Create and send an e-mail activity in the Web application

Can I do this task?

You can create and send e-mail activities from Microsoft Dynamics CRM Online from the Activities area. E-mail messages sent from Microsoft Dynamics CRM Online do not appear in the Microsoft Dynamics CRM Online mail folders in Outlook.

1. Start Microsoft Dynamics CRM Online Microsoft Dynamics CRM 4.0.
2. In the Navigation Pane, click Workplace, and then click Activities.
3. On the Actions toolbar, click New.
4. In the New Activity dialog box, click E-mail, and then click OK.
5. On the E-mail tab, you must enter the following information.
   • From

     Locate and select the sender's name.

   • To

     Locate and select one or more recipients. You can select a record from a filtered list in the Form Assistant pane A search pane that displays a list of filtered records. The records displayed are determined by which field that you are in and what data that you enter. In some areas of Microsoft Dynamics CRM Online, you can also create a follow-up activity from the Form Assistant pane pane. Using the Form Assistant pane is an alternative to using the Look Up Records dialog box., or you can click the Lookup button to search for other records.

   • Subject

     Type a subject for your e-mail message.

   • Duration

     This field is not required, but if you are tracking the amount of time spent on cases, and this message is related to a case, enter the amount of time spent on this message.

   • Due

     If you are not sending your e-mail message immediately, enter a date to complete and send the message. The message is not sent automatically.

   • Enter any additional information you want. Use the Formatting toolbar

     You cannot enter HTML tags or insert images into the body text of the message.

   Tip

   • You can copy and paste content from Microsoft Office Word. This lets you take advantage of features such as spelling check and some text formatting. If your text is double-spaced, you can press SHIFT+ENTER to single-space lines of text.
   • You can include an image if the file is hosted on a public Web site. Use the copy and paste feature of Microsoft Internet Explorer to include a link to the image in the message. The image is displayed as long as the receipient has access to the Web site.

You can also attach an article, template, or file to an e-mail activity.

To attach an article

To attach an e-mail template

To attach a file

1. To send the message immediately, click Send.

   The message is sent and the new closed activity appears in the History area with an assigned message number appended to the Subject column and the date sent in the Actual End column.

   - OR -

   To send the message at a later time, click Save and Close. The new draft activity appears in the Activities area. You can delete draft messages.

   To send the message, in the list of activities, open the e-mail activity, and click Send.

Important

After you save your e-mail message as a Microsoft Dynamics CRM Online e-mail activity, the saved message can be accessed by anyone who has access to your activities in Microsoft Dynamics CRM Online.

Notes

• You can view the sent date of an e-mail message on the Activities list. The Actual End Date is the date the message was sent and closed.
• You can forward or reply to an e-mail activity, but you cannot resend it.

To reply to only the original sender, on the Actions toolbar, click Reply.

To reply to the original sender and to send copies to everyone who originally received the message, click Reply All.

To forward the e-mail activity to new recipients, click Forward, and then select new recipients.

• 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.