Email Templates v. Mail Merge Templates: What’s the Difference?


A question came up recently about email versus mail merge templates – when do you use one over the other?  What are the advantages and disadvantages of each?  In response, I put together a quick grid comparison of different features:

Feature Email Template Mail Merge Template

Insert merge fields

X X
Insert custom attribute lookup fields   X

Are available to send in bulk

X X

Preview before sending in bulk

  X

Edit before sending in bulk

  X

Place content in the body of an email

X X

Respect do not contact rules

X X

Create personal or organization-wide template

X X

Can be used in workflow

X  

Can be created globally for use across multiple entities

X  

Can be created for custom entities

  X

Requires the Outlook client to create template

  X

Enjoy.

Comments (6)

  1. A question came up recently about email versus mail merge templates – when do you use one over the other

  2. waynekwal says:

    The last one about requiring the Outlook Client for Mail Merges isn’t quite true.

    You can work around it in the web interface by uploading the raw document you want to customize, then use the Edit function to open up the Mail Merge document.  Once you have it and you have set all the data fields where you want, save that document back to your computer.  Go back to the Mail Merge Template in CRM and remove the document you just uploaded.  Then upload the EDITED document with all the fields in its place.  There you go, fully functional Mail Merge document without the Outlook client.

  3. Often times I will get asked about options for sending bulk email with attachments from CRM Online. 

  4. The following post is a guest blog written by CRM MVP Jim Steger of Sonoma Partners . He is also the

  5. last says:

    The last one about requiring the Outlook Client for Mail Merges isn't quite true.

    You can work around it in the web interface by uploading the raw document you want to customize, then use the Edit function to open up the Mail Merge document.  Once you have it and you have set all the data fields where you want, save that document back to your computer.  Go back to the Mail Merge Template in CRM and remove the document you just uploaded.  Then upload the EDITED document with all the fields in its place.  There you go, fully functional Mail Merge document without the Outlook client.