Microsoft Dynamics CRM Quick Tip: Emailing Multiple Contacts Using a Template

In this final installment in my series about using email templates in Microsoft Dynamics CRM, we will review how to email multiple contacts using a template, also called a mail merge.  An email-based mail merge allows you to send an identical email to several contacts at one time, avoiding the repetition of sending out separate emails.  The mail merge will generate individual emails to each selected contact, so that each recipient will see only their own email address in the ‘To’ address, and not a long list of email addresses.  This is important because a) it can appear unprofessional to include multiple unknown recipients in the ‘To’ address; and b) contacts are often not happy about having their email addresses broadcast to outside individuals.  In this article, we are working with the Microsoft Dynamics CRM 2013 web client.  

Sending the Email
In CRM, you will need to create a lookup using a simple search or an advanced find, or you can use a marketing list to generate your mail merge.  In this case I have selected several individuals in a simple lookup.

Next, click on the ellipsis in the toolbar to see the available actions.  Click on ‘Send Direct Email.’

You will then see the dialogue box for creating the mail merge, as shown below.  Select which email template you wish to use, make sure to choose the radial button for ‘Selected records on current page,’ then click ‘Send.’  The email merge is now sent and will appear in your Outlook ‘Sent Items’ folder as an email for each recipient. 

Two words of caution:

·         Be sure to review the email template you will be using to ensure it is exactly the way you wish it to appear.  I would recommend doing a test email to yourself or a colleague before sending to a customer or client.  When using this direct email method, you will not have an option to edit or modify the email before it is sent.

·         Ensure that the template you are using includes an email signature.  Your Outlook signature will not be included on these mail-merge emails.  

In case you missed my previous posts about using email templates in Microsoft Dynamics CRM, here are the links:

Microsoft Dynamics CRM Quick Tip: Using Email Templates in Outlook

Microsoft Dynamics CRM Quick Tip: Creating Email Templates in Microsoft Dynamics CRM

Creating Email Templates in Microsoft Dynamics CRM – Part Two: Advanced Options

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