CRM > Sign In from the Main menu
  3. In the log in dialog-box, specify the following:
    • User name: Enter your existing Zoho CRM User name
    • Password: Enter your existing Zoho CRM Password
    • Remember Me: Select the check box if you want the system to remember your log in details.
  4. Click OK.

Note:

  • In Microsoft Word 2000/2002/2003, the Zoho CRM tab is displayed in the Main menu.

Create Mail Merge Template

Mail Merge template is a model / pattern of your mail merge document which contains variables (Example: Customer Name, Address, etc.,) and standard content. While creating mail merge template, you can replace the variables with the required CRM fields using Zoho CRM plug-in for Microsoft office. You can create mail merge templates for Form Letters, Address Labels, Envelopes etc. See Also Sample Template

To create mail merge template

  1. Open Microsoft Word.
  2. Click Add-Ins > Zoho CRM > Create Template.
  3. In the Create Mail Merge Template Wizard, do the following
    • Select the CRM Module for which you want to use the template, from the Primary Module drop-down and click  Next
      The selected module and its fields are displayed.
    • Select the required fields from the Fields drop-down and click Insert Fields
    • Click the Module drop-down again to select the Secondary Module.
    • Select the associated fields from the Fields drop-down and click  Insert Fields.
      The selected fields are inserted in the template.

The mail merge template is created and you can save the template with .doc/.docx extension in your local machine (if needed). Please use .doc extension if you have lower version of MS Word i.e., 2000 to 2003.

The following table provides the list of primary modules and their associated secondary modules:

Primary Module Secondary Modules
Leads - -
Accounts - -
Contacts Accounts -
Potentials Accounts Potentials

Create Mail Merge Documents

You can create mail merge documents for Leads, Accounts, Contacts, Potentials in Microsoft Word by merging CRM data with an existing mail merge template from Zoho CRM or with a new template, created in MS Word.

To create mail merge document using a new template

  1. Follow the above steps to create the template.
  2. Choose " Upload to Zoho CRM and continue merging " and click Next.
    • Template Name: Specify the template name and select the required document format.
    • Module: By default, the selected primary module is displayed.
    • Description: Enter any additional comments.
    • Click " Upload & Merge "
      The template is uploaded to Zoho CRM. You can view these templates from Setup > Templates > Mail Merge Template in Zoho CRM.
  3. Click " Continue " to start the merge process.
  4. In the Create Mail Merge Document wizard, do the following:
    • Select a list view from view drop-down list and the related records is displayed.
      You can enter the record information in search box to get the required records.
    • Choose the required record(s) from the Available Records list box and click the Forward Arrow.
      The chosen records are now displayed in Selected Records list box.
    • Click Merge Now.
      The mail merge document for the selected record(s) gets created and displayed in the Microsoft Word.

Note

You can also choose other options such as:
  • Upload to Zoho CRM : On choosing this option, your template gets uploaded to Zoho CRM and you can continue the merge process in Zoho CRM (Refer: Zoho CRM Operations)
  • Do Not Upload to Zoho CRM : On choosing this option, your template will not be uploaded to Zoho CRM and you can continue the merge process in MS Word.

To create mail merge document using an existing mail merge template

  1. Open Microsoft Word.
  2. Click Add-Ins > Zoho CRM > Merge Template.
  3. In the Create Mail MergeTemplate wizard, select the main CRM module and click Next.
  4. In the Create Mail Merge Document wizard, do the following:
    • Choose the required mail merge template from the drop-down list and click Next.
    • Select a list view from view drop-down list and the related records is displayed.
      You can enter the record information in search box to get the required records.
    • Choose the required record(s) from the Available Records list box and click the Forward Arrow.
      The chosen records are now displayed in Selected Records list box.
    • Click Merge Now.
      The mail merge document for the selected record(s) gets created and displayed in the Microsoft Word.

Note

  • You can save the mail merge documents in your local machine and print offline, whenever required.

Zoho CRM Operations

Zoho CRM Plug-in for Microsoft Office helps you to create mail merge documents in Zoho CRM, by merging the corresponding mail merge template with Leads, Contacts, Accounts or Potentials data.

The Zoho CRM related actions are:

  • Create Mail Merge Template Folder
  • Import Mail Merge Templates
  • Create Mail Merge documents

Create Mail Merge Folder

This option allows you to store all the MS Word mail merge templates in specific folder(s). You can also set folder-level permission for Zoho CRM users.

To create mail merge folder

  1. Click Setup > Templates > Mail Merge Templates.
  2. In the Template Explore r page, click Create Folder.
  3. In the Create Mail Merge Template Folder, do the following:
    • Folder Details: Specify the Folder Name in the corresponding field.
    • Accessibility Details: Select one of the following options:
      • All Users are allowed to view this Template Folder: Select if you would like to enable the folder access for all the users.
      • Show this Template Folder only to me: Select if you would like to enable the folder access only to you.
      • Allow the following users to view this Template Folder: Select the users or user roles that can access the folder.
  4. Click Save.

Import Mail Merge templates

This option allows you to add the MS Word mail merge templates in Zoho CRM. These templates can be later merged with the corresponding CRM module(s).

To add mail merge templates

  1. Log in to Zoho CRM with your User name and Password.
  2. Click Setup > Templates > Mail Merge Templates.
  3. In the Template Explorer page, click Import Template.
  4. In the Import Template dialog-box, specify the following:
    • Select File : Browse the MS Word template from your local system.
    • Folders : Choose the folder to store the selected template.
    • Module : Select the module (Leads / Accounts / Contacts) for the MS Word template.
      The template is available only for the specified module.
    • Description : Specify any additional comments.
  5. Click Import Template.

Create Mail Merge Documents

The Mail Merge link helps you to merge the template with the list of Leads, Contacts or Accounts and create the corresponding mail merge documents.

Before creating mail merge documents, you should:

  1. Configure your browser to enable ActiveX control. See Also Configure web browser to install ActiveX Control
  2. Install the Adventnet.CAB file from Zoho CRM server.

Note

  • While installing the cab file for the first time, you can select the option "Always install software from Adventnet" from More Options.

To create single mail merge document

  1. Log in to Zoho CRM with your Username and Password.
  2. Click Contacts tab.
  3. In the Contacts home page, select the check box corresponding to the contact.  
  4. Click More Actions > Mail Merge.
  5. In the Mail Merge dialog box, choose the corresponding Mail Merge Template to be merged with the selected contact.
  6. Click Merge.
    The mail merge document for the selected contact gets displayed in the Microsoft Word.

Note

  • You can save the mail merge document in your local machine and print offline, whenever required.
  • Follow the same procedure to create mail merge documents for Leads, Accounts and Potentials.

To create multiple mail merge documents

  1. Log in to Zoho CRM with your Username and Password.
  2. Click Contacts tab.
  3. In the Conatcts home page, select the check box(es) to select multiple contacts.  
  4. Click More Actions > Mail Merge.
  5. In the Mail Merge dialog box, choose the corresponding Mail Merge Template to be merged with the selected Contacts.
  6. Click Merge.
    The mail merge documents for the selected Contacts gets displayed in the Microsoft Word.

Note

  • You can save the mail merge documents in your local machine and print offline, whenever required.
  • Follow the same procedure to create mail merge documents for Leads, Accounts and Potentials.

Usage Limits

Particulars Trial Version Licensed Version
Number of records that can be merged Max 30 records Unlimited
Number of mail merge templates that can be imported Max 5 Templates Unlimited
Number of folders that can be created Unlimited Unlimited
Maximum file size for each template 2 MB 2 MB

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