2011 User's Guide Copyright

Use Microsoft Office Excel 2003

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

1. 
   To create a PivotTable, in Excel 2003, on the Data menu, click PivotTable and PivotChart Report.
   

To create a worksheet, in Excel 2003, on the Data menu, click Import External Data, and then click New Database Query.

2. 
   Create a new data source for the Microsoft Dynamics CRMdatabase, or if you already have a data source set up that connects to theMicrosoft Dynamics CRMdatabase, connect to it.
   

• 
  To create a new data source:
  

1. 
   If you are creating a data source for a PivotTable, in the PivotTable and PivotChart Wizard - Step 1 of 3 dialog box, select External Data Source, click Next, and then click Get Data.
   

2. 
   In the Choose Data Source dialog box, select , and then click OK.
   

3. 
   In the Create New Data Source dialog box, type a name for the data source, and then in the driver list, select SQL Server.
   
4. 
   Click Connect.
   
5. 
   In the SQL Server Login dialog box, in the Server list, select the Microsoft SQL Server or server instance where the Microsoft Dynamics CRM database is installed, and then click Options.
   
6. 
   In the Database box, select Organization_MSCRM, and then click OK three times.
   

• 
  To connect to an existing data source that uses the Microsoft Dynamics CRM database:
  

1. 
   If you are creating a data source for a PivotTable, in the PivotTable and PivotChart Wizard - Step 1 of 3 dialog box, select External Data Source, click Next, and then click Get Data.
   

2. 
   Select an existing data source that uses the Microsoft Dynamics CRM database, and then click OK.
   

3. 
   In the Query Wizard Available tables and columns list dialog box, select filtered views that start with the prefix Filtered
   

4. 
   Continue with the Query Wizard. For more information about the Query Wizard, click the Help button to open Microsoft Query Help. For more information about importing external data to Excel, search for "import external data" in Excel Help.
   
5. 
   For PivotTables, in the PivotTable and PivotChart Wizard - Step 2 of 3 dialog box, click Next, and then click Finish. Then drag the fields as needed to your PivotTable.
   

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

1. 
   In the list of reports, select the report.
   
2. 
   On the Reports tab, in the Records group, click Edit.
   
3. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

Related Topics Running Reports and Analyzing Data 91 Write a Report Using Report-Writing Tools 108 Customizing and Organizing Reports 91

Use Microsoft Office Excel 2007

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

1. 
   In Excel 2007 or Microsoft Excel 2010, on the Data tab, in the Get External Data group, click From Other Sources, and then click From Microsoft Query.
   
2. 
   In the Choose Data Source dialog box, select , and then click OK.
   
3. 
   In the Create New Data Source dialog box, type a name for the data source, and then in the driver list, select SQL Server.
   
4. 
   Click Connect.
   
5. 
   In the SQL Server Login dialog box, in the Server list, select the Microsoft SQL Server or server instance where the Microsoft Dynamics CRM database is installed, and then click Options.
   
6. 
   In the Database box, select Organization_MSCRM, and then click OK three times.
   

7. 
   In the Query Wizard - Choose Columns dialog box, select filtered views that start with the prefix Filtered.
   

8. 
   Continue with the Query Wizard. For more information about the Query Wizard, click the Help button to open Microsoft Query Help. For more information about importing external data to Excel, search for "import external data" in Excel Help.
   

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

4. 
   In the list of reports, select the report.
   
5. 
   On the Reports tab, in the Records group, click Edit.
   
6. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

Related Topics Running Reports and Analyzing Data 91 Write a Report Using Report-Writing Tools 108 Customizing and Organizing Reports 91

Use Microsoft Office Word 2003

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

There are several ways you can merge Microsoft Dynamics CRM data into Microsoft Word 2003. If you use Microsoft Word 2007, you can also use mail merge from Microsoft Dynamics CRM and from Microsoft Dynamics CRM for Outlook.

