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.

In CRM, go to Settings/Templates/Email Templates

Create an Email Template in CRM 2011

Click on New

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

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

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

To add a merge field:

Click on Insert/Update

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

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

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

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.

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:

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

Happy CRM’ing

7 Comments on “Create an Email Template in CRM 2011 – It's Quick and Easy

  1. Teresa

    Creating email templates for a custom entity in CRM 2011 is not currently a feature.  A workaround would be to create a Mail Merge.

  2. Tom

    If i choose global when Im creating the template, only the user entity are available when i want to insert/update with fields from the form. In other words, i want to to access the template from Account, but have fields from opportunity in the template.

    1. alexfagundes

      Hi Tom – Correct. Unfortunately temples are not capable of this. But you create a new email from a workflow and from the workflow pull fields from other related entities.

    1. alexfagundes

      Hi Vladimir,
      WIth email templates you can not localize them. HOwever, you can create them in different languages such as welcomeTemplate-English, WelcomeTemplate-Russian. Then via a workflow determine which template to send based on some field in crm such as account owner or business unit. This is a bit more work, but works well.


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