2011 User's Guide Copyright

Export Data to Excel

You can export to a static or dynamic Excel worksheet or to a PivotTable.

Export data to an Excel static worksheet

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By default, an exported worksheet includes the fields that are displayed in the list, using the same field order, sorting, and field widths.

To make changes to the columns in an Advanced Find View, click Edit Columns. You can make the following types of changes:

Change the column order

To change the column order, select a column heading, such as Account Name, and then under Common Tasks, click the Move Left button or the Move Right button to move the column.

Add columns

1. 
   To add columns to the export list, click Add Columns.
   
2. 
   To add columns for the main record type, select it, and then in the Add Columns list, click to select fields that you want to add as columns.
   
3. 
   To add columns from related records, first select the related record type, and then in the Add Columns list, click to select fields that you want to add as columns.
   
4. 
   Click OK.
   

To change the sort order, click Configure Sorting, in the Column list, select the column that you want to sort, in the Order area, click Ascending Order or click Descending Order, and then click OK.

You cannot sort on columns from related record types.

Change column width

To change the column width that will appear in the Excel worksheet, select a column heading, such as Account Name, click Change Properties. In the Change Column Properties dialog box, select the width (in pixels) that you want, and then click OK.

Remove columns

To remove a column, select the column heading that you want to remove, and under Common Tasks, click Remove, and then in the confirmation message, click OK.

You cannot change the columns for a system view, such as All Active Accounts. You must either customize the view, which requires the System Administrator or System Customizer security role, or use Advanced Find to create your own view based on the current view. To create your own view, with the system view open, click Advanced Find.

1. 
   In the Data group, click Export to Excel.
   
2. 
   In the Export Data to Excel dialog box, click Static worksheet with records from this page.
   

In the Export Data to Excel dialog box, click Static worksheet with records from all pages in the current view.

The second option is visible only when your view includes more than one page of records.

Note:

If you are exporting the data so that you can make changes and import it back into Microsoft Dynamics CRM, select the Make this data available for re-importing by including required column headings check box.

3. 
   Click Export.
   
4. 
   To view the static worksheet, click Open.
   

5. 
   Save the exported data to a file.
   

If you are using Microsoft Excel 2010, on the File tab, click Save.

You can e-mail a static exported worksheet to anyone, or store it in a shared file. Anyone who opens the file will see all the data in the file, whether or not they are a Microsoft Dynamics CRM user or have privileges to view the data in Microsoft Dynamics CRM.

• 
  In Microsoft Dynamics CRM, money values are exported to Microsoft Office Excel as numbers. After you have completed the export, to format the data as currency, see the Excel Help topic titled “Display numbers as currency.”
  
• 
  By default, in Microsoft Dynamics CRM, you cannot export a list of more than 10,000 records at a time to a static Excel worksheet.
  
• 
  By default, Microsoft Dynamics CRM lists up to 50 records per page. If there is more than one page of records available to view in the list of records, use the Page arrows at the bottom of the list to view the additional pages.
  

Related Topics Export Data to Excel 58 Create Customer-Ready Documents and Messages 158 Write a Report Using Report-Writing Tools 108 Running Reports and Analyzing Data 91

Export data to an Excel PivotTable

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   In any area with a list of records, on the tab, in the Share Data group, click the Export to Excel.
   
2. 
   Click Dynamic PivotTable.
   
3. 
   To add or remove a column in the report, click Select Columns.
   
4. 
   In the Select PivotTable Columns list, select or clear the check boxes for the fields as needed, and then click OK.
   

5. 
   Click Export.
   
6. 
   Open the file containing the PivotTable:
   

1. 
   To view the PivotTable, click Open.
   

8. 
   If you are using Microsoft Office Excel 2007:
   

• 
  You will see a message that says the file that you are trying to open is in a different format than specified by the file extension. Click Yes.
  
• 
  If you see the security warning Data connections have been disabled, click Options, click Enable this content, and then click OK.
  

• 
  You will see a message that says the file that you are trying to open is in a different format than specified by the file extension. Click Yes.
  
• 
  You will see a message that says that the file was opened from a potentially unsafe location. Click Enable Editing.
  
• 
  If you see the security warning Data connections have been disabled, click Enable Content, and then click OK.
  

7. 
   Drag the fields from the PivotTable Field List to the PivotTable. For more information, see Microsoft Office Excel Help.
   
8. 
   To refresh data in the file, on the Data tab in the Connections group, click Refresh All.
   
9. 
   Save the exported data to a file.
   

If you are using Microsoft Excel 2010, on the File tab, click Save.

Each time you open the file, if you have the Microsoft Dynamics CRM for Outlook installed, you will have the option to refresh data from Microsoft Dynamics CRM.

Tips

• 
  If you export a list to a dynamic worksheet or PivotTable that you think will be useful to other Microsoft Dynamics CRM users, you can add the list as a report, and then share it with others or make it available to all Microsoft Dynamics CRM users.
  
• 
  If the recipients are in the same domain as you, and are Microsoft Dynamics CRM users, you can e-mail a dynamic Excel file, or store it as a shared file. When recipients open the dynamic file, they will see data they have permission to view in Microsoft Dynamics CRM, so the data they see may be different from what you see.
  

• 
  In Microsoft Dynamics CRM, money values are exported to Microsoft Office Excel as numbers. After you have completed the export, to format the data as currency, see the Excel Help topic titled “Display numbers as currency.”
  
• 
  You must use Excel 2007 or Excel 2010 to export a list to a PivotTable.
  
• 
  Some system views, such as Accounts: No Campaign Activities in Last 3 Months, can be exported only to a static Excel worksheet.
  

Related Topics Export Data to Excel 58 Create Customer-Ready Documents and Messages 158 Write a Report Using Report-Writing Tools 108 Running Reports and Analyzing Data 91