How to Send a Template Email in Outlook to a Lead Registered in Microsoft Dynamics 365 Sales

The follow-up associated with acquiring new leads requires prompt and appropriate responses.
However, as the number of cases increases, the response time also increases, which may prevent the person in charge from allocating sufficient resources to other important tasks.
By utilizing Yoom to integrate Microsoft Dynamics365 Sales with Outlook, you can automate the notification of template emails to leads.
After lead registration, emails are quickly sent to the relevant leads, reducing the workload of the person in charge and contributing to improved productivity for the entire team.
This article explains how to set up an automated flow to notify leads with template emails in Outlook using Microsoft Dynamics365 Sales and the benefits of implementing it.
By incorporating it into your operations, you can achieve more efficient sales activities and a prompt follow-up system, so please take a look.

Recommended for

Teams using Microsoft Dynamics 365 Sales and Outlook
Those aiming to reduce the burden of lead management tasks
Sales department personnel who want to strengthen team collaboration
Managers aiming to improve email response and follow-up
Personnel who want to grasp the progress of leads in real-time

Benefits and Examples of Integrating Microsoft Dynamics365 Sales and Outlook

1. Enhanced Information Sharing

By automatically sending template emails via Outlook after lead registration in Microsoft Dynamics365 Sales, information sharing with team members becomes smoother.
For example, since the information about a lead opening an email can be shared in Outlook, the entire sales team can grasp the progress of lead responses.
Smooth information sharing among sales representatives enables effective approaches to leads, which can be expected to improve the conversion rate.

2. Reduction of Human Errors

Manual email sending is prone to transcription errors and misdelivery, but by using actions in Microsoft Dynamics365 Sales as a trigger to automatically send template emails via Outlook, such errors can be prevented in advance.
For example, when a new lead is registered, the information from Microsoft Dynamics365 Sales is directly reflected, and a template email is automatically sent via Outlook, allowing you to complete the task while maintaining the accuracy of important information like email addresses.
Reducing the risk of human error also contributes to improving the credibility of sales activities.

3. Improved Response Speed

By quickly and automatically sending template emails via Outlook after lead registration in Microsoft Dynamics365 Sales, you can eliminate the time lag from email creation to sending, achieving follow-up at the optimal timing.
For example, previously, sales representatives needed to input lead information in Microsoft Dynamics365 Sales, and then support staff had to transcribe that information into an email in Outlook to send to the customer.
With the introduction of this automated flow, after lead registration, the information is directly reflected, and the email is automatically sent, completing the email response with just operations in Microsoft Dynamics365 Sales.
By eliminating manual work between tasks, you can shorten the waiting time until subsequent responses begin.

Now, let's create a flow bot using the template for "Notifying Leads with Template Emails in Outlook via Microsoft Dynamics365 Sales".

[About Yoom]

How to Notify Leads with Template Emails in Outlook via Microsoft Dynamics365 Sales

It is possible to achieve this by receiving the creation of a new lead in Microsoft Dynamics365 Sales using the Microsoft Dynamics365 Sales API and sending an email to the registered lead in Outlook using the Outlook API.
Generally, programming knowledge is required to achieve this, but by using the no-code tool Yoom, it can be easily achieved without programming knowledge.

The work until the flow is completed proceeds as follows.

Integration of My Apps between Microsoft Dynamics365 Sales and Outlook
Copying the template
Setting triggers in Microsoft Dynamics365 Sales and configuring Outlook
Turning the trigger ON

If you are not using Yoom, please register for free here.
If you are already using Yoom, please log in.

・Connect Microsoft Dynamics365 Sales and Outlook to My Apps

(1) First, connect Microsoft Dynamics365 Sales to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Microsoft Dynamics365 Sales from "New Connection".

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(2) Search for and click the app icon for Microsoft Dynamics365 Sales.

