Dynamics CRM 2011 gives you the ability to send an e-mail message to many recipients. To use this feature of Mail Merge we first need to create a template in MS Word and save it as a XML file.
To create a Mail Merge Template in Dynamics CRM 2011, Click on Settings > Click on Templates > Click on Mail Merge Templates.
Click on New to create a new template. Give it a name with a brief description about the template. Choose associated entity from the drop down list and browse for the saved XML file, attach the file to the template. Click on Save and Close.
You can see the New Event mail merge template is available under active mail merge template view.
Now you can click on Contacts or the contacts associated view and select all applicable contacts you would like to send an e-mail, click on Add tab and then click on Mail Merge.
A new mail merge window will pop up on the screen. Select the E-mail as the mail merge type from the drop down list. You can choose to start the mail merge with a Blank document /Organization mail merge template or Personal mail merge template. As we have already created a Template in MS Word we will select Organization or Personal mail merge template and browse for the saved template and choose from selected records on current page / All records on current page or all records on all pages from the Merge radio button and click OK.
A new window will pop up on screen. You can select Open or Save file.
To start mail merge click on Add-Ins tab or the Mailings tab, depending on the mail merge template you have selected and click on CRM.
It will give you a list of the recipients. Click OK. Now you can go through the template and if required make the necessary changes to it. Once you are done click on Preview Results.
Click on Finish & Merge and select Send E-mail Messages from the drop down list. A new window will open on screen, give a subject to your e-mail and click OK. It will send e-mail to the selected Contacts.