Create an e-mail message in a Microsoft Dynamics CRM form

While you are using Outlook, you can create and send e-mail messages using Microsoft Dynamics CRM forms.

This procedure does not create an Outlook e-mail message. These e-mail messages only appear in the Microsoft Dynamics CRM for Outlook folders and do not appear in the Outlook Sent Items folder.

You can edit a draft e-mail message by navigating to the Activities area in Microsoft Dynamics CRM for Outlook. Then, open the record you want to edit.

1. If necessary, choose to use Microsoft Dynamics CRM forms for e-mail message activities. Use Microsoft Dynamics CRM forms when creating activities in Microsoft Dynamics CRM for Outlook

   You can choose whether to use Outlook or Microsoft Dynamics CRM forms when you create activities such as appointments, contacts, tasks, and e-mail messages. By default, Outlook forms are used.

   1. If you have Outlook 2007 installed, on the CRM menu, click Options.

      If you have Outlook 2010 installed, click File. Click the CRM tab, and then click Options.

   2. If you want Microsoft Dynamics CRM forms to open for activities, in the Set Personal Options dialog box, on the General tab, select the check boxes for the activities.

      - OR -

      If you want Outlook forms to open for activities, clear the check boxes for the activities.

   By default, the standard Outlook forms are used for e-mail messages and appointments, so if you want to use Microsoft Dynamics CRM forms to send an e-mail message, you must first select settings to use the Microsoft Dynamics CRM forms.

2. If you have Outlook 2007 installed, on the CRM Toolbar, click New Activity, and then click E-mail.

   If you have Outlook 2010 installed, click the CRM tab. In the New group, click E-mail.

3. On the E-mail tab, enter the following information:
   • From

     Locate and select the sender's name.

   • To

     Locate and select one or more recipients. You can click the Lookup button to search for and select records.

   • Subject

     Type a subject for your e-mail message.

   • Duration

     This field is not required, but if you are tracking the amount of time spent on cases, and this message is related to a case, enter the amount of time spent on this message.

   • Due

     If you are not sending your e-mail message immediately, enter a date to complete and send the message. The message is not sent automatically.

4. To send the message immediately, click Send.

   The message is sent and the new closed activity appears in Microsoft Dynamics CRM in the Activities area with an assigned message number appended to the subject. It also appears in Outlook in the Sent Items folder.

   - OR -

   To send the message at a later time, click Save and Close. The new draft activity appears in Microsoft Dynamics CRM in the Activities area. You can delete draft messages.

   Important: If you are working offline, e-mail messages will not be sent until you go back online. The status will still be Closed. You can view a list of unsent e-mail from the Activities list, with the My Pending E-mails view.