How to Convert Personal Email Templates to Organization System Templates in Microsoft Dynamics

Did you know that you can convert personal email templates to organization system templates in Microsoft Dynamics 365?

Email templates in Microsoft Dynamics 365 are attached to an email activity after the activity is created.

If you find that you are creating similar email messages, making templates just makes sense. It’s a huge time-saver. If your email template could benefit multiple team members, or even your entire organization, making it globally available also makes sense.

First, to create an email template, Microsoft advises that you follow these steps:

  1. Ensure that you have the proper security permissions in Microsoft Dynamics 365 create an email template for your organization. You can determine what your security role is by clicking on “View user profile.” If you don’t have the proper permissions, contact your system admin to give you these permissions.
  2. Once you have the right permissions, click on an environment in the Microsoft Power Platform admin center.
  3. Click “Settings” > “Templates” > “Email Templates.”
  4. Click “New” on your Actions toolbar.
  5. In your Email Template Type Dialog Box, in the Template Type list, select the type, and then click “OK.”
  6. Enter a Title and Subject on the Email Templates form. (You can type a description if you wish, which is not visible to the recipient.)
  7. Type out your text that you want to send in the message. Use the formatting toolbar to edit your text. Check your grammar and make the formatting visually appealing to your audience.
  8. If you would like to add data fields to display information like your customer’s name, company name, etc., select “Insert/Update,” and then click “Add” in the “Data Field Values” dialog box.
    • In your “Add Data Value” dialog box, click on “Record type and Field,” and then click “OK.”
    • Click “OK” again to insert your data into the email template.
      • Reminder: A customer’s first and last names are separate data values and need to be input separately. Repeat step 8 for all of the data you’d like to put into your email template.
  9. Once you are happy with your email template, click “Save” or “Save and Close.”

In order to change a shared template to a personal one, or vice-versa, follow these steps:

  1. On the template form, click on the “Actions” menu.
  2. Select “Revert to Personal Template” or Select “Make Template Available to Organization.”

It’s that simple!

Pro Tips:

  • For those that use an email template as a signature in another template, Microsoft advises that you insert the signature template first, or you run the risk of the subject line being overwritten.
  • To export or back up your email templates, you need to update your export customizations. Microsoft explains how to update your customizations here.

How can we help to ensure your success with Microsoft Dynamics 365? Reach out to our team of experts to get the support you need to succeed.


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