Creating Email Templates in Microsoft Dynamics CRM – Part Two: Advanced Options

In the prior post in this series, we reviewed how to create email templates using Microsoft Dynamics CRM 2013.  In this article, we will cover some advanced features you may want to use when creating email templates in CRM.    

Now that you have learned the basics on how to create an email template, here are few more options to consider:

• Attaching a document to your email

• Formatting your email content

• Using email signatures

• Sharing email templates in your organization

Email attachments
You may find that you often include attachments when you send emails.  For example, you may commonly send a price list or company brochure to a new sales inquiry.  In Microsoft Dynamics CRM, you can include your attachment(s) on your email template, which will save you a step each time you use the template.  From your newly created email template, scroll down below the email text box and you will see an option to add an email attachment.

Click on ‘New Email Attachment.’  In the next window, navigate to the document you wish to attach and click ‘Attach’ then click ‘Close.’

Now you will see your attachment at the bottom of the email template window.  If you would like to have more than one attachment, you simply repeat the process.

Formatting Email Content
In the email template dialogue box, you can do some basic text formatting such as selecting from a few font options, choosing the text alignment (left/center/right) and inserting bullets or numbering.  Keep in mind that due to the nature of HTML (Hyper Text Markup Language), some of your formatting can be lost or changed during email transmission.  Therefore, I recommend that you keep your text as simple and uncomplicated as possible.

Email Signatures
Should you include an email signature in your template?  The answer to that question depends on whether you will be using this template primarily in the web client or via Outlook.  Because I typically use email templates in Outlook, my Outlook email signature will automatically be added to the template when I send it.  Therefore, I do not include an email signature in my templates.  However, if you will use this template with the web client, you will want to add an email signature.  If you will be the only one using the template, you can simply type in the same signature that you use with Outlook.  If the template will be used by multiple users via the web client, you will want to add in mail-merge fields to pull each person’s contact information into the email signature.  (See part one to learn how to add mail-merge fields.)  Here’s an example:

Sharing Email Templates
Finally, we will review how to share an email template with others in your organization.  In the email template dialogue window, select the ‘Actions’ drop down and click, ‘Make Template Available to Organization.’  Now any user in your organization will be able to use this template.

Watch for the final installment in this series where we will cover how to send a group email.  For more tips, subscribe to our email newsletter by sending your contact information to us at info@toplineresults.com.  We look forward to hearing from you!