Editing Emails

This page describes how to use Edit in Outlook to edit and send Business Central document emails via Microsoft Outlook.

Basic Workflow

Step-by-Step Process

1. Document Selection

1. Open a Business Central document (e.g. Sales Quote, Invoice, Order)
2. Click on "Send Email" action in the ribbon
3. Email dialog opens

2. Activate Edit in Outlook

1. In the email dialog:
   • Select recipients
   • Choose email template (optional)
   • Click on "Edit in Outlook" button
2. Browser starts download of .eml file
3. Wait until download completes

3. Outlook Editing

1. Open downloaded .eml file (double-click)
2. Outlook opens with pre-populated email:
   • Document as PDF attachment
   • Template content in email body
   • Recipient information filled in
3. Edit email as desired:
   • Adjust subject
   • Add personal text
   • Add extra attachments
   • Adjust formatting

4. Sending

1. Review your email
2. Click "Send" in Outlook
3. Email is sent via your personal Outlook account
4. Email appears in your Outlook "Sent Items"

Supported Documents

Sales Documents

Purchase Documents

Warehouse Documents

User Interface

Business Central Email Dialog

When you select "Send Email", you see:

Edit in Outlook Download Prompt

After clicking "Edit in Outlook":

┌─ Browser Download ──────────────────────────┐
│ ⬇ Downloading: SalesQuote_SQ001.eml        │
│                                             │
│ ✓ Download complete                         │
│                                             │
│ [ Open with Outlook ]  [ Show in folder ]  │
└─────────────────────────────────────────────┘

Outlook Compose Window

The .eml file opens in Outlook with:

┌─ New Message - Outlook ─────────────────────┐
│ From: your-email@company.com                │
│ To: customer@example.com                    │
│ Subject: Sales Quote SQ001                  │
│                                             │
│ ┌─────────────────────────────────────────┐ │
│ │ Dear Customer,                          │ │
│ │                                         │ │
│ │ Please find attached our quote SQ001.  │ │
│ │                                         │ │
│ │ Best regards,                           │ │
│ │ [Your Name]                             │ │
│ └─────────────────────────────────────────┘ │
│                                             │
│ Attachments: 📎 SalesQuote_SQ001.pdf      │
│                                             │
│ [Send] [Save Draft] [Discard]              │
└─────────────────────────────────────────────┘

Email Editing Features

Text Adjustments

In Outlook you can: - Change subject line - Adjust body text: - Add personal note - Modify template text - Adjust formatting (bold, italic, colors) - Add lists - Insert links

Attachment Management

• View existing attachments (PDF document)
• Add extra attachments:
  • Additional documents
  • Images
  • Specifications
  • Contracts
• Remove attachments (if needed)
• Rename attachments

Adjusting Recipients

• Expand To field with additional recipients
• Add Cc recipients
• Bcc for hidden copies
• Validate addresses via Outlook address book

Signature & Formatting

• Personal signature is automatically added
• Company branding retained from template
• HTML formatting fully available
• Rich text editing with Outlook's editor

Advanced Features

Template Personalization

Customize templates per situation:

<!-- Before sending -->
<p>Dear %CUSTOMER_NAME%,</p>
<p>Please find attached %DOCUMENT_TYPE% %DOCUMENT_NO%.</p>

<!-- After editing in Outlook -->
<p>Dear John Smith,</p>
<p>Following our conversation today, please find attached
our revised Sales Quote SQ001 with the updated pricing.</p>

Bulk Email Editing

For multiple documents:

1. Use Edit in Outlook for first document
2. Save as template in Outlook
3. Apply template for subsequent documents
4. Personalize each message

See also: Supported versions | Limitations