• 
  Export a list, such as the results of an Advanced Find search, into a dynamic or static Microsoft Office Excel file, and use the Excel file as the data source for a Microsoft Word 2003 mail merge. This does not create a Microsoft Dynamics CRM activity for each merged record. More information: Export Data to Excel (on page 58)
  
• 
  From Microsoft Word 2003, read data directly from the Microsoft Dynamics CRM database. This does not create a Microsoft Dynamics CRM activity for each merged record. This method is described in this topic.
  

1. 
   In Microsoft Office Word, on the Tools menu, point to Letters and Mailings, and then click Mail Merge.
   

2. 
   In step 3 of the Mail Merge instructions, select Use an existing list, and then click Browse.
   
3. 
   Click New SQL Server connection.odc, and then click Open.
   
4. 
   In the Server name box, type the name of the server where the Microsoft Dynamics CRM database is stored, and then click Next.
   
5. 
   In the database list, select the Organization_MSCRM database.
   
6. 
   In the Name column, select a filtered view that starts with the prefix Filtered.
   
7. 
   Click Next, and then click Finish.
   
8. 
   Complete the mail merge by following the remaining steps in the Microsoft Office Word Mail Merge pane.
   

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

7. 
   In the list of reports, select the report.
   
8. 
   On the Reports tab, in the Records group, click Edit.
   
9. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

Related Topics Create Customer-Ready Documents and Messages 158 Running Reports and Analyzing Data 91 Write a Report Using Report-Writing Tools 108 Customizing and Organizing Reports 91

Use Microsoft Office Word 2007

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

1. 
   In Word, on the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.
   
2. 
   Click Step by Step Mail Merge Wizard.
   
3. 
   Follow the instructions in steps 1 and 2 of the Mail Merge pane.
   
4. 
   In step 3 of the Mail Merge instructions, select Use an existing list, and then click Browse.
   
5. 
   Click New SQL Server Connection.odc, and then click Open.
   
6. 
   In the Server name box, type the name of the server where the Microsoft Dynamics CRM database is stored, and then click Next.
   
7. 
   In the database list, select the Organization_MSCRM database.
   
8. 
   In the Name column, select a filtered view that starts with the prefix Filtered.
   
9. 
   Click Next, and then click Finish.
   
10. 
    Complete the mail merge by following the remaining steps in the Microsoft Office Word Mail Merge pane.
    

• 
  From a list of records, such as the results of an Advanced Find search, use mail merge to merge the data into Word 2007 or Word 2010. You can create letters or e-mail activities for each record in the list. More information: Create Customer-Ready Documents and Messages (on page 158)
  
• 
  From Microsoft Dynamics CRM for Outlook, mail merge data from a list. You can create letters or e-mail activities for each record in the list. More information: Create Customer-Ready Documents and Messages (on page 158)
  
• 
  Export a list, such as the results of an Advanced Find search, into a dynamic or static Microsoft Office Excel file, and use the Excel file as the data source for a Microsoft Word 2007 or Microsoft Word 2010 mail merge. This does not create a Microsoft Dynamics CRM activity for each merged record. More information: Export Data to Excel (on page 58)
  

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

1. 
   In the list of reports, select the report.
   
2. 
   On the Reports tab, in the Records group, click Edit.
   
3. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

Related Topics Create Customer-Ready Documents and Messages 158 Running Reports and Analyzing Data 91 Write a Report Using Report-Writing Tools 108 Customizing and Organizing Reports 91

Use another report-writing tool

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

1. 
   Read the online Help for the application that you are using to determine how to read external data from a Microsoft SQL Server database.
   
2. 
   When selecting the data source, choose the SQL Server instance used by Microsoft Dynamics CRM and the Organization_MSCRM database.
   
3. 
   Select filtered views that start with the prefix Filtered and any fields from the filtered views that you want in your report.
   

