2011 User's Guide Copyright

Export data to an Excel dynamic worksheet

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

Export data that is dynamic in nature to an Excel dynamic worksheet so that you can refresh the worksheet and get the most current data every time you open the worksheet.

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 worksheet.
   
3. 
   By default, an exported worksheet includes the fields that are displayed in the list, using the same field order, sorting, and field widths.
   

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.
   

9. 
   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.
   
10. 
    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.

4. 
   Click OK, and then click Export.
   
5. 
   View the file containing the dynamic worksheet:
   

1. 
   To view the worksheet, click Open.
   

2. 
   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.
  

6. 
   To refresh data in the file, on the Data tab in the Connections group, click Refresh All.
   
7. 
   To save the exported data to a file, in Excel, on the File menu, click Save.
   

• 
  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.”
  
• 
  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

Avoiding Duplicate Records

By default, Microsoft Dynamics CRM has simple duplicate detection rules set up for accounts, contacts, and leads that are based upon records with the same e-mail address. More information: Work with duplicate detection rules

After publishing a duplicate detection rule, increasing the length of fields that are included in the duplicate detection criteria go undetected. The field length could exceed the matchcode length limit and not be verified. This could result in duplicates not being detected.

A System Administrator or System Customizer makes duplicate detection available. They also define and publish duplicate detection rules that make sense for your organization. More information: Enable and Disable Duplicate Detection (on page 67)

By default, duplicate detection is available:

• 
  When a record is created or updated. This includes when a record created with the Microsoft Dynamics CRM for Outlook is tracked in Microsoft Dynamics CRM.
  

Duplicates cannot be detected when a user merges two records, converts a lead, or saves an activity as completed.

• 
  When the Microsoft Dynamics CRM for Outlook goes from offline to online.
  

• 
  During data import.
  

It still is possible to create duplicate records. So, you can schedule duplicate detection jobs. A duplicate detection job runs in the background while you do other things on Microsoft Dynamics CRM. You can request e-mail notification from CRM upon the completion of duplicate detection job. This informs you when you can review the results.