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Do you find yourself drafting the same email over and over again as you work to gather client data needed for your business processes? Do you go searching for a sent email to copy and paste text from? I’ts easy to create an email template in CRM 2011 to use over and over again to save you time when completing your daily tasks.

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In CRM, go to Settings/Templates/Email Templates

Create an Email Template in CRM 2011

Click on New

Create an Email Template in CRM 2011

Select the Template Type. This will determine what entity the email applies to:

Create an Email Template in CRM 2011

Add the nuts and bolts of your email:

Title = Name of the Template

Description = Description of what template is used for

Subject = Actual subject line of the email created

Create an Email Template in CRM 2011

In the body of the email, you can add merge fields to pull data directly from CRM:

Create an Email Template in CRM 2011

To add a merge field:

Click on Insert/Update

Create an Email Template in CRM 2011

Select the data field values by clicking on ADD and choosing your fields

Create an Email Template in CRM 2011

Select the Record type that the field is related to and then the field:

Create an Email Template in CRM 2011

You can add Default Text to be filled if there is no data to be merged:

Create an Email Template in CRM 2011

Once the template has been saved, you can also add attachments to be sent with the email by clicking on New E-Mail Attachment and selecting your attachment.

Create an Email Template in CRM 2011

Save and close the template and you are ready to go!

You can now use the template and send an email directly from a record in CRM.

Open the record, choose Add/Email then in the email choose Include/Insert Template and select the template:

Create an Email Template in CRM 2011

Create an Email Template in CRM 2011

Create an Email Template in CRM 2011

The merge fields will be auto-filled and you are ready to send the email without having the recreate the wheel each time.

Create an Email Template in CRM 2011

Happy CRM’ing

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JoeCRM

Joe CRM is a CRM superhero who runs on pure Microsoft Dynamics CRM adrenaline. As the face of PowerObjects, Joe CRM’s mission is to reveal innovative ways to use Dynamics CRM and bring the application to more businesses and organizations around the world.