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

1. 
   In the list of reports, select the report.
   
2. 
   On the Reports tab, in the Records group, click Edit.
   
3. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

Related Topics Running Reports and Analyzing Data 91 Customizing and Organizing Reports 91 Write a Report Using Report-Writing Tools 108

Edit a default report or create a SQL-based Reporting Services report

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report Permissions

The default reports in Microsoft Dynamics CRM are all SQL-based Reporting Services reports. Default reports cannot be edited with the Report Wizard. To edit the default reports other than ones created by using the Report Wizard, you need a report development environment:

How to set up a report development environment

• 
  Microsoft Visual Studio, or any product that uses the Visual Studio .NET integrated development environment (such as Microsoft Visual Basic .NET).
  
• 
  Reporting Services Report Designer
  
• 
  Reporting Services Report Designer 2005 can be installed from the Microsoft SQL Server 2005 CD, and requires Visual Studio .NET 2005.
  
• 
  Make sure a security role assigned to your account includes the Publish Reports and Add Reporting Services Reports privileges.
  

• 
  Reporting for Microsoft Dynamics CRM Using Microsoft SQL Server Reporting Services section of the Microsoft Dynamics CRM 2011 Software Development Kit. More information: Writing Reporting Services Reports (Microsoft Dynamics CRM SDK) (see Reporting Using Microsoft SQL Server Reporting Services (Microsoft Dynamics CRM SDK) - http://go.microsoft.com/fwlink/?LinkId=199502)
  
• 
  Reporting Services Books Online provides help for Reporting Services. More information: SQL Server 2005 Reporting Services Books Online (see Reporting Services Books Online - http://go.microsoft.com/fwlink/?LinkId=98256)
  

1. 
   Identify the existing report that is closest in design to your new report.
   
2. 
   Download the report from Microsoft Dynamics CRM to a computer that is set up with the report development environment.
   

1. 
   In the Navigation Pane, click Workplace, and then under My Work, click Reports.
   

7. 
   On the Reports tab, in the Records group, click Edit.
   
8. 
   On the Actions menu, click Download Report.
   

• 
  The RDL file for the report contains tags that specify whether the report is a Fetch-based report or an SQL-based report.
  

9. 
   Click Save, and specify the location in which to save the file. If you are creating a new report rather than modifying a report, rename the file.
   
10. 
    In the Download Complete dialog box, click Close.
    

3. 
   In a product using the Visual Studio integrated development environment (IDE), open the report, and make the required changes.
   

4. 
   Add the report to Microsoft Dynamics CRM.
   

1. 
   In the Microsoft Dynamics CRM Reports area, click New.
   

11. 
    In the Report Type box, select Existing File.
    
12. 
    In the File Location box, click Browse to locate the dynamic or static file, and then click Open.
    
13. 
    Specify the properties for the report on the General tab:
    

• 
  Name
  

• 
  Description
  

• 
  Parent Report
  

• 
  Categories
  

• 
  Related Record Types
  

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

• 
  Display In
  

• 
  Reports area
  

• 
  Forms for related record types
  

If the report is enabled for prefiltering, from the record, users can specify running the report on the current record.

• 
  Lists for related records types
  

If the report has prefiltering enabled, from the list view, users can specify running the report on selected records.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including Sub-Reports view.

• 
  Languages
  

Note that this does not change the language used inside the report.

14. 
    Edit the report ownership information on the Administration tab:
    

• 
  Owner
  

• 
  Viewable By
  

15. 
    Click Save.
    
16. 
    To modify the filter for the report, on the Actions toolbar, click Actions, and then click Edit Default Filter.
    

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

4. 
   In the list of reports, select the report.
   
5. 
   On the Reports tab, in the Records group, click Edit.
   
6. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

• 
  If you don't want users to run the base report you started from:
  

1. 
   In the Reports area, select the base report.
   
2. 
   In the Records group, click Edit.
   
3. 
   On the Actions menu, click Revert to Personal Report.
   

Create a Custom Fetch-Based Reporting Services Report

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report Permissions

All reports created by using the Report Wizard are Fetch-based reports. These reports provide basic report authoring capabilities. However, to create complex reports (such as drill-through reports or sub reports) or to change the layout and formatting of reports, create a custom Fetch-based report using the Business Intelligence Development Studio. To create a complex report, you need a report development environment:

How to set up a report development environment

• 
  Microsoft Visual Studio, or any product that uses the Visual Studio .NET integrated development environment (such as Microsoft Visual Basic .NET).
  
