Q. How to create Email Templates in Dynamics 365 | Power platform?
You can go through the steps of how to create an Email Template in Microsoft Dynamics 365 and apply it in the below video:
Email templates in Dynamics 365 are pre-designed email messages that can be created and saved for later use. They are designed to save time and streamline communication by allowing users to quickly create and send consistent, personalized emails.
Creating email templates in Dynamics 365 is easy. Scroll down to see the steps in detail with snapshots. Here's how to do it:
Go to Advance setting and click on Templates under Setting→ Business
Go to the "Email Templates" section
Click on "New" to create a new email template.
Give your template a name and select the "Email" option.
Choose a subject line for your email template.
Write the body of your email message, using placeholders to personalize the message for each recipient.
Save your email template.
Once you have created your email template, you can use it to send emails directly from Dynamics 365. To do this, simply open the email template, select the recipient or recipients, and click "Send".
There are several advantages to using email templates in Dynamics 365, including:
Consistency: Email templates ensure that your communications are consistent, with the same branding and messaging across all emails your organization sends.
Time-saving: With email templates, you can save time by eliminating the need to write each email from scratch. Instead, you can use pre-designed templates and modify them as needed.
Personalization: Email templates can be personalized using placeholders to include information specific to each recipient, making your emails more relevant and engaging.
Professionalism: Email templates can help ensure that your emails are professional- looking and free of errors, improving your brand's reputation.
Automation: Email templates can be used for automated emails, such as welcome messages or follow-up emails, freeing up your time to focus on other tasks.
Tracking: Dynamics 365 allows you to track the performance of your email templates, such as open rates and click-through rates, enabling you to optimize your email communication over time.
While there are several advantages to using email templates in Dynamics 365, there are also some limitations and disadvantages to be aware of, including:
Limited customization: The customization options for email templates in Dynamics 365 are limited, which means that you may not be able to create highly personalized emails.
Inability to merge fields: Dynamics 365 does not allow users to merge fields from related entities into email templates, which can make it difficult to create dynamic and customized emails.
Limited formatting options: The formatting options for email templates in Dynamics 365 are limited, which means that you may not be able to create emails with complex layouts or designs.
Inability to preview templates: Dynamics 365 does not provide a preview option for email templates, which can make it difficult to check how the template will appear to the recipient.
Risk of sounding impersonal: If you use the same email template for all your recipients without making any modifications, it can make your emails sound impersonal and generic.
Risk of being marked as spam: If you use email templates too frequently, or if your email templates are too promotional or sales-oriented, it can increase the likelihood of your emails being marked as spam.
Steps to create Email Templates in Dynamics 365-
1. Log in to Dynamics 365 and go to ‘Settings’ and click on ‘Advance setting’
2. Click on ‘Templates’ under Business
3. Click on ‘Email Templates’
4. Click on ‘New Button’ to create a new email templates
5. Select the template type. You can choose the related entity if you want to create a template for that entity or you can select global for any of your custom entities.
6. Now the email template designer interface will open. You can fill in the details like Name, Language, and description.
Note- If you select Individual in Permission level then only you will be able to access the template which you create. If you select Organization then anyone inside the organization will be able to use that template
7. Click on the “Insert dynamic text” button to enter the specific field that you want to put in the email template e.g. First Name, Job Title, Email, Revenue, etc.
8. Select the entity under the “Record type” and field from the right side. You can add as many fields as you want by clicking on the “Add data field” button. Click on the insert button once done.
9. Once you have inserted the field, click on the save button and the field will be highlighted like below.
10. Click on the Save and Close button once your template is complete.
11. Go to Dynamics 365 and open any Account record.
12. Click on the ‘Related’ dropdown and click on ‘Activities’.
13. Click on New Activity and select Email.
14. Click on the Insert Template button from the command bar
15. Select the template from the options you’ve created and click Apply template. The template will be applied and you will be able to see the template in the body part of the email.
16. You can also add files in the template. To do this just click on the attach file button from the command bar and select your file.
17. You can also add images to the template. To do this, click the image icon above the text box and select your image.
And click ok
18. Once you have selected then it’ll be added to your template like below
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