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Leverage marketing lists across your team

Microsoft Dynamics CRM includes search features you can use to manage and filter accounts, contacts, and leads. Use these features to set up and share custom searches and lists that your whole team can use. Target your marketing efforts by setting up a list based on criteria you define and printing mailing labels to use for a targeted mailing. While you're at it, print a call-down sheet for your telesales group to use for follow-ups.

Note: This was written for Microsoft Office 2003

Create a useful marketing list

You may want to target a campaign at a subset of your accounts, contacts, and leads, such as accounts based in Chicago, or accounts with open opportunities worth more than $1,000. The easiest way to add members to a list in Microsoft Dynamics CRM is to create an empty list, and then use Advanced Find to add your members.

Create a marketing list

  1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.
  2. On the Actions toolbar, click New.
  3. In the Marketing List form, enter a name for your new list, and in the Member Type box, select Account, Contact, or Lead, and then click Save.
  4. Under Details, click Marketing List Members.
  5. On the Actions toolbar, click Manage Members.
  6. In the Manage Members dialog box, click Use Advanced Find to add members, and then click OK.
  7. On the Find tab, click Select, and then select Address 1: City. Click Enter Value, and type Chicago.
  8. Click Select, and scroll down to the bottom section of the list, under the Related heading. This section shows all the related records.
  9. Under Related, select Opportunities (Potential Customer).
  10. Click Select, and then select Est. Revenue.
  11. Change Equals to Is Greater Than, click Enter Value, and then type 1,000.
  12. Click Find.
  13. Select the Add all the members returned by the search to the marketing list check box, and then click Add to Marketing List.
  14. Click Save and Close.

Create labels for a mailing to your marketing list

You can export any list you've created in Microsoft Dynamics CRM to Microsoft Office Excel as a static worksheet, or as a dynamic PivotTable or worksheet. To make mailing labels, you export a list to Microsoft Dynamics CRM, and then merge the Microsoft Dynamics CRM data into a label template in Microsoft Office Word. There are two ways you can export lists from Microsoft Dynamics CRM:

  • Create a view that includes all the address data and export it as a static worksheet. An exported static worksheet contains all the columns that were visible in the view at the time you exported it.
  • Export any view as a dynamic worksheet. When you export to a dynamic worksheet, you can choose the columns you want to export.

How to perform a mail merge using a dynamic worksheet

To perform a mail merge using a dynamic worksheet:

  1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.
  2. Open the marketing list you want to use for your mail merge.
  3. On the Actions toolbar, click Mail Merge on List Members.
  4. If you have other languages installed, you can select a language to filter the list of templates.
  5. In the Select the mail merge type list, select Label.
  6. Select if you want to start with a blank document or a template. If you select a template option, click the Lookup button to select a template.

    New mail merge templates are created in the System Settings area.

  7. Click Data Fields, select the address columns you need for mailing labels, clear the columns you don't need, and then click OK.
  8. Click OK.

    Microsoft Dynamics CRM automatically opens a Microsoft Office Word document. In the File Download dialog box, click Open.

    This is not your mail merge document. This is an interim page. Follow the directions in the Word document, including clicking CRM.

  9. In the Mail Merge Recipients dialog box, verify that the list is accurate, and then click OK.
  10. To continue the mail merge, follow the instructions provided by the Mail Merge pane.
    1. To add data fields (placeholders that insert text into an e-mail message or document automatically) to display more information, click More items. You can use up to 64 data fields.
    2. In the document, add line breaks, spaces, punctuation and any other formatting required by your postal service.
    3. In the Mail Merge task pane, under Replicate labels, click Update all labels.
    4. Click Next: Preview your labels.
    5. If you are satisfied with the format of your labels, click Complete the merge.
    6. Put label sheets in your printer, and then click Print.

    For more information, see the Microsoft Office Word Help documentation.

  11. When you have completed work on the mail merge document, close it, and then delete the interim mail merge document (Mail_Merge_nnnn.xml) and the associated text file (Mail_Merge_nnnn.txt) with the same name.


    Mail merge may leave sensitive data on your computer.

    • The mail merge process creates two files in addition to your mail merge documents. These files are the data sources used by mail merge and contain Microsoft Dynamics CRM data, which may include sensitive customer data. You should delete these data source files after you complete the mail merge.
    • Both files have the same name: Mail_Merge[nnnn], where nnnn is a 4-character, randomly generated number. One file is a .doc file and the other is a .txt file. Unless you moved the files or saved them to another directory, these files are usually in a temporary files folder on your computer.

Refine your marketing list

Keeping your marketing list up to date ensures that the right leads are in the list so your salespeople can follow up effectively.

If you use Advanced Find to evaluate your marketing list, you can save the Advanced Find query as a custom view and share it with your salespeople so that they can use it as a call list. For example, you may want your salespeople to see the Business Phone and Company Name columns for leads.

Update marketing list members and create a custom view

  1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.
  2. Open a marketing list that contains accounts, leads, or contacts.
  3. Under Details, click Marketing List Members.
  4. On the Actions toolbar, click Manage Members.
  5. In the Manage Members dialog box, click Use Advanced Find to evaluate members, and then click OK.
  6. Add criteria to the query to expand or narrow the accounts, contacts, or leads you want to include in the list.
  7. To change the columns and create the custom view, on the Find tab, click Edit Columns.
  8. In the Edit Columns dialog box, under Common Tasks, click Add Columns.
  9. In the Add Columns dialog box, select the columns you want to include in your view, and then click OK.
  10. To adjust the width of each column so that your new columns are visible with less scrolling, select a field, click Change Properties, select the column width, and then click OK. Do this for each field you want to change.
  11. To adjust the order of the columns, select a column and use the green arrows under Common Tasks to move it.
  12. In the Edit Columns dialog box, click OK.
  13. To save the query as a custom view, click Save As, specify a name for the view, and then click OK.
  14. Click Find.
  15. Select the Keep all the members returned by search in the marketing list check box, and then click Update Marketing List.
  16. Click Save and Close.

Share the custom view with your team

Now that you've created your view, you can share it with your team.

  1. On the Standard toolbar, click Advanced Find.
  2. In the Advanced Find window, click the Saved Views tab, select the view you just created, and then on the More Actions menu, click Sharing.
  3. Click Add User/Team, find the users and teams you want to share the view with, and then click OK twice.

After you make the custom view available to your team, it becomes available in the View list under My Views.

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