• 
  Business Intelligence Development Studio. You can install Business Intelligence Development Studio from the Microsoft SQL Server 2008 CD. Business Intelligence Development Studio requires Visual Studio .NET 2008.
  
• 
  Microsoft Dynamics CRM Report Authoring Extension
  

• 
  Microsoft Dynamics CRM Reporting Extensions
  

• 
  Make sure a security role assigned to your account includes the Publish Reports and Add Reporting Services Reports privileges.
  

• 
  Reporting for Microsoft Dynamics CRM Using Microsoft SQL Server Reporting Services section of the Microsoft Dynamics CRM 2011 Software Development Kit. More information: Reporting Using Microsoft SQL Server Reporting Services (Microsoft Dynamics CRM SDK) (see Reporting Using Microsoft SQL Server Reporting Services (Microsoft Dynamics CRM SDK) - http://go.microsoft.com/fwlink/?LinkId=199502)
  
• 
  Reporting Services Books Online provides help for Reporting Services. More information: Reporting Services Books Online (see Reporting Services Books Online - http://go.microsoft.com/fwlink/?LinkId=98256)
  

1. 
   Open Business Intelligence Development Studio.
   
2. 
   Create a report server project. For more information, see How to: Create a Report Server Project (see How to: Create a Report Server Project - http://go.microsoft.com/fwlink/?LinkId=192208).
   
3. 
   In Solution Explorer, right-click the Reports folder, and then click Add New Report.
   

4. 
   On the Welcome to the Report Wizard page, click Next.
   
5. 
   On the Select the Data Source page, click New Data Source, and then specify the following details:
   

• 
  Name. Type a name for the data source.
  
• 
  Type. Select Microsoft Dynamics CRM Fetch as the data source type.
  
• 
  Connection string. Type the connection string for the data source.
  

In this connection string, only <ServerURL> is mandatory.

To find the organization unique name, in the Navigation Pane, click Settings, click Customizations, and then click Developer Resources.

If an organization name is not specified, the first organization that the user (who is running this query) belongs to is used. If the home realm URL is not specified, the value is retrieved from the registry value "HKLM\SOFTWARE\Microsoft\MSCRMBidsExtensions\HomeRealmUrl".

6. 
   Click Next.
   
7. 
   Specify the credentials to connect to Microsoft Dynamics CRM Server 2011, and then click OK.
   
8. 
   On the Design the Query page, type the Microsoft Dynamics CRM Report Authoring Extension query to use for the report.
   

Microsoft Dynamics CRM Report Authoring Extension queries do not support using "Managed Property" as a data type attribute.

9. 
   Click Next.
   
10. 
    Select whether you want to create a tabular report or a matrix report.
    
11. 
    Design the report.
    
12. 
    Select a style to apply to the report, and then click Next.
    
13. 
    Verify the the fields that you want will be included in the report, and then name the report.
    

14. 
    Add the report to Microsoft Dynamics CRM.
    

1. 
   In the Microsoft Dynamics CRM Reports area, click New.
   

2. 
   In the Report Type box, select Existing File.
   

17. 
    In the File Location box, click Browse to locate the dynamic or static file, and then click Open.
    
18. 
    Specify the properties for the report on the General tab:
    

• 
  Name
  

• 
  Description
  

• 
  Parent Report
  

• 
  Categories
  

• 
  Related Record Types
  

For example, if your new report includes data from accounts and activities, select Accounts and Activities.

