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A raference for the rest of us - Scott J.

Scott J. A raference for the rest of us - Wiley publishing , 2003. - 387 p.
ISBN: 0-7645-1698-1
Download (direct link): microsoftcrmford2003.pdf
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The mail merge process can create up to thousands of e-mail messages, each individually addressed and each beginning with the full name of the Contact associated with each e-mail address. Follow these steps to add data field information to the e-mail Template you’re creating:
1. Insert your cursor into the body of an e-mail message, the field under the formatting toolbar (where you compose your message), and click Insert/Update in the formatting toolbar.
The Data Field Values dialog window appears.
2. Click the Add button.
The Add Data Value dialog window (where you insert instructions in the Template to pull data from Records, making your Template more personalized and informative) appears as shown in Figure 7-11.
3. From the Record Type drop-down menu, select Contact; from the Field drop-down menu, select Full Name.
4. Click OK.
Note that the data field Contact: Full Name has been added to your Template, but the Data Field Values dialog window remains open.
5. (Optional) You can add still more data fields to your Template; just click the Add button in the Data Fields Value dialog window and select options from Record Type and Field on the Add Data Value dialog window.
Part II: Managing Sales
It’s important to know that if you want multiple data fields to appear on your Template, you must add each data field individually. If, for example, you want to add fields to the Template for the Microsoft CRM User’s first name and last name, you must add each one separately — once to create a data field for the first name, and again to create a data field for the last name. If you add multiple fields to the Data Field Values dialog window at one time before clicking OK, Microsoft CRM automatically adds a semicolon between each data field in the Template, treating it as an either/or.
So, in the example of first and last name, Microsoft CRM looks for a first name and, if it finds one, displays it. If no first name is available, Microsoft CRM looks for a last name and displays it. Microsoft CRM will not display both first name and last name. With a little bit of practice, you find out how intuitive this can be. An e-mail Template can be all things to all Contacts, even if the data isn’t consistent from one Record to the next. Thoughtful construction of the Template results in the Template’s ability to look for data in a secondary field if the primary data field is empty.
Literally dozens of data fields can be added to an e-mail Template. The Add Data Value dialog window offers fields associated with the following Record types: User, Account, Contact and Opportunity.
6. Click OK.
The Add Data Value dialog window closes.
7. Click OK in the Data Field Values dialog window.
The dialog window will close, and you can see all the data fields added to the body of your e-mail Template. The data fields will be highlighted in yellow, be surrounded by exclamation points and semicolons, and be separated by brackets.
8. Click the Save and Close icon, a diskette with a green arrow over it, in the upper left of the E-mail Template window.
The E-mail Template window closes, and your Template is saved. All e-mail Templates will be visible in the Home: E-mail Templates window. The Subject of the Template now serves as the Template’s name.
Templates can be personal or organization-wide. With a Template open, click Actions in the menu bar and select Make Template Available to Organization or Revert to Personal Template. Only one option will be available: the alternative to the current status of the e-mail Template.
Sending direct e-mail
After you have some Templates in place, you can take advantage of the Direct E-Mail feature in Microsoft CRM. Follow these steps:
Chapter 7: Using Your E-Mail
1. Click the (Sales or Service) button at the bottom of the Microsoft CRM window, the button that corresponds to the type of Contact Record you’re e-mailing to.
2. Click the Accounts tab in the panel to the left of the (Sales or Service): Manager window main display.
The (Sales or Service): Account Manager window appears.
3. Click the check box to the left of one of the Accounts.
This is the Account to whom you’re about to send the Template.
4. Click the Actions button in the menu bar at the top of the list of Accounts and select Send Direct E-Mail.
The Send Direct E-Mail dialog window appears. Note that all Templates are listed in the Account Templates field along with their descriptions. Also note that you have three mailing options:
• Selected Items on This Page: The Template would be sent to all the accounts you had checked in the main display. If you had clicked the check boxes of four of the Accounts being displayed, the Template would go to those four Accounts.
• All Items Only on This Page: The Template would be sent to all the Accounts currently listed in the main display. If 12 Accounts were in the main display, the Template would go to all 12.
• All Items from All the Pages: The Template would be sent to all the Accounts included in the definition displayed in the View field in the upper-right corner of the screen. If, for example, the View was My Active Accounts and there were enough such Accounts to fill three pages of the main display, this option would send the Template to the Accounts on all three pages.
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