D365 - Emails

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Emails in Dynamics 365 (D365)

Emails in Dynamics 365 are managed as activity records and are used to communicate with customers, track interactions, and automate processes

This page provides helpful information and guidance on how to use email effectively within D365. Whether you're new to the system or looking to make better use of its email features, you'll find tips and instructions to support your day-to-day communication needs.

In D365, you can:

  • Compose and Send Emails: Create and send emails directly from D365 records.

  • Tracking Email Activity: Email interactions are automatically tracked and linked to contacts, leads, or opportunities.

  • Email Templates: You can access and use D365 email templates to save time and maintain consistent messaging.

  • Manage Communications: Managing replies, avoiding duplication, and ensuring privacy and professionalism in communications.

D365 makes it easy to keep email communications organised and visible to your team where appropriate. Explore the sections below to get the most out of email in D365.

Understanding Contact Record Email Types in D365

Each Contact Record in D365 can hold up to three different types of email addresses. 

  • E1 – Student Email - This is the official SCU email address provided to students - This is always an SCU email address. It is managed by the Student Management System and cannot be changed in Dynamics 365.

  • E2 – Personal Email - This is the contact’s personal email address.

    • For students, updating this field in D365 will also update their personal email in Student One.

    • If a student or staff member updates their personal email in Student One, it will automatically update this field in Dynamics 365 to ensure consistency.

  • E3 – Alumni Email - This email address is managed specifically by Alumni staff.

    • It may be the same as the personal email (E2), or it may be different.

    • If you're not working with Alumni data, do not edit this field.

These fields help keep contact information organised and consistent across university systems. Always make sure you're updating the correct field based on the context of your work.