Microsoft Dynamics 365 Customer Experience Analyst : Build Word templates

In Dynamics 365 Sales, Word templates provide a quick and professional way to generate standardized documents—such as quotes, invoices, contracts, or account summaries—directly from your CRM data. Instead of manually copying and formatting information, users can design a Word template once (with fields mapped from Dynamics 365 entities) and reuse it to automatically pull in real-time data from records. This not only saves time but also ensures consistency in branding, accuracy in customer details, and efficiency in document creation. By empowering sales teams with ready-to-use templates, organizations can streamline communication, improve productivity, and deliver a more polished customer experience.


What are Word Templates in Dynamics 365?

Word templates allow you to automatically generate documents (like quotes, invoices, account summaries, contracts, proposals, etc.) directly from your Dynamics 365 data.

They save time, reduce manual errors, and ensure branding consistency by using pre-designed Microsoft Word documents where fields are mapped to Dynamics 365 data.

Steps to Build Word Templates

1. Plan Your Template

  • Identify which entity (table) you want the template for (e.g., Account, Contact, Opportunity, Invoice, Custom entity).
  • Decide the type of document you want to create (invoice, letter, contract, etc.).
  • Make a list of fields and related entities you’ll need.

Example: For an invoice → Account (customer), Invoice details (line items), Prices, Dates.

2. Enable Word Template Feature

  • In Dynamics 365, Word Templates are available out of the box.
  • No extra installation is required, but make sure you have appropriate permissions (System Administrator or Customizer).

3. Create a Word Template from Dynamics 365

1. Navigate to your Dynamics 365 app (e.g., Sales Hub).

2. Go to the entity (table) you want the template for, e.g., Account.

3. Click on the ellipsis (…) → Word Templates → Create Word Template.

4. Choose Entity and related entities (primary + related).

    Example: Opportunity → Opportunity Products, Price List.

5. Dynamics will generate a template package (ZIP) with XML files describing the schema.

4. Design the Template in Microsoft Word

1. Open Microsoft Word (2016 or later recommended).

2. Install the Dynamics 365 Template Designer add-in (if not already available).

3. Open the template XML data inside Word (via Developer tab → XML Mapping Pane).

4. Map fields:

  1. Use the XML Mapping Pane to map entity fields (e.g., Account Name, Contact Email).
  2. Insert repeating sections for child records (e.g., Opportunity Products line items).
  3.  Apply styles, tables, and branding to make the document professional.

5. Save the template as a .docx file.

5. Upload the Word Template to Dynamics 365

1. Go back to Dynamics 365.

2. Navigate → Settings → Templates → Document Templates → Upload Template.

3. Upload the .docx file you created.

4. Publish the template → it will now appear in the Word Templates menu.

6. Use the Template

  • Open a record (e.g., an Opportunity).
  • Click Word Templates → Select your template.
  • Dynamics will generate the Word document automatically populated with CRM data.
  • Save, print, or email it directly.

Best Practices

  • Use corporate branding (logos, fonts, colors) for consistency.
  • Keep the template flexible—include only necessary fields.
  • Use repeating sections for child entities (e.g., products, activities).
  • Test with different records to ensure formatting and field mapping work.
  • Train users so they know where to find and use the templates.

Benefits of Word Templates

  • Time-saving – no need to retype customer info.
  • Accuracy – data pulled directly from Dynamics 365.
  • Professional look – standardized documents.
  • Scalability – one template can be reused across many records.

Summary:

Building Word Templates in Dynamics 365 allows users to quickly generate professional, branded documents like quotes, invoices, contracts, or account summaries directly from CRM data. Templates are designed in Microsoft Word and mapped to Dynamics 365 entities and related records through the XML Mapping Pane. The process involves selecting the entity, downloading the schema, customizing the Word file with fields and repeating sections (e.g., line items), then uploading it back to Dynamics 365. Once published, users can apply the template to records with a single click, producing consistent, error-free documents. This feature improves efficiency, ensures data accuracy, and standardizes business communications across the organization.

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