CRM Help

Managing Mail Merge Templates

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 that would contain the variables (merge fields) in it. Using the template, you can merge data from Zoho CRM and create the merged documents with accurate values for the variables.
Suppose you have to send personalized letters to numerous leads or create templates for service level agreements or other legal documents. In such cases, you need not manually type the details of each lead in the letters to personalize them. Instead, you can simply create a template with the merge fields from the leads module and later merge the data to get all the personalized letters.

Availability

  • Available in: Professional and Enterprise Editions 
  • Permission Required: Zoho Writer Add-On

Create Template Folders

Template folders are useful to manage the different mail merge templates that you have created.

To create a template folder

  1. Click Settings > Setup > Customization > Mail Templates > Mail Merge Templates.
  2. In the Mail Merge Templates page, click Create Folder.
  3. In the Create Mail Merge Templates Folder page, enter the Folder Name.
    You can choose to keep the folder Private or share it with All or a few Selected users.
  4. Click Save.

Create Mail Merge Templates in Zoho Writer

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, Deals and Custom modules) to create mail merge documents.

To create template in Zoho Writer

  1. Click Settings > Setup > Customization > Templates > Mail Merge.
  2. In the Mail Merge Templates page, click + Create Template in Zoho Writer.
  3. In the Create Template in Zoho Writer window, specify the following details:

    • Enter the Template Name.
    • Enter the Description for the template.
    • Select the Folder from the drop-down list. The template will be stored in the folder that you select.
    • Select the Module for which you want to create the template.
      The merge fields in the template will be based on the module that you select. You can create mail merge templates for Leads, Contacts, Accounts, Deals or any other custom modules.
  4. Click Create.
    A document will be opened in Zoho Writer.
  5. Click Tools > Mail Merge > Insert Fields and select the field(s) that you want to insert.

    The fields will be inserted in the specified place in Writer template.
  6. Changes will be saved automatically.

Import MS Word Templates

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 Also Zoho CRM Plug-in for MS Office
Here is a Sample Template.

To import MS Word template

  1. Click Settings > Setup > Mail Templates > Mail Merge Templates.
  2. In the Mail Merge Templates page, click Import Template.
  3. In the Import Template window, specify the following details:


    • Click Browse to choose the Microsoft word file that you want to import.
    • Enter the Description for the template.
    • Select the Folder from the drop-down list. The template will be stored in the folder that you select.
    • Select the Module for which you want to create the template.
      The merge fields in the template will be based on the module that you select.
  4. Click Import Template.

Send Mail Merge Templates via Email

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 customer/s at any time.

To send mail merge templates via email

  1. Go to the required module (Leads/Contacts/Accounts/Potentials/Custom modules)
  2. Select the record.
    If you wish to send the template to a bunch of customers select the desired records in the Module List View.
  3. Click the More icon and click Mail Merge.
  4. In the Mail Merge popup, select the required document and click Merge.

    You will be redirected to the template in Zoho Writer. You can edit the template if required.
  5. On the left, under the Complete Merge section, click Email.
  6. In the Email Merged Document popup, select the email ID that the template should be sent to.
  7. Enter the Subject line. Note that the subject can also contain a merge field of the desired module.
  8. Click Send.
    The merged document will be sent to the chosen email IDs.

Delete Template

To delete a Mail Merge Template in Zoho CRM

  1. Click Settings > Setup > Mail Templates > Mail Merge Templates.
  2. In the Mail Merge Templates page, move the mouse pointer over the template.
  3. Click the Delete icon.

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