Events
Mar 31, 11 PM - Apr 2, 11 PM
The ultimate Microsoft Fabric, Power BI, SQL, and AI community-led event. March 31 to April 2, 2025.
Register todayThis browser is no longer supported.
Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support.
Share sales records with your customers in a professional, read-only PDF format, created using your standard Word templates.
Requirement type | You must have |
---|---|
License | Dynamics 365 Sales Premium, Dynamics 365 Sales Enterprise, or Dynamics 365 Sales Professional More information: Dynamics 365 Sales pricing |
Security roles | Any primary sales role, such as salesperson or sales manager More information: Primary sales roles |
Your administrator must,
Use the PDF generation capability to create and share read-only, professional-looking PDF files for Dynamics 365 records with your customers. The PDF file is generated by using a standard Word template from your organization. You can create PDF files of records from all entities that have the PDF generation capability enabled.
Important
Creating PDF of the custom entity records is supported only on the web app.
Open the record that you want to export as a PDF. For example, if you want to create a PDF file for a quote, open the quote record.
On the command bar, select Export to PDF.
Note
If you don't see the Export to PDF option on the command bar, look for it in More commands (⋮). If you still don't see it, contact your administrator to enable PDF file generation for the entity.
The Export to PDF dialog box appears.
A preview based on the selected template is shown, and the PDF file name is populated. If you'd like to use a different template than the one selected, search for and select it in the Select a template to generate PDF document box. After you select the template, the preview will be refreshed.
Important
In the Save as field, change the PDF file name if you want.
Do one of the following:
To download the PDF file to your computer, select Download.
To send the PDF file to your customer in email, select Email.
The email form opens with the important fields automatically populated.
Note
The Regarding field is populated with the record from which the email was triggered. The Sending email flag in the primary entity must be enabled in the Customization area for the Regarding field to be populated. For more information about this flag, see Entity options that can only be enabled.
Select Save to SharePoint or Save to Dynamics.
If you're using Dynamics 365 for phones on a mobile device, the capability for generating PDF files is limited to the following entities: Account, Contact, Lead, Opportunity, Order, Quote, and Invoice.
Open the record that you want to export as a PDF. For example, if you want to create a PDF file for a quote, open the quote record.
On the command bar, select Create PDF and then select the template you want to use to create the PDF.
In the dialog box that appears, save or download the PDF.
If you select Save, the PDF file is stored in the default SharePoint site if SharePoint is configured and enabled for the primary entity. If SharePoint isn't configured, the PDF is saved as a Notes attachment to the primary entity record in Dynamics 365 Sales.
If you select Download, the PDF is downloaded to your local drive. After it's downloaded, you can add this file to a note, send it as an attachment in an email, or upload it to SharePoint.
You can also generate a PDF file and directly email it to a customer.
Open the record that you want to export as a PDF.
On the command bar, select Email as PDF, and then select a document template.
The email form opens with the important fields automatically populated.
Verify or change any details in the email form as necessary, and then select Send.
Important
The time taken to generate the PDF file and download or send the email depends on the size of the file. You'll see optimum performance when the file size is less than 2 MB. Larger files can require considerably more response time.
Question: What happens if more than one SharePoint document location is associated with a record?
Answer: Regardless of the number of SharePoint document locations that exist for a record, the generated PDF file is always saved to the default location: [<record_name>_<record_id>].
Question: Can I specify a different name for the PDF file before generating it?
Answer: Yes. You can specify a different file name if you are not using Dynamics 365 for phones on a mobile device.
Question: Can I choose to save the PDF file to the Sales app as notes or to SharePoint?
Answer: No. If SharePoint is enabled for the entity for which you're generating a PDF, the PDF file will be saved to the SharePoint location by default.
Question: Is the PDF generation capability available on all entities?
Answer No. The PDF generation capability is available only on seven out-of-the-box entities: Account, Contact, Lead, Opportunity, Quote, Order, Invoice. With 2020 release wave 2, the PDF generation capability is enhanced to support custom entities.
Question: Does the generated PDF file support custom fonts?
Answer: The fonts in the generated file are limited to the fonts installed on the server that generates the PDF files. Here's a list of supported fonts:
There are three possibilities:
Events
Mar 31, 11 PM - Apr 2, 11 PM
The ultimate Microsoft Fabric, Power BI, SQL, and AI community-led event. March 31 to April 2, 2025.
Register today