One of the most common questions we receive here at PowerObjects is "How Can I Send An Email To all CRM Users?" In some other CRM systems you may be relegated to manually typing email addresses into an email form. This may be an adequate solution for a deployment with less than 10 users, but what if you have 200 users? This process would quickly become tedious and time consuming. Fortunately, with Microsoft Dynamics CRM 4.0, we have a number of methods we can use to achieve this.

One Time, One-Off Email to All CRM Users

First, we will want to create a new email activity. There a number of ways to do this obviously, but I chose to use the 'New Activity' drop down menu on the main upper toolbar.

Now, we want to select who we are going to send the email to. Click the look-up icon on the email form's 'To' box to select the users we want to send to.

We want to change the lookup dialog away from the default 'Account' and enter 'Users' as our Look For entity. Once we have 'Users' selected in the 'Look For' box, we will want to click the magnifying glass icon to display the list of all our current users.

A list of all the users in the system will display for us. Rather than going through this entire list and manually double clicking each name to add them as a recipient, we have a shortcut which we can use. We will want to click on the FIRST name in the list to select it, and then simply SHIFT + CLICK the last name in the list to select ALL the users in the list. Once all of our users are highlighted in blue, we will click the 'Right Arrow' button to move them into the recipient list.

Our Email 'To' box will now be populated with all of our enabled users in the system. We may now type our message as normal. When the email is finished, we will click 'Send Email' rather than Save or Save as Completed.

In Our next blog post we will discuss the under-utilized 'Annoucements' entity and how we can use it to spread important, organization wide news and memos.

Stay Tuned!