Zoho CRM Plugin for Microsoft Office - Usage

Table of Contents  [ Hide]

Microsoft Word Operations
Sign In or Sign Out
Create Mail Merge Template
Create Mail Merge Documents
Zoho CRM Operations
Create Mail Merge Folder
Import Mail Merge templates
Create Mail Merge documents
Usage Limits
Related Links

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

• Microsoft Word Operations
  
• Zoho CRM Operations
  

Microsoft Word Operations

• 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 on 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.,

To create mail merge template

1. Open Microsoft Word.
2. Click on Add-Ins > Zoho CRM > Create Template.
3. In the Create Mail Merge Template Wizard, do the following
   
   1. Select the CRM Module for which you want to use the template, from the Primary Module drop-down and click on Next
      The selected module and its fields are displayed.
   2. Select the required fields from the Fields drop-down and click on Insert Fields
      
   3. Click on the Module drop-down again to select the Secondary Module.
   4. Select the associated fields from the Fields drop-down and click on 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 followng tables 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 (Refer: Create Mail Merge Template - Step 1 to 3).
2. Choose "Upload to Zoho CRM and continue merging" and click on 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 on "Upload & Merge"
     The template is uploaded to Zoho CRM. You can view these templates from Setup > Templates > Mail Merge Template in Zoho CRM.(Refer: )
3. Click on "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
     Note: 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 on Forward Arrow
     The chosen records are now displayed in Selected Records list box
   • Click on 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 upload options such as Upload to Zoho CRM or Do not Upload to Zoho CRM and continue the mail merge process respectively.

To create mail merge document using an existing mail merge template

1. Open Microsoft Word.
2. Click on Add-Ins > Zoho CRM > Merge Template.
3. In the Create Mail MergeTemplate wizard, select the main CRM module and click on 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 on Next
   • Select a list view from view drop-down list and the related records is displayed
     Note: 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 on Forward Arrow
     The chosen records are now displayed in Selected Records list box
   • Click on 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 on Setup >Templates >Mail Merge Templates.
2. In the Template Explorer page, click on Create Folder button.
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 on Save.
   

The new folder can be used while adding new mail merge templates.

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 on Setup >Templates >Mail Merge Templates.
3. In the Template Explorer page, click on 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 on Import Template.

The mail merge template gets added to Zoho CRM and it can be used to create the mail merge documents.

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. (For more details, refer 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 User name and Password.
2. Click on Leads tab.
3. In the Leads home page, click on the check-box to select a particular Lead.
4. Click on More Actions > Mail Merge.
5. In the Mail Merge dialog box, choose the corresponding Mail Merge Template to be merged with the selected Lead.
6. Click on Merge.
   The mail merge document for the selected Lead 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 Contacts and Accounts.

To create multiple mail merge documents

1. Log in to Zoho CRM with your User name and Password.
2. Click on Leads tab.
3. In the Leads home page, click on the check-boxes to select multiple Leads.
4. Click on More Actions > Mail Merge.
5. In the Mail Merge dialog box, choose the corresponding Mail Merge Template to be merged with the selected Leads.
6. Click on Merge.
   The mail merge documents for the selected Leads 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 Contacts and Accounts.

Usage Limits

Related Links

Installation Procedure | FAQ | Error Messages