Using Mail Merge in the web client

You can perform a mail merge output to file or email in the application Web client. Each output type supports a different type of template. Output to file uses Word-based templates that are also used in application Mail Merge for Microsoft Word. Selecting a Word email template saves the file locally. It is not possible to email a Word template from the Web Client. Performing an email mail merge with a Word template is only supported in Microsoft Word. Output to email uses email templates that are created and managed in the Web Client. See Working with word templates,Working with Web email templates.
Note: The administrator must configure the Office Profile Email Setup options for users to be able to output a mail merge to Email. Mail Merge email messages are sent from the email address defined by the administrator.

To use Mail Merge in the web client:

  1. Click Mail Merge from the Compose menu. The Mail Merge window is displayed. In the Mail Merge window, on the Merge With tab, select your merge options. See Setting Merge With options for web client Mail Merges.
    Note: You can also:
    • Select Mail Merge from the Task Pane on the detail view of Contact, Account, Opportunity, Quote, Sales Order, Contract, Return, Tickets, or Lead.
    • On a supported list view, press the CTRL or SHIFT key and select one or more leads or contacts, or other records with related contacts that you require to merge with. In the Task Pane, click Mail Merge. If you do not select any records, all the records in the group are considered. If you click Yes, all the group records are selected. This option is available in the Contact, Account, Opportunity, Quote, Sales Order, Contract, Return, Tickets, and Lead detail views.
    Note: The administrator can define a maximum number of records that can be included in a mail merge. If the number of records exceeds that number, the merge is only be performed on the maximum number of records.

    The Mail Merge window is displayed with the Merge Options tab selected.

  2. Click the Merge Options tab.
  3. Specify this information:
    Output Type
    The output type for the merged documents. To use this option, you must have installed and configured an email provider. After the merge completes, the merge email messages are sent from your email provider.

    Possible values

    File
    You can use the Select a Template window to select a template. See Selecting a Word template.
    Select Address
    The address type to be used for address merge fields. Possible options:
    • Primary
    • Mailing
    • Shipping
    Email
    You can use the Select a Template window to select a web email template. Selecting output to email creates a separate email message is created for each contact or lead with merged content from the selected template and information for each contact or lead. After the merge completes, the merged email messages will be sent from your email provider. See Selecting a web Email template
    Subject
    The text to be displayed in the email message Subject.
    • Send emails to the contact/lead email address
      • Select this option to indicate if the email messages must be sent to the email address defined for each contact or lead.
        Note: If a contact or a lead does not have a defined email address, the record is skipped during the merge and an email message is not created for that contact or lead.
      • Clear this option if you require to specify the recipients. Click in the Recipients, CC, or BCC boxes to type an email address or use the @mention user interface to send to application Teams or Departments. Multiple addresses must be separated by semicolons.
    Primary contact only
    Select this check box to merge with only the primary Contact of an Account or Opportunity. You can clear this check box to merge with all Contacts associated with an Account or Opportunity.
    Note: This check box is displayed only if you select to merge with an Account or an Opportunity.
    Enforce Do Not Solicit
    Select this check box to enforce the related rules because the content of the merged document can contain information that contacts or leads have particularly opted not to receive. Clear the check box only if the merged document does not contain content that contacts or leads have opted not to receive. For example, requested or mandatory information.
    The Do Not Solicit check box is displayed on the Contact and Lead detail views.
    Attach merged document to each record
    To attach the correspondence to each record's Attachments tab, select Attach merged document to each record. The merged file is attached to each lead or contact, account and if applicable, the in-context entity from the Merge With options or detail or list view from which the mail merge was initiated.
  4. Click the History Options tab to set history options. See Setting history options for Mail Merge
  5. Click the Follow-up Options tab to schedule a follow-up activity. See Setting Follow-Up activity options for Mail Merge
  6. Click OK.
Related topics