Microsoft Dynamics CRM 4.0 User's Guide - MAEIL, Information ...

Add and edit the data fields in an e-mail templateCan I do this task?This task requires permissions that are found in all default security roles. More information aboutspecific permissions and performing this task while offline: E-mail PermissionsData fields are used with e-mail templates in the Web application. You can use custom fields, attributes, andentities with e-mail templates.This procedure does not work for Microsoft Office Word mail merge templates. You can use Microsoft Office Wordtemplates.1. In the e-mail template, on the Form toolbar, click Insert/Update.2. In the Data Field Values dialog box, do one of the following:To add a field, click Add, and then in the Add Data Value dialog box, select the record typeand field you want to add, and then click OK.The field appears in the Data Field Values list.To change the order in which your data fields appear, select the field, and then click MoveUp or Move Down.To provide substitute text for a field if there is no data, select the field, and then type the textin the Default Text box.To remove a data field, select the field, and then click Delete.To insert the data fields into the e-mail template, click OK.3. You can change the format for text displayed in a data field. Select the field, double-click the text, andthen highlight the yellow text in the field, and then make the changes you want. If you select thefield itself, you will not be able to reformat the text it contains because format changes must beapplied directly to text and not to a field as a whole.4. Click Save or Save and Close.ImportantIf you want multiple data fields to appear on your template, you must add each data field individuallyand for one record type at a time. For example, if you want to create data fields for the first nameand last name, you must perform step 2 twice, once to create a data field for the first name, andagain to create a data field for the last name. If you add multiple data fields at once, MicrosoftDynamics CRM automatically adds a semicolon (;) between each data field and treats it as anEITHER/OR statement. Using the example of first name and last name, Microsoft Dynamics CRMlooks for a first name, and if one is available, displays it. If a first name is not available, MicrosoftDynamics CRM then looks for a last name, and displays it. It will not display both names.If you want to include data from different record types, repeat step 2 and select a different recordtype.166 Microsoft Dynamics CRM 4.0 User’s Guide