Creating New Mail Merge Templates

  1. Open a new blank document in Microsoft Word 2002, 2003, or 2007.
  2. Use Word to compose the document so it contains the text, data, and formatting your users require.
  3. Locate the text or data variables in your Word document that will change each time the template is used. For example, in the salutation “Dear Bob,” “Bob” is a variable because it will change when the letter is sent to a different person.
  4. Replace each variable with the appropriate Salesforce merge field.
  • If you have Connect for Office, you can use Word integration to insert merge fields quickly.
  • If you do not have Connect for Office:

A. Place your cursor where you want to insert a merge field.

B. In Word 2003 and earlier, select Insert and then Field from the Word menu bar. In Word 2007, select the Insert tab on the Ribbon, click Quick Parts in the Text group, and then click Field.

C. Select Mail Merge in the Categories drop-down list.

D. Select MergeField in the Field names box.

E. In the Field Properties area of the Field name box, manually enter the valid Salesforce merge field, such as Opportunity_LineItem_ProductName.

F. Click OK.

5. Save your Word document.

6. Proceed to Uploading Mail Merge Templates to Salesforce.


For best results:

  • Do not configure mail merge templates as “protected” or “restricted access” in Microsoft Word. Please refer to Word's help for information about protected Word documents. (In Word, press F1 to open help.)
  • Do not connect mail merge templates to external data sources such as Excel worksheets or Access databases. Please refer to Word's help for information about restoring mail merge documents to what Word calls “normal Word documents.”

For details on how to set up your template with these tips in mind, refer to Guidelines for Uploading Mail Merge Templates.