Dynamics Community Forum Thread Details

I am in the process of converting our current Word templates we have saved in a different system to templates in Dynamics 365. When I create a new Dynamics 365 template is created, the template appears to be based on a nomal.dotm which is not the same as the one that I have saved on my computer. This is an issue because we are trying to copy and paste the content of our current templates to the newly created template document and when I paste the content the formatting changes the layout of the template. I have tried all of the different options when it comes to pasting and none of those work. The current templates contain tables, specific page layout formatting and font sizes and would be tremendously time consuming to recreate.

So my question is this, where is the normal.dotm file used by Dynamics 365 to create templates located so I can update the formatting of that template to reflect the same formatting we have for all of our documents and templates.

Categories:

Dynamics 365 general

Power Platform integration

Hello GG-12042113-0,

You've hit a common frustration when working with Dynamics 365 Word templates and pre-existing formatting! Unfortunately, you cannot directly access or modify the normal.dotm file that Dynamics 365 uses server-side when generating new Word templates.

Here's why and what you can do instead:

Why You Can't Access the Server-Side normal.dotm:

Server-Side Processing: Dynamics 365 template generation happens on the Dynamics 365 server, not on your local machine. The normal.dotm file it uses is part of the Dynamics 365 service infrastructure, which you don't have direct file system access to for security and stability reasons.
Managed Service: Dynamics 365 is a managed service (especially the online version), and the underlying server configurations are handled by Microsoft.

How to Preserve Your Existing Template Formatting:

Since you can't change the server's normal.dotm, the best approach is to bring your desired formatting into the Dynamics 365 template itself when you create it. Here's a recommended workflow:

Start with a "Blank" Dynamics 365 Template:
- When you create a new Word template in Dynamics 365 (via Settings > Templates > Document Templates > New), start with the initial blank document that is generated.

Open Your Existing "Master" Template:
- Open one of your existing Word templates (the one with the formatting you want to preserve) on your local computer. This will act as your source for the desired styles and layout.

Copy Formatting from Your Existing Template to the Dynamics 365 Template:
- Copy and Paste with "Keep Source Formatting": This is the most direct approach, but as you've mentioned, it's not working perfectly for you. However, let's ensure you're trying it correctly:
  - In your existing template, select the content you want to copy (including tables, paragraphs with specific formatting, etc.).
  - Press Ctrl+C (or Cmd+C on Mac) to copy.
  - In your newly created (blank) Dynamics 365 template, place your cursor where you want to paste.
  - Try using the "Keep Source Formatting" paste option. In Word, this is usually found in the Paste Options dropdown (the little arrow below the Paste button in the Home tab). It might be represented by an icon that looks like a clipboard with an "A" on it.
- Copy Styles: If direct content pasting isn't working well, try copying the styles from your existing template to the Dynamics 365 template:
  - In your existing template:
    - Go to the Home tab.
    - In the Styles group, click the dialog box launcher (the small arrow in the bottom right corner). This will open the Styles pane.
    - Click the Manage Styles button at the bottom of the Styles pane (it looks like an "A" with a checkmark).
    - In the Manage Styles dialog, click the Import/Export... button.
    - In the Organizer dialog, the left side should show the styles in your current template. Close the right side (Normal.dotm) by clicking Close File.
    - Click Open File... on the right side and navigate to your newly created (blank) Dynamics 365 template file, select it, and click Open.
    - Now, select all the styles in the left pane (your existing template) and click the Copy >> button to copy them to the right pane (your Dynamics 365 template). You might be prompted if styles with the same name exist; choose to update them.
    - Click Close on both the Organizer and Manage Styles dialogs.
  - After copying styles: Now, try copying and pasting the content from your existing templates into the Dynamics 365 template. With the styles now available, the content should retain its original formatting better.
- Using a Template as a Base (Less Direct for Existing Content):
  - You could potentially try saving your existing template as a .dotx (Word Template) file.
  - When creating a new document locally (outside of Dynamics 365 initially), you could base it on this .dotx file.
  - Then, copy the content from your other existing templates into this new document.
  - Finally, upload this document as your Dynamics 365 Word template. This might carry over more of the base formatting.

Address Page Layout Separately:
- Page Size, Margins, Orientation: In your newly created Dynamics 365 template, go to the Layout tab (or Page Layout in older versions of Word). Configure the Size, Margins, and Orientation to match your existing templates. These settings are usually preserved within the document itself.

Address Font Sizes Directly:
- Ensure the styles you copied (or applied manually) in your Dynamics 365 template have the correct font sizes defined. You can modify the styles in the Home tab > Styles group > dialog box launcher. Right-click on a style and select Modify... to adjust its font properties.

Recreate Tables Carefully:
- Copying and pasting tables can sometimes be problematic with formatting. If you encounter issues, you might need to recreate the table structure in the Dynamics 365 template and then copy the data into it. Pay close attention to table styles and cell formatting.

Important Considerations for Dynamics 365 Templates:

Data Mapping: Remember that the primary purpose of Dynamics 365 Word templates is to dynamically insert data from your CRM records. Ensure that after you've established the formatting, you correctly add the Dynamics 365 data fields (using the Developer tab > XML Mapping Pane).
Testing: Thoroughly test your generated templates with various Dynamics 365 records to ensure the formatting and data merge correctly.
Consistency: Aim to establish a consistent set of styles in your "master" template and then apply those styles to your Dynamics 365 templates. This will make future updates and maintenance easier.

In summary, you cannot directly modify the server-side normal.dotm used by Dynamics 365. The solution is to bring the desired formatting from your existing templates into the new Dynamics 365 templates by carefully copying content, styles, and manually configuring page layout and font properties within the template document itself. Focus on the "Copy Styles" method as it often provides the most reliable way to transfer formatting.

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Regards,

Daivat Vartak