Using Marketing Lists. Microsoft Microsoft Dynamics CRM for Outlook, Microsoft Dynamics CRM 4.0

Using Marketing Lists

Creating and Managing Marketing Lists

In Microsoft Dynamics CRM, marketing lists are groups of accounts, contacts, or leads filtered by criteria that you specify. You can associate marketing lists with campaigns, create quick campaigns for the records in one or more marketing lists, and export marketing lists to Microsoft Office Excel.

Note

Marketing lists can contain only one type of record, such as accounts, contacts, or leads.

Adding members to marketing lists

There are several ways you can add members to a marketing list:

Look up. Add members individually or as a group using the Lookup feature. For example, find and add a specific contact, or add all contacts.

Advanced Find. Add members that match an Advanced Find query. For example, find and add only contacts with addresses in California, Oregon, and Washington.

Import. Add members when you import accounts, contacts, or leads from an external file. For example, a list of leads from a telesales vendor saved in a Microsoft Office Excel workbook.

Qualifying marketing list members

After you create a marketing list and add members to it, you can further qualify list members and remove members that do not match specific criteria:

Remove members that match an Advanced Find query. For example, find and remove all leads older than two years.

Remove members that do not

match an Advanced Find query. For example, keep only the accounts with no activity in the last six months and remove all others.

Managing marketing lists

In addition to adding marketing lists to campaigns and managing the members of a marketing list, you can also manage the lists themselves:

Delete marketing lists you no longer need. Deleting a marketing list does not remove the accounts, contacts, or leads that were in that list.

Merge marketing lists. By copying members of one marketing list to another list, you can merge the two lists.

Activate or deactivate a marketing list. Inactive marketing lists do not appear in the default view for marketing lists. After you have deactivated a marketing list, you can activate it again if you need to.

Work with Marketing Lists

Marketing lists are lists of accounts, contacts, or leads that match a specific set of criteria.

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Create or edit a marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. On the Actions toolbar, click New, or open the marketing list that you want to edit.

3. On the General tab, you must enter information in the following boxes:

Name

Member type

Enter any other information that you have for the list. If you want to prevent members from being added or removed from the list, set Locked to Yes.

Notes

4. On the Notes tab, click Click here to enter a new note and add any other information that applies to your marketing list.

5. Click Save or Save and Close.

After you create a marketing list, you cannot change the member type.

After you create an empty marketing list, you must add marketing list members before you can use the list.

In Cost, you must enter a value with commas and decimal points only. Do not enter a currency symbol.

Activate a marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

Before you can use a marketing list, you must activate it. After the list is activated, you can add or remove members, attach a file, create a follow up activity, use the list in a quick campaign, and add the list to a campaign.

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. Select the list you want to activate.

3. On the Actions toolbar, click More Actions, click Activate, and then click OK.

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Add members to a marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. Open the marketing list to which you want to add members.

3. Under Details, click Marketing List Members.

4. On the Actions toolbar, click Manage Members.

5. In the Manage Members dialog box, click one of the following options, and then click OK:

Use Lookup to add members a. In the Search for records box, type the first few letters of the name of the record to narrow your search, and then click the Find button . b. In the list of records, click a record to select it, click the Add Selected Records button add the record to the Selected records list, and then click OK.

to

Use Advanced Find to add members a. Select options to search for list members, and then click Find. More information: Find Things b. To add all the records to the marketing list, click Add all the members returned by the

search to the marketing list, and then click Add to Marketing List. c. To add only some records to the list, select the records that you want, click Add only the

selected members to the marketing list, and then click Add to Marketing List.

7. Click Save or Save and Close.

Tip

You can also add members to a marketing list from the Sales area. To do this, in the Navigation Pane, click Sales, and then click Accounts, Contacts, or Leads. Next, select the records you want to add to a marketing list, and on the

Actions toolbar, click More Actions, and then click Add to Marketing List. Locate and select the marketing list you want to add the records to and then click OK. If necessary, you can create a new marketing list from the Look Up

Records dialog box.

Note

Based on the type of list to which you are adding records, a member can be an account, contact, or lead. For example, if you open a leads list, you can add new leads to the member list, but you cannot add accounts or contacts.

