Create or edit an e-mail template

Can I do this task?

An e-mail template A framework for an e-mail message, contract, or article. Templates are used to ensure consistent layouts and content in similar types of documents. is attached to an e-mail message after it is created. The template that can be attached to an e-mail depends on which type of record the template is related to. For example, you can only attach a case e-mail template to an e-mail activity created from a case record. Global templates are available for any record type. You can create personal templates that are available only to you, or organizational templates that are available to anyone in your organization.

You cannot add an attachment to a template. You can either attach files to individual messages after they are created with the template, or save the file to a public Web site and include a Web address in the template.

This feature is not available in Microsoft Dynamics CRM Online for Outlook. Use Microsoft Office Word mail merge templates instead. More information: Create Customer-Ready Documents and Messages

1. Do one of the following.

   To work with organization templates

   • In the Navigation Pane, click Settings, click Templates, and then click E-mail Templates.

   - OR -

   To work with personal templates

   • On the Tools menu, click Options, and then click the E-mail Templates tab.
2. On the Actions toolbar, click New.
3. In the E-Mail Template dialog box, in the Template Type list, select the type, and then click OK.

   Important The template is available only for the selected record type, such as a lead or opportunity. This cannot be changed. To use the same content for another record type, create a new template.

4. On the E-mail Templates form, you must enter the following information.
   • Title

     Enter a meaningful and descriptive title for the template. The title displays in the list of templates.

   • Subject

     Enter the subject of the e-mail message created with this template. This appears as the Subject line in the e-mail message and overwrites the existing text.

5. You can enter a description of the template. This is not displayed to the recipient.
6. Enter the text you want to send in this message. Use the Formatting toolbar to edit the text.

   Tips

   • Although you cannot insert images or HTML directly into Microsoft Dynamics CRM Online e-mail messages or e-mail templates, you can use the copy feature in Internet Explorer to copy an image from a Web site and paste it into the e-mail message or e-mail template. The image is available as long as the Web site is accessible.
   • To include a hyperlink in an e-mail template, type the URL including the http://, for example, http://www.microsoft.com and then press Enter. Do not include a period or comma or a space after the URL, or the link will break. A link is automatically added to the URL and the text is underlined and changed to blue.
   • There is no spelling checker built into Microsoft Dynamics CRM Online. There may be third-party solutions available. For more information, visit Microsoft Dynamics CRM Online Solution Finder.
   • The Formating toolbar has limited fonts and font sizes. However, you can copy and paste content from Microsoft Office Word. This allows you to take advantage of features such as spell checking and some advanced text formatting. To single-space a line of text, at the end of the line press Shift+Enter.
7. To insert data fields to display information such as a customer's name or data from a quote, from Microsoft Dynamics CRM Online records, in the Actions toolbar, click Insert/Update, and then in the Data Field Values dialog box, click Add. In the Add Data Value dialog box, select the Record type and Field and then click OK. Click OK again to insert the data.

   Tip

   Use the Default Text box to define what text is displayed if the record does not have data for the field.

8. Click Save or Save and Close.
9. If necessary, click OK to close the Set Personal Options dialog box.

Notes

• To change a shared template to a personal one or to a shared one, on the template form, on the Actions menu, click Revert to Personal Template or click Make Template Available to Organization.
• If you use an e-mail template as a signature in addition to another template, insert the signature template first, otherwise, the Subject line will be overwritten.
• If you need to back up your templates, or export them for use in a different implementation of Microsoft Dynamics CRM Online, you can export them as part of exporting customizations. More information: Export Customizations and Configurations