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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Where is this email bo...
Small and medium business | Business Central, N...
Answered

Where is this email body template coming from? How can I edit it?

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Posted on by LB-13022115-0 20
When I go to Sales Quote, select a quote in the list, and then click Send by Email in the Print/Send section I get a pop up that is shown below:
 
What I want to know, is where is the content in Message coming from? I want to be able to edit this, and add it to my sales order. When I go to Word Templates, I do not see any template that is creating the sales quote body. I want to find this template, and then edit it to work for the sales order emails. Can someone assist? Thanks in advance.
Categories:
Dynamics 365 Business Central
I have the same question (0)
  • Verified answer
    YUN ZHU Profile Picture
    YUN ZHU 99,086 Super User 2026 Season 1 on at
    You can find it using the following method, then export it in Report Layouts, modify it, and then re-import it.
    PS: Dynamics 365 Business Central: Report Selection for standard documents (Set up default reports)
     
    Thanks.
    ZHU
  • Suggested answer
    Pallavi Phade Profile Picture
    Pallavi Phade 5,420 Super User 2026 Season 1 on at
    Namaste 
     
    There is Email -Setup Configuration feature available in BCE . You can configure 
     
     
    By Default Template is ready by MS 
     
    Above has by-Default Template you can change those  layouts 
    In customer card , you can see snet mails , send -email
    Below is MS Link , which can help you .
     
     
    If you find this answer helpful , please verify the answer 
     
    Regards
    Pallavi Phade
  • Suggested answer
    Sahan Hasitha Profile Picture
    Sahan Hasitha 2,683 on at
    hi 
    try this
     
     
     
    Business Central allows you to send outbound emails directly from the system, such as sales or purchase documents and notifications, without relying on an external mail client. For Business Central Online, Exchange Online is required, while on-premises setups need an app registration in Microsoft Entra ID for authentication. Users must have the EMAIL SETUP permission set and a valid, licensed Exchange Online account. Several connectors are available, including Microsoft 365 (shared mailbox), Current User (using each user’s account), and SMTP. You can assign different email accounts to specific scenarios—for example, sales or purchase documents—and define a default account for general use. Customization options let you set default attachments, use Word layouts for styled email bodies, and manage sender details (Send As or On Behalf). Administrators can also configure limits on email sending volume and monitor logs or telemetry to troubleshoot delivery or authentication issues. This setup ensures flexibility, secure integration, and proper control over how emails are sent from Business Central.
  • Suggested answer
    Chavda Dharmendra Profile Picture
    Chavda Dharmendra 1,000 Super User 2026 Season 1 on at

    Business Central uses Word layouts to generate the email body content.

    For the default Sales Quote Email template, go to Report Selection and set the Usage as Quote

     
     
    From there, click on the Email Body Layout value. You can then export the layout, make your changes, and re-import it. The email body shown when you send a Sales Quote will come directly from this layout.
     
    Thank you
    Dharmendra Chavda
  • Suggested answer
    Ben Baxter Profile Picture
    Ben Baxter 6,918 Super User 2026 Season 1 on at
    Zhu pointed out where the global setting is on "Report Selections - Sales" > Quote.  This will be the default layout selected if nothing exists for a Customer.  However, if your Customer has a different Document Layout defined for the Sales Quote, it will use those settings instead.
     
    To review this, navigate to the Customer Card (can't access from the list), and in the menu select Customer > Document Layouts.
     
    Whatever you define on this will overwrite whatever is defined in the default Report Selections.
     
    Once you know where to define the layout, all you need to do is update your Report Layouts to create your specific email message.  Remember, each email (Quote, Order, Invoice, Shipment) is a different report (different table data), so you have to have an email Report Layout for each, even if you want them all to be the same.
     
    Best Regards,
    Ben Baxter
    Accent Software Inc
  • Suggested answer
    Rishabh Kanaskar Profile Picture
    Rishabh Kanaskar 6,219 Super User 2026 Season 1 on at

    What you are seeing in the Message section of the email popup is not coming from a Word layout, Word layouts only control the attachment (the PDF sales quote you see below).

    Instead, the email body content comes from Report Selections, Sales and uses the Email Body Layout defined for the report you are running (Sales Quote report in this case).

    Here’s how you can find and edit it:

    Steps to Locate and Edit the Email Body Template

    1. Search for “Report Selections - Sales” in the BC search bar.

    2. Locate the entry for Usage = Quote (this is what is used when you send a sales quote by email).

    3. Check the Report ID - this is usually the standard Sales Quote report (1304).

    4. In the Email Body Layout Description field, you can see which layout is being used for the email message body.

    5. Click Layout > Custom Layouts to create or edit a custom layout.

    6. Choose RDLC or Word layout for the email body (not the document itself), edit it, and upload it back.

    Important Notes

    • If no Email Body Layout is defined, BC uses the standard email body you are seeing.

    • You can customize the text, add placeholders (like Customer Name, Quote No., etc.), and save it.

    • Once customized, you can set a similar configuration for Usage = Order to use it for sales orders too.

     

    Thanks

    Rishabh

  • Suggested answer
    Sumit Singh Profile Picture
    Sumit Singh 11,757 Super User 2026 Season 1 on at
    Hi,

    Please check below points, it might be helpful:-
    • Source: Sales Quote email body is driven by Report Selections – Sales (Usage = Quote) > Email Body Layout, not the attachment’s Word/PDF template.
    • Edit: Export/modify/import the Email Body Layout (Custom Layout in RDLC or Word) from that entry.
    • Overrides: Customer-specific Document Layouts can override both the report and the email body for that customer/document type.
    • Per document: Each type (Quote/Order/Invoice/Shipment) needs its own Email Body Layout entry.
    • Check mapping: If using Email Scenarios, ensure the Sales Quote scenario is assigned to the intended report/layout.
    Mark true, “Does this answer your question” if it helps.

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