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

The MS Word related actions are:

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

Sign In 

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

To Sign In

1. Open Microsoft Word.
2. Click  Zoho CRM > Sign In.
   
   
3. In the Zoho CRM - Login popup, click Continue to Sign in.
   You will be redirected to Zoho CRM accounts page in your default browser.
4. Enter the Email Address/Phone Number, Password, and click Sign In.
   
5. Read the information that the CRM Outlook plugin would like to access and click Accept.
   Please note that once you click Accept, it will take approximately 20 seconds for you to sign-in.

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 Word. You can create mail merge templates for Form Letters, Address Labels, Envelopes etc. See Also Sample Template

Note that you can create mail merge templates for Leads, Contacts, Deals and Custom modules in Zoho CRM.

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 or the Related Modules*.
   • 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.

(*)Secondary Module/Related Module: When you create a mail merge template for a module, you will find fields from a few other related modules under the list of merge fields. For example, when you create a template for Deals, you will find fields from Accounts, Contacts and Campaigns modules - these can be inserted in your template. In this case, while Deals is your primary module for which you are creating the template, Accounts, Contacts and Campaigns are the secondary modules or related modules.

Note that the related modules are also populated from any custom lookup field that you create in a module.

For example, assume that you have created a lookup field in the Leads module called Associated Builders and you link a custom module called Builders here. When you create an email template for Leads, you will also find fields from the Builders module under the list of merge fields. These are also called the secondary modules or related modules.

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

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 Settings > Setup > Customization > Templates > Mail Merge Templates 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.

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.

Zoho CRM Operations

Zoho CRM Plug-in for Microsoft Word helps you to create mail merge documents in Zoho CRM, by merging the corresponding mail merge template with Leads, Contacts, Accounts or Deals or Custom modules 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. Go to Setup > Customization > 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. Go to Setup > Customization > 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 / Deals / Custom Modules) 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, Deals or Accounts or any other custom modules 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.

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.

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.