• 
  Display In
  

• 
  Reports area
  

• 
  Forms for related record types
  

If the report is enabled for prefiltering, from the record, users can specify running the report on the current record.

• 
  Lists for related records types
  

If the report has prefiltering enabled, from the list view, users can specify running the report on selected records.

If no values are selected, the report will not be visible to end-users. To view or manage reports not visible to end-users, in the Reports area, select the All Reports, Including Sub-Reports view.

• 
  Languages
  

Note that this does not change the language used inside the report.

19. 
    Edit the report ownership information on the Administration tab:
    

• 
  Owner
  

• 
  Viewable By
  

20. 
    Click Save.
    
21. 
    To modify the filter for the report, on the Actions toolbar, click Actions, and then click Edit Default Filter.
    

To share your new file with other users, do one of the following:

• 
  Add your file as a report in Microsoft Dynamics CRM, and select the report. On the Reports tab, in the Collaborate group, click Share, and specify users with whom to share the report.
  
• 
  If the report would be useful for all users, add your file as a report in Microsoft Dynamics CRM, and ask your system administrator to make it available to the organization. If you have the appropriate permissions:
  

1. 
   In the list of reports, select the report.
   
2. 
   On the Reports tab, in the Records group, click Edit.
   
3. 
   On the Actions menu, click Make Report Available to Organization.
   

• 
  Put the report in a shared file system.
  

• 
  E-mail the report to other Microsoft Dynamics CRM users in the same domain.
  

• 
  If you don't want users to run the base report you started from:
  

1. 
   In the Reports area, select the base report.
   
2. 
   In the Records group, click Edit.
   
3. 
   On the Actions menu, click Revert to Personal Report.
   

Related Topics Running Reports and Analyzing Data 91 Customizing and Organizing Reports 91 Write a Report Using Report-Writing Tools 108

Run a Report

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

1. 
   Find and open a report:
   

• 
  In the Workplace, under My Work, click Reports.
  
• 
  To narrow the list, enter the first few letters of the report name, or use the asterisk (*) wildcard in the Search box and then click the Find button . You can also select a view.
  
• 
  In the reports list, double-click the report that you want to run.
  
• 
  If the report has a default filter, the default filter will be displayed. Follow step 2 to change the filter.
  

From a list of records, including the results of an Advanced Find search

Only reports that relate to the current record type will be available.

You can run some reports on all records in the list, up to ten selected records, or without limiting the records as if you were running the report from the Reports area.

• 
  To run a report on all records on the list:
  

1. 
   On the Actions toolbar, click Reports .
   
2. 
   Under Run on Selected Records, click the name of the report.
   
3. 
   In the Select Records dialog box, click All records on all pages in the current view, and then click Run Report.
   

• 
  To run a report on up to ten selected records from the list:
  

1. 
   Select the records to include. Select several records by pressing the CTRL key while you click each record.
   
2. 
   On the Actions toolbar, click Reports.
   
3. 
   Under Run on Selected Records, click the name of the report.
   
4. 
   In the Select Records dialog box, click The selected records, and then click Run Report.
   

• 
  To run a report without limiting records to items on the list:
  

1. 
   On the Actions toolbar, click Reports.
   
2. 
   If the report is listed under Run on All Records, select the report.
   

Under Run on Selected Records, click the name of the report. In the Select Records dialog box, click All applicable records, and then click Run Report.

- OR -

If the report you want to run is not listed, you must go to the Reports area to run the report.

Only reports that relate to the current record type will be available.

To run a report including data from just one record:

1. 
   On the second tab, in the Data group, click Run Report.
   
2. 
   Under Run on Current Record, click the name of the report.
   

All reports can be run when you are online.

To run a report while you are offline, you must first create a local data group that includes the report, as well as a local data group that includes any data that should be included in the report.