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Add members from one marketing list to another marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. Open the marketing list from which you want to add members to another list.

3. Under Details, click Marketing List Members.

4. In the list of members, select the member you want to add to another list.

5. On the Actions toolbar, click More Actions, and then click Add to Another Marketing List.

6. In the Look Up Records dialog box, in the Look for box, type the information you are looking for, and then click the Find button .

7. Select the list you want to add the member to and click OK.

8. When the confirmation message appears, click OK.

9. Click Save or Save and Close.

Merge marketing lists

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. From the list, select the marketing list that contains the accounts, contacts, or leads that you want to merge into another marketing list.

3. On the Actions toolbar, on the More Actions menu, click Copy to.

4. In the Look Up Records dialog box, select the marketing list you want to merge members into, and then click OK.

Important

When you copy marketing list members, the marketing lists must both contain the same record type, such as all accounts or all contacts.

5. When the confirmation message appears, click OK.

6. Click Save or Save and Close.

Important

When you copy marketing list members, the marketing lists must both contain the same record type, such as all accounts or all contacts.

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Remove members from a marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. Open the marketing list from which you want to remove members.

3. Under Details, click Marketing List Members.

4. In the marketing list, select the records you want to remove:

Select several records by pressing the CTRL key while you click each record.

Select a sequence of records by clicking the first record that you want, and then press the

SHIFT key while you select the last record that you want.

Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.

Tip

By default, the Microsoft Dynamics CRM Web application displays 50 records per page. You can increase the number of records displayed and thereby increase the number of records you can select at one time. To display up to a maximum of 250 records per page:

4. On the Tools menu, click Options.

5. On the General tab, in the Records Per Page list, select the number of records to display per page.

6. Click OK.

This changes the number of items that is displayed for all lists, which may slow response time when you switch record types. Therefore, you might want to set it back to a smaller number when you are done with this bulk action.

On the Actions toolbar, click More Actions, and then click Remove from Marketing List.

When the confirmation message appears, click OK.

Click Save or Save and Close.

Evaluate and remove members in a marketing list

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

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2. Open the marketing list to which you want to remove members.

3. Under Details, click Marketing List Members.

4. On the Actions toolbar, click Manage Members.

5. In the Manage Members dialog box, click one of the following options, and then click OK:

Use Advanced Find to remove members a. Select options to search for list members that you want to remove from your list, and then click

Find. More information: Find Things b. To remove all the records returned to the list, click Remove all the members returned by the

search from the marketing list, and then click Remove from Marketing List. c. To remove just the selected records from the list, select the records you want to remove, click

Remove only the selected members from the marketing list, and then click Remove from

Marketing List.

Use Advanced Find to evaluate members a. Select options to search for and locate list members that you want to keep on your list, and then click Find. More information: Find Things b. To keep all the records returned to the list, click Keep all the members returned by search in

the marketing list, and then click Update Marketing List. c. To keep just the selected records from the list, select the records you want to keep, click Keep

only the selected members in the marketing list, and then click Update Marketing List.

7. Click Save or Save and Close.

Qualify or convert multiple records at once

Can I do this task?

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Sales Permissions

If you need to disqualify a group of leads or if you decide a group of leads are all good, you do not have to process them one by one. Instead, put the leads into a marketing list, and then disqualify the whole group or qualify them by converting the whole group into accounts, contacts, or opportunities all in one step.

1. Create a new marketing list. a. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists. b. On the Actions toolbar, click New. c. In the Name box, type a name for the list, and in the Member type box, select Lead. d. Click Save.

2. Under Details, click Marketing List Members.

3. On the Actions toolbar, click Manage Members.

4. In the Manage Members dialog box, click Use Advanced Find to add members, and then click

OK.

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5. Create a query to find the list of leads to disqualify or convert. a. From the Use Saved View list, select My Open Leads. b. Add any additional criteria you need to the query.

Tip

If this query is one that you will use again, click Save As, and specify a name for the query.

6. To see the records, click Find.

7. Select one of the option buttons at the bottom of the window either to add all the leads returned by the search to the list or to add only selected leads to the list, and then click Add to Marketing

List.