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(3) Enter the "domain" of the Microsoft Dynamics365 Sales you want to connect.
After entering the information, click [Add].
The first connection to Microsoft Dynamics365 Sales is now complete.

(4) Next, connect the Outlook app.
Select Outlook in the same way as registering Microsoft Dynamics365 Sales to My Apps.

(5) After clicking the Outlook app icon, you will be taken to the sign-in screen, but no further action is required, and the connection is completed instantly.

・Microsoft365 (formerly Office365) offers plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

If the setup is successful, you will be taken to the My Apps screen of your Yoom account with the two apps added.
Now, the two apps are connected to your Yoom account.

・Copying Templates

After confirming that the new connection of the target app is complete in your Yoom account, click the icon for "Try this template" below.

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The template will be copied, so click the "OK" button.

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Please move to the "My Projects" screen of your Yoom account and check the template content.

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There are two setup flows.

・Trigger Setup for Microsoft Dynamics365 Sales

(1) First, set up the app trigger for Microsoft Dynamics365 Sales.

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From "My Projects" on the left side of your Yoom account screen, click "【Copy】Notify Outlook with a Standard Email for Leads in Microsoft Dynamics365 Sales".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click on the trigger "When a lead is created".

(3) Enter the account information to be linked and click [Next].

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(4) On the next screen, enter information such as "Trigger Activation Interval" and "Domain".
Select any interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes for the "Trigger Activation Interval".
*Note that the trigger activation interval varies depending on the plan.

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(5) After entering the information, click [Test] and if there are no issues, click [Save].
In this step, you can obtain the following information as output.
As noted, "This value can be used in other operations," you can reference and utilize it in subsequent steps.

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・Outlook Setup

(1) Finally, click the second action "Send Email".

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(2) Enter the account information to be linked and click [Next].

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(3) Scroll down to set the email content when sending an email.
As shown in the image below, you can click the input bar to reference the output obtained from the previous step.
(For example, referencing email address information from the first step.)

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(4) Enter the message to be sent to the recipient in the "Body".
You can also reference the obtained output as shown in the screen below.
For the settings on "Sending Email", please also check this page.

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As a customization, there is an item to add "Attachments" at the bottom of the screen, and by clicking the red frame part, you can set a "Pre-confirmation Setting" to confirm before execution.
Please set it according to your operation.

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(5) On the next screen, confirm the email content.
If there are no issues, click [Test] and then click [Save].
This completes the setup.

・Turn on the Trigger

By clicking the red frame part "Turn on the Trigger" on the screen below, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Microsoft Dynamics365 Sales

There are other examples of automation using Microsoft Dynamics365 Sales on Yoom, so let me introduce a few.

Notify Leads with Template Emails in Gmail Using Microsoft Dynamics365 Sales

When a lead is created in Microsoft Dynamics365 Sales, you can send a template email from Gmail.
By automating the sending of template emails to leads, you can reduce the time spent on creating and sending emails, allowing you to focus more on preparing for negotiations and customer interactions.

Notify Leads with Template Emails in Microsoft Dynamics365 Sales

This flow is recommended for those who follow up with leads via email.
When a lead is created in Microsoft Dynamics365 Sales, a template email is sent using Yoom's email functionality.
By automatically sending emails after lead creation, you can achieve prompt follow-ups.

Notify Microsoft Teams when a lead is created in Microsoft Dynamics365 Sales

When a lead is created in Microsoft Dynamics365 Sales, the lead information is automatically notified to Microsoft Teams.
This allows the entire team to quickly share new lead information and enables smooth collaboration.

Summary

By integrating Microsoft Dynamics365 Sales with Outlook, as introduced this time, you can streamline post-lead acquisition tasks and expect improved sales performance.
Automatically sending template emails can reduce the time spent on email creation tasks and achieve effective approaches to leads.
With reduced workload, representatives may be able to allocate more time to other important tasks.

Please take advantage of Yoom to experience automation through app integration.