To create a local data group that contains reports, on the CRM menu, click Modify Local Data Groups, click New, select the the Report record type, and then define the criteria for which reports to include. More information: Work with Data to Take Offline

• 
  To run reports from the Reports area, in the Outlook Navigation Pane, under Microsoft Dynamics CRM, click Workplace, click My Work, click Reports, and then select a report to run.
  
• 
  To select a report from a record or list, follow the procedures above. These steps work the same way in Microsoft Dynamics CRM for Outlook.
  
• 
  From a report you saved locally
  
• 
  If you have saved a report on your computer or shared file system that reads dynamic data from Microsoft Dynamics CRM, to open it, browse to the folder that contains your saved report, and double-click the file.
  

2. 
   If the report offers filter criteria, if needed, modify the filter criteria and then click Run Report.
   

- OR - To edit the filter criteria in detailed mode:

1. 
   Click Edit Filter.
   
2. 
   To add a criteria row:
   

1. 
   Click Select, and specify the field to filter on.
   
2. 
   Click the query relational operator, and select an operator.
   
3. 
   Click Enter Value, and enter a value to filter on. For some values, you can click the Select or change the values for this field button to open the Select Values dialog box and select the value you want.
   

3. 
   To group criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped.
   

1. 
   For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row.
   
2. 
   On the Filter toolbar, select Group AND or Group OR.
   
3. 
   To remove a row from a group, click the Options menu button for that row, and then click Delete.
   
4. 
   To select a group, click the Options menu button for that group, and then click Select Group.
   
5. 
   To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value.
   
6. 
   To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.
   
7. 
   To ungroup a group, click the Options menu button for that group, and then click Ungroup.
   
8. 
   To change a Group AND group to a Group OR group, or a Group OR group to a Group AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.
   

• 
  To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.
  
• 
  To delete a row, click the Options menu button for that row, and then click Delete.
  
• 
  To hide a row in simple mode, while you are in detailed mode, click the Options menu button for that row, and then click Hide in Simple Mode.
  
• 
  If you have a hidden row when viewing filter criteria in simple mode and you want to show that row again, then in detailed mode, you must click the Options menu button for that row, and then click Show in Simple Mode.
  
• 
  You can set your personal options so that report filters and Advanced Find criteria always open in simple or detailed mode. More information: Set Personal Options (on page 194)
  

3. 
   If the report offers parameters, if needed, modify the parameters and then click View Report.
   
4. 
   Locate data in the report.
   

• 
  To view or change a record, click the first field in the row for the record. A separate Microsoft Dynamics CRM window will open with the record.
  
• 
  To view all records associated with a summary or chart report, click Show All at the bottom of the report. To navigate back to the original report, click the Go back to the parent report button.
  
• 
  To view detailed information about an area in a chart, click an area of the chart. To navigate back to the original report, click Original Report in the report title area.
  
• 
  To page through the report, on the Report toolbar, use the Page Navigation buttons. To locate a specific page, type a page number in the box and then press Enter.
  
• 
  To quickly locate specific information in your report, in Find | Next, type a few characters, and then click Find.
  
• 
  To sort a column, click the column title. The direction of sorting is indicated by the Ascending sort button or the Descending sort button .
  
• 
  To view or hide the filter summary, expand or collapse Filter Summary.
  
• 
  To update your report, click the Refresh button .
  
• 
  To hide or show the report parameters, click the Show / Hide Parameters button .
  

5. 
   Print the report.
   

If you are working offline using Microsoft Dynamics CRM for Outlook, on the Report toolbar, click the Export button, and select MHTML (web archive) format. Open the file, and on the File menu, click Print.

• 
  If a chart doesn't display the first time you export a report to MHTML (web archive) format, export the report a second time.
  
• 
  To print reports, you need a Reporting Services Microsoft ActiveX control. The first time you print a Reporting Services report from either Microsoft Dynamics CRM or Microsoft Dynamics CRM for Microsoft Office Outlook, you will see a prompt Do you want to install this software?.
  

