Microsoft Dynamics® CRM Training
Sending Direct E-mail Messages
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Sending Direct E-mail Messages
Hi, and welcome to the Success Portal by xRM.com.
In CRM Online, you can send a mass mailing of one message using Direct E-mail. Direct E-mail uses e-mail templates or Mail Merge to send messages quickly and easily.
Direct E-mail allows users to send an e-mail message to multiple recipients so that each message is individually addressed. This means, if you send an e-mail message to 100 recipients, CRM Online generates 100 different e-mail messages, each one addressed to one individual. Direct E-mail is only accessible from CRM Online.
Direct E-mail also allows users to send the e-mail message from someone other than themselves. For example, if you want the e-mail to come from a generic address, such as firstname.lastname@example.org, Direct E-mail would allow you to do that.
In this tutorial, we will send a Direct E-mail message to a handful of sample Contacts using one of the default CRM Online e-mail templates.
We begin by navigating to Sales > Contacts. I’ll choose the Sample Contacts View, a View I created, but you can choose any View. We’ll select five Contacts by checking the boxes next to their names.
Now, click Send Direct E-mail in the Collaborate group of the ribbon. The Select Direct E-mail dialog opens.
We now choose an E-mail template from a list. The list generated automatically presents us with templates that can be sent to the type of record we selected, in this case, Contact. Notice that there is a heading labeled “Global Templates”. These templates can be sent to various record types such as Accounts, Contacts, and Opportunities. Since we are sending an e-mail to a selection of Contacts, CRM Online also presents us with a Contact Templates heading. Below each heading are listed the templates of each type.
Notice that by clicking each template, we are presented with information about the template, such as Type, Created By, Created On, and Description.
Let’s choose the Contact Reconnect template under the Contact Templates header.
Moving down, the area called Send direct e-mail to: has three options. If we choose Selected records on current page, the e-mail will be sent only to the Contacts we’ve identified. If we choose All records on current page, the e-mail will be sent to all of the Contacts on the specific page of the View we’re on. If we select All records on all pages, all of the Contact records from the personal View will receive our e-mail. We’ll choose Selected records on current page.
Thelast area of the dialog is Send direct e-mail from. This is where we could identify someone else as the sender, such as email@example.com. By default, the User we are signed in as auto-populates this field.
Everything checks out, so we’ll click the Send button to send the e-mail to our five Contacts, which automatically closes the dialog.
CRM Online submits the e-mail message for immediate delivery.
To view the e-mail message we just sent, open a Contact record of one of the recipients.
On the left, under Common, click Closed Activities. We now see the name of the e-mail we just sent. Click the e-mail to open it.
This is the sent e-mail. Notice that, below the heading of the e-mail, there is a warning notification that says, “This message has not been submitted for delivery. For more information, see help.” We got this notification because this tutorial was conducted on a demo org, which cannot send e-mails. Therefore, the e-mail was not successfully sent.
That’s how you send direct e-mail messages in CRM Online.
Thanks for watching.