The CRM Plug-in for Microsoft office allows your customers to create mail merge documents in Microsoft Word and also from your Vertical CRM. Customers must execute specific operations in both Microsoft Word and your Vertical CRM application.

 Microsoft Word Operations

The CRM Plug-in for Microsoft Office helps your customers to create mail merge templates and mail merge documents in Microsoft Word.

The actions to be performed in MS Word are:

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

 Sign In or Sign Out

To create a mail merge template, your customers should specify their CRM log in details in Microsoft Word. This will connect Microsoft Word to their Vertical CRM account.

To Sign In/Out

1. Open Microsoft Word.
2. Click Add-Ins > 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.

 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 a mail merge template, customers can replace the variables with the required CRM fields using CRM plug-in for Microsoft office. They can create mail merge templates for Form Letters, Address Labels, Envelopes etc. See Also Sample Template 

To create a mail merge template

1. Open Microsoft Word.
2. Click Add-Ins > 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 your customers can save the template with .doc/.docx extension in their local machine (if needed). Your customers should use .doc extension if they 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:

 Create Mail Merge Documents

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

To create mail merge document using a new template

1. Follow the instructions mentioned here  to create the template.
2. Choose Upload to [Vertical] 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 your Vertical CRM. You customer can view these templates from Setup > Templates > Mail Merge Template in their Vertical CRM account.
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.
     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.

To create mail merge document using an existing mail merge template

1. Open Microsoft Word.
2. Click Add-Ins > 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.
     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.

  Vertical CRM Operations

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

The operations to be performed in your Vertical CRM 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). Customers can also set folder-level permission for their 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 this if you would like to enable the folder access for all the users.
     • Show this Template Folder only to me: Select this 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 customers to add the MS Word mail merge templates in their Vertical CRM account. These templates can be later merged with the corresponding CRM module(s).

To add mail merge templates, your customers should follow the steps given below

1. Log in to the Vertical CRM account with the correct 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 customers to merge the template with the list of Leads, Contacts or Accounts and create the corresponding mail merge documents.

Before creating mail merge documents, they should:

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

To create single mail merge document, your customers should follow the steps given below

1. Log in to the Vertical CRM account with the correct User name 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.

To create multiple mail merge documents, your customers should follow the steps given below

1. Log in to the Vertical CRM account with the correct User name and Password.
2. Click the Contacts tab.
3. In the Contacts 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 get displayed in Microsoft Word.

 Usage Limits