8. In the marketing list, select multiple lead records:

Select several records by pressing the CTRL key while you click each record.

Select a sequence of records by clicking the first record that you want, and then press the

SHIFT key while you select the last record that you want.

Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.

Tip

By default, the Microsoft Dynamics CRM Web application displays 50 records per page. You can increase the number of records displayed and thereby increase the number of records you can select at one time. To display up to a maximum of 250 records per page:

4. On the Tools menu, click Options.

5. On the General tab, in the Records Per Page list, select the number of records to display per page.

6. Click OK.

This changes the number of items that is displayed for all lists, which may slow response time when you switch record types. Therefore, you might want to set it back to a smaller number when you are done with this bulk action.

Lead.

After you select the leads you want to convert, on the More Actions menu, click Convert

In the Convert Lead dialog box, disqualify the leads, or select the record types to convert the leads to, and then click OK. The leads will still appear on your marketing list, but will no longer appear in your My Open Leads view.

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Change the columns displayed for marketing list members

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

Although you cannot change the default view for marketing list members, you can create your own views with the columns you need, and export these views to Microsoft Office Excel if you need them for printing mailing labels or creating call lists.

1. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists.

2. Open a marketing list.

3. Under Details, click Marketing List Members.

4. On the Actions toolbar, click Manage Members.

5. In the Manage Members dialog box, click Use Advanced Find to evaluate members.

6. On the Standard toolbar, click Edit Columns, and then in the Common Tasks area, click Add

Columns.

7. Select the columns to add, and then click OK twice.

8. In the lower right corner of the window, click Find.

Tip

If you save the Advanced Find view to use later, to return to it from any marketing list, click Manage Members. When you select to add, remove, or evaluate members, you can select the saved view from the View list.

Create a quick campaign

Can I do this task?

This task requires permissions that are found in all default marketing security roles. More information about specific permissions and performing this task while offline: Marketing Permissions

You can use quick campaigns to create one type of activity for many accounts, contacts, or leads at once.

1. Select the records or list you want to run a quick campaign on, and then start the Create Quick

Campaign Wizard.

From a list of records, including the results of a search You can run a quick campaign from any list of accounts, contacts, or leads. a. Select the record or records for which you want to create a quick campaign. If you want to include all records on the current page or all records on all pages, then skip this step. b. On the Actions toolbar, click Create Quick Campaign , and then click one of the following:

For Selected Records

Select this option if you have selected one or more records in the list.

For All Records on Current Page

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Select this option to include all records on the page for the quick campaign activity.

For All Records on All Pages

Select this option to include all records on all pages for the quick campaign activity.

From the Marketing Lists list You can run a quick campaign on one or more marketing lists in the Marketing

Lists list. a. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists. b. Select the marketing list or marketing lists for which you want to create a quick campaign. c. On the Actions toolbar, click Create Quick Campaign, and then click For Selected Records.

From a marketing list You can run a quick campaign on the accounts, contacts, or leads in any marketing list. a. In the Navigation Pane, click Marketing or Sales, and then click Marketing Lists. b. Double-click the marketing list for which you want to create a quick campaign. c. On the Actions toolbar, click Create Quick Campaign.

Notes

4. In the Create Quick Campaign Wizard, follow the instructions to create the quick campaign.

You cannot add additional records to a quick campaign after you have created it.

In the Create Quick Campaign Wizard, you can select who you want Microsoft Dynamics CRM to assign the activity to and whether Microsoft Dynamics CRM should perform the activity automatically for appropriate activities (such as sending e-mail messages). This choice affects who can see and take action on an activity. For example, if you were creating a phone call activity for all of the sales representatives, you could select the phone call activity, and then select The owners of the

records that are included in the quick campaign. Each sales representative could then see the activity and take action on it. However, if you were creating a large number of e-mail activities that

Microsoft Dynamics CRM would perform automatically, you could assign the e-mail activity to yourself instead of the record owners.

Whether or not some activities are performed automatically depends on an option available to users who have the Organization Settings Write privilege. More information: Manage System Settings

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