How to Bulk/Mass E-mail Blast including Merge Fields and Pictures with Microsoft CRM 4.0 or CRM Online


Happy New Year! 
 
A common CRM task during the Holiday Season is to send out personalized Email greetings with images to customers.  With features like Bulk E-mail Blast and Field Merge "Mail Merge", emailing with Microsoft CRM is an easier and greener way to spread the holiday greetings.

Here are the steps to easily accomplish this with Microsoft Dynamics CRM v4.0 or Microsoft CRM Online:
 
 
1. Host any email content picture(s) or image(s) on a publicly accessible website.  You will copy the displayed images from the Internet Explorer (IE) browser into your email template in a later step.  This approach helps keep your email size small for faster processing.
 
For example, here is a "Happy New Year" picture hosted on our Workopia website:
 
Note: If you don’t have access to your company’s public website, then I would suggest hosting your image(s) on one of the many popular internet file storage sites such as Windows Live SkyDrive: http://windowslive.com/online/skydrive
 
 
 
 
2. Create a new Microsoft CRM Email Template.  From the Microsoft Dynamics CRM Client >> Tools >> Options >> E-mail Templates tab >> Click on the New E-mail Template button >> select "Contact" for Template Type
 
Microsoft CRM Web Client:
 
 
Or Microsoft CRM Outlook Client:
 
 
 
 
 
 
3. Construct the personalized greeting content with merge fields "mail merge", pictures and images.
 
To insert personalized merge fields such as "Hello <Contact’s First Name>". click on the "Insert/Update" button and select the Contact’s First Name field:
 
Note: The Email’s subject line supports merge fields 
 
 
 
To insert pictures and images, copy them from an Internet Explorer (IE) browser (step 1) and paste them (Ctrl-V or right mouse button click and select “Paste”) into the message area:
 
 
 
Note: Click "No" if the Security message appears so it can display the picture(s) you had pasted:
 
 
Here is a link to a good video on how to create and apply Microsoft CRM’s e-mail templates
 
 
4. Find the list of CRM Contacts to send this greeting to.  Now that you have the email content ready, we just need to select some CRM Contacts you wish to send this email to.
 
To easily lookup CRM Contacts, I prefer using the Microsoft CRM Advanced Find feature. 
 
Here is a link to a great video on how to use Microsoft CRM’s Advanced Find
 
 
5. Send the Emails.   Now that you have your template greeting message and your list of contacts ready, it is time for the Bulk Email Blast.  From the Advanced Find result view >> click on the "Send Direct E-mail" button on the tool bar >> select the Contact Email Template created above >> select "All records on all pages" >> click on the "Send" button.  That is all there is to it.  Enjoy!
 
 
 
General Notes:
 
– Check if your Microsoft CRM email settings are working properly.  Microsoft CRM sends out emails via the Microsoft CRM Outlook Client (Outbox) or the CRM Email Router (SMTP/Exchange)
 
Always test out the email message first before Bulk Email Blast to all the Contacts, i.e. test it out by sending it to yourself and/or co-workers/friends first to minimize any surprises
 
– The sent Emails are linked "Regarding" to their respective CRM Contacts and are stored in the Contact’s History area for reference
  
– Always review the CRM Email Activities that were generated from the Bulk Email Blast to ensure they are sent. 
Check them via CRM Client >> Workplace >>  Activities >> select Type: "E-mail" >> select View: "My Sent E-mails" or your Microsoft Outlook’s Sent Folder
 

 
– This Microsoft CRM Bulk Email Blast method works with the Contact’s Contact Methods.  It will only email the greeting to Contacts with both the "E-mail" and "Bulk E-mail" options set to "Allow".  This is a very nice built-in safety function!
 
 
– You can also use this Bulk Email Merge approach for Microsoft CRM Leads.  Caution: Be mindful about and avoid SPAM email blasting to Leads that are "Suspects"
 

 

 
Contact us if you need help with your Microsoft CRM.  Free Estimate.
 
Frank
Workopia, Inc.
Microsoft Dynamics CRM MVP

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About Microsoft Dynamics CRM Online

Microsoft Dynamics CRM and CRM Online specialist. Microsoft CRM MVP since 2006
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5 Responses to How to Bulk/Mass E-mail Blast including Merge Fields and Pictures with Microsoft CRM 4.0 or CRM Online

  1. Dan says:

    Thanks for sharing Frank! I was a recipient of your broadcast email and it came across very clear and clean. It even appeared in my inbox rather than my junkmail folder which it seems is where my email to others go. Using the customization you used makes your email look like a sincere greeting rather than spam. Happy New Year to you and your team at Workopia! Viva Dynamics CRM! PS. Love your screenshots. It would be nice to create a SHO Guide script to guide your readers step-by-step. Cheers, Dan

  2. Frank says:

    Glad that you enjoyed the article Dan and hope that this bulk email blast approach will help with your sales/marketing process. Cheers.

  3. Sari says:

    Hi… do this work also in Campaign mailings? As we are having trouble to produce reasonable looking invitations/reminders in Event Management Accelator. Mail-merge with word forces emails to be send user\’s email and can\’t be selected another sender, it though makes easier to make fairly good looking html-emails.

  4. Paul Talbot says:

    Is there a settings for batch size and wait time that will set the number of emails sent at one time and the time to wait before the next batch is sent. I understand that sending hundreds of emails all at once can lead to them being designated as spam or being blocked.

  5. There is not such setting. It is controlled by either the Email Router or your Outlook profile setup.

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