How to Create Email Templates in Microsoft Dynamics 365

Creating email templates for your Microsoft Dynamics 365 environment saves you a lot of time.

This prevents you from having to re-create multiple email messages and helps you forgo redundant tasks.

Email templates contain prefilled customer and account data specified by you, the user, so you don’t have to re-enter the same information for every message you want to send.

Email templates are attached to an email after an activity is created. Each email activity, typically, has its own email type. Microsoft’s example is for an email activity created from a case record you would use a case email template.

Global and organizational templates are also available for use.

Microsoft has a set of simple steps to create an email template in your Microsoft Dynamics 365 environment.
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1. First, ensure you have the System Admin security role or equivalent permissions in your Microsoft Dynamics 365 environment.

To check your security role and permissions, follow these steps:

1. Navigate to the upper-right corner of your screen once logged into Microsoft Dynamics 365
2. Click “Settings” > “Options”
3. Scroll down to “Set Personal Options” and click “View your user information”
4. On the Navigation bar, click the down arrow located next to your name, and then click “Security Roles”

If you don’t have the right permissions, but need them, contact your system admin to give you access.

2. Go to “Settings” > “Templates”

3. Click “Email Templates”

4. On your Actions toolbar, click “New”

5. In your Email Template Type box, in your “Template Type” list, click the type, and then click “OK”

6. On your “Email Tmeplates” form, enter your Title and Subject

7. You can come up with a description for this template. It is not visible to recipients of your message.

8. Type the text you want to send in this message. Use your formatting toolbar to edit.

9. To insert data, click on “Insert/Update”, and then click on “Data Field Values” box, and click “Add”

10. In your “Add Data Value” box, click on the “Record type” and “Field,” and then click “OK”

11. Click “OK” again to insert your data

12. To enter the customers’ first and last names, you will have to repeat the three data-insertion steps, Microsoft says. First and last names are separate data values.

13. Click “Save” or “Save and Close”

Do you need help navigating your Microsoft Dynamics 365 environment? Let our CRM Support Team help you resolve ongoing concerns and issues.

Learn more about our support service offerings here.

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