2011 User's Guide Copyright

Enrich data in existing records

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You can export existing records, add or change data in the exported records, and then import only those records with changes.

1. 
   Use Advanced Find to select the records that you want to update and the columns to export.
   

• 
  Any columns that you plan to enrich. For example, if you used Advanced Find to identify all leads missing a business phone number, add the Business Phone column.
  

The following list shows default business-required fields for commonly imported record types.

• 
  Account: Account Name
  
• 
  Contact: Last Name
  
• 
  Lead: Topic, Last Name, Company Name
  
• 
  Product: Default Unit, Unit Group, Decimals Supported
  
• 
  Campaign Response: Parent Campaign, Subject, Owner
  

To avoid problems when re-importing data, either do not export the following types of columns, or delete these columns after you have enriched data in other columns.

• 
  Columns from other record types. Although you can use Advanced Find to export data from related record types, you can enrich data in only one record type.
  
• 
  Calculated columns. For example, the default view of contacts includes a column for Full Name. Full Name is derived from the First Name, Middle Name, and Last Name values, and cannot be imported.
  
• 
  Columns containing lookup attributes. Any changes to data in lookup attributes cannot be updated.
  

2. 
   Export the data to Excel, including columns required for re-import.
   
3. 
   Click the Export to Excel.
   
4. 
   Select Static worksheet with records from this page, and select Make this data available for re-importing by including required columns.
   
5. 
   Click Export, click Save, and then click Save again to save the spreadsheet.
   
6. 
   Open the Excel spreadsheet.
   

7. 
   Add new data or change existing data in the spreadsheet.
   

Do not delete or modify the data in columns that are marked DO NOT MODIFY.

Some columns in the spreadsheet are kept hidden on purpose:

• 
  Two hidden columns. One column contains the globally unique identifier (GUID) for the record. The other column contains the date and time the record was modified last.
  
• 
  The column headings.
  

8. 
   Save the spreadsheet.
   
9. 
   On the File tab, click Tools, and then click Import Data.
   
10. 
    Select the spreadsheet file that you saved in step 5. Note that:
    

• 
  You can only update the modified rows or create records from the inserted rows of the exported file. The Import Data Wizard does not recognize deleted rows from the exported file. That is, if you delete a row from the exported file and then reimport the file, the corresponding record in Microsoft Dynamics CRM will not be deleted.
  
• 
  A record will not update if it was changed in Microsoft Dynamics CRM after it was exported.
  
• 
  Make sure that you select the Enrich data by updating records rather than creating new records check box. The records will not update if you do not select this check box.
  

11. 
    Click Next.
    
12. 
    To complete the import, follow the instructions in the Import Data Wizard.
    
13. 
    If necessary, rename the import job and change the notification options, and then click Import.
    

• 
  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. To work around this limitation, use Advanced Find to limit records in each export to fewer than 10,000 records, and then combine your exported spreadsheets. More information: Work with Advanced Find.
  
• 
  By default, the maximum size of the files that you can import is 8 megabytes (MB). This means:
  

• 
  Any .csv, .txt, or .xml file must not exceed 8 MB in size.
  
• 
  The total size of the .zip file with the attachment folder cannot exceed 32 MB.
  
• 
  The total size of the extracted files must not exceed 200 MB.
  

Related Topics Find Things 8 Export Data to Excel 58 Importing Data 74

Download a template for data import

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1. 
   In the Navigation Pane, click Settings, click Data Management, and then click Templates for Data Import.
   

On the Get Started pane, click Download the Data Import Template.

2. 
   Select the record type for which you want to download the template, and then click Download.
   
3. 
   In the File Download box, click Save. Navigate to the location where you want to save the file, and then click Save.
   

If you are using Microsoft Excel 2010, do not click Open. Clicking Open results in the error "The file is corrupt and cannot be opened." To avoid this, first save the file, and then open it. If the file still does not open, do the following:

4. 
   Add the Microsoft Dynamics CRM URL to your browser’s Trusted site security zone.
   
5. 
   Unblock the security in the downloaded Excel file.
   

1. 
   Right-click the downloaded file, and click Properties.
   

4. 
   On the General tab, for Security, click Unblock.
   

1. 
   In Microsoft Excel 2010, enable Protected View for files originating from Internet.
   

5. 
   Open Microsoft Excel 2010.
   
6. 
   Click the File tab, and then click Options.
   
7. 
   Click Trust Center, and then click Trust Center Settings.
   
8. 
   Click Protected View, and then select the Enable Protected View for files originating from Internet option.