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How to create email templates in Dynamics 365

We have to say it, the world is going faster and faster and we have less and less time to write and send emails. According to Forbes magazine, office employees receive around 200 messages every day and take 2.5 hours of their day to answer these emails. Incredible, right? What is even more incredible is to think that your company must produce at least the same amount of emails and the creation of these messages must take a lot of time for your employees. All in all, how much time do we spend writing, sending, reading and answering emails in our days?

But have you noticed, most of those emails have the same structure? Often, only the name and the quantitative data change. Taking the time to create templates can seem to be a time-consuming task, but you will soon realize that the return on investment is pretty interesting.

Aware of your reality, Microsoft has integrated a tool that allows you to create email templates in your Dynamics 365 to help reduce time lost creating those emails. In this blog, I will show you how to create these email templates in your Dynamics 365 CRM.

Before setting up your email templates in Dynamics 365, you have to…

Identify the type of email that you write most often. Make a list of the top 3 types of emails you write the most. I suggest you simply look at the last 50 emails you have sent and compile their subjects. This way, you will target all the type of emails that would have the most value in your email templates.

Where to find and how to use the email template editor in Dynamics 365

The first thing to validate is that you have the necessary security level to create these templates. If you don’t see what I will present to you, make sure to warn the administrators of your Dynamics 365 so they can give you the essential securities to create those email templates.

  • Click on the Parameters tile and select email templates
  • Select Email templates
  • From the Actions toolbar, select New

You probably noticed that there is already a well-stocked list of system templates that Microsoft has created for your organization. You can use these email templates or simply use them as a starting point to inspire your own.

WARNING

I strongly advise you to not modify these templates because you probably don’t know if those emails are linked to automated emails for your business. If you modify these system templates, the integrated email in your automatization will also change. I suggest that you do a copy and paste of the templates you are interested in modifying in Word. That way, the templates already in place won’t be affected and you will be able to create new templates by clicking on the New button, as shown in the image above.

  • Once you have clicked on the New button, a box Type of email templates will appear on the screen. In the list Type of email template, select the option that best defines the role of your template and click OK.

IMPORTANT

If you choose a specific type of record, like a prospect or opportunity, the template will be available only for that type of record. You won’t be able to modify it. To use the same content for another type of record, you must create a new template.

  • Once you have chosen your template type, Dynamics 365 will open the editor of the email Enter a title, a subject and a description that explains the goal of this template. The description can only be viewed by you and the CRM users, it won’t be shown to your recipient.
  • Write your email. You will recognize the interface, which is practically identical to the one we can see in any text editor.
  • You are now at the step to add data fields in your email. This option is really powerful because it allows you to customize each email that you are sending from your template, like the name of the client or quote data in a Dynamics 365 record. Select the button Add/Update and the box Data Field Value, select Add.
  • In the box Add Data Value, select Type of Record, and the Field, then select Ok and for a second time Ok to return to your email editor.

Don’t hesitate to use the Text zone by default to define the text that will be displayed if the record doesn’t have any data for the designated field. For example, you don’t have the last name of your prospect, so you could put the default value of Mr./Ms.

  • Select Save, if you want to continue working on your template, or Save and Close if you are done.

You may notice that the words in the yellow box represent where Dynamics 365 will associate the field value in your email template.

  • It’s easy to add an attached file in your template. Go to the bottom of the email template editor and you will find a section that will allow you to create an attached file simply by clicking on the button Create an Attached File.

Tricks for your email templates in Dynamics 365

Even though you cannot add images or HTML code directly into the emails or the email templates in Dynamics 365, you can use the copy function to copy an image from a website and paste it into your email or template.

It is important to note that the image will be available as long the website is online. In short, if an image is published on a webpage and it contains an URL, the recipient will be able to see it at the reception of the email, if you have added the link of the image to your template.

To include a hyperlink in your email template, type the URL, including the prefix HTTP://, like http://gestisoft.com. Don’t include the comma, period or space after the URL to preserve the integrity of the link. Select the text of the link and click on Make this element a hyperlink.

As you can see, in this blog, we have shown you how to simply create an email template in Dynamics 365. This is only the beginning of a series because in the next blog we will teach you how to integrate this template in automation of Dynamics 365 (your workflow). Stay tuned!

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