6. 
   Export the report.
   

The exported report is temporary. If you need to save the exported report to a local file, use the viewing program to save the file to disk. The saved exported report is no longer connected to Microsoft Dynamics CRM. Therefore, it does not change if Microsoft Dynamics CRM data changes.

1. 
   Click the Export button and select a format to which you want to export the report.
   

The formats that are available are determined by the rendering extensions that are installed on the Microsoft SQL Server Reporting Services report server, and also by whether you are online or offline.

• 
  If you are working offline, only the Excel and Acrobat (PDF) file formats are available.
  

The following export formats are included in a default installation when you are online. The list of export formats available to you may vary from those listed here.

• 
  XML file with report data
  

• 
  CSV (comma delimited)
  

To export only the data, instead of using this format, export data from any list in Microsoft Dynamics CRM, including results of Advanced Find searches, into Microsoft Office Excel, and then save as a comma-delimited (CSV) file.

• 
  Acrobat (PDF) file
  

Choose this format for long reports, paginated reports, or reports that are delivered as a file.

• 
  MHTML (web archive)
  

Choose this format to view a report offline or for e-mailing the report.

• 
  Excel
  

Large reports and reports with charts might not display with the expected formatting when exported in this file format. To export only the data, instead of using this format, from any list in Microsoft Dynamics CRM, including results of Advanced Find searches, export the data into Microsoft Office Excel, and then save as a comma-delimited (CSV) file. More information: Export Data to Excel (on page 58)

• 
  TIFF file
  

Choose this format to a view a report in a page-oriented layout. The TIFF format is the recommended format for printing reports.

• 
  Word
  

• 
  If there is no report that gives you the information you need, you can either export data to Microsoft Office Excel, or create your own report. More information: Export Data to Excel (on page 58), Create and Work with Reports
  
• 
  If a snapshot of a Reporting Services report exists, you can view it from the Reports area. To see if any snapshots exist for a report, click the View Snapshots button next to the report. If a snapshot exists, click the snapshot link to view the snapshot.
  

If multiple Language Packs are installed, only reports that are marked for display in the language you specified in Personal Options will be visible. More information: Set Personal Options (on page 194)

Related Topics Print Things 18 Running Reports and Analyzing Data 91 Customizing and Organizing Reports 91 Export Data to Excel 58 Default Reports 93

Edit the default filter for a report

For personal reports, this task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions.

For reports available to everyone in your organization, this task requires the System Administrator security role, System Customizer security role, or equivalent permissions. More information about specific permissions and performing this task while offline: Report Permissions.

If a report is a Microsoft SQL Server Reporting Services report, is enabled for prefiltering, and has a default filter, you can change the default filter that will be used each time any user runs the report.

1. 
   In the Navigation Pane, click Workplace, and then under My Work, click Reports.
   
2. 
   Select a report.
   

3. 
   In the Actions group, click Edit Default Filter.
   
4. 
   Modify the filter criteria.
   

• 
  To edit an existing row, click the query relational operator and select an operator, or click the underlined value and enter a new value.
  
• 
  Click the query relational operator, and select an operator.
  
• 
  To add a criteria row:
  

1. 
   Click Select, and specify the field to filter on.
   
2. 
   Click the query relational operator, and select an operator.
   
3. 
   Click Enter Value, and enter a value to filter on. For some values, you can click the Select or change the values for this field button to open the Select Values dialog box and select the value you want.
   

• 
  To group criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped.
  

1. 
   For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row.
   

2. 
   On the Filter toolbar, select Group AND or Group OR.
   

2. 
   To remove a row from a group, click the Options menu button for that row, and then click Delete.
   
3. 
   To select a group, click the Options menu button for that group, and then click Select Group.
   
4. 
   To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value.
   
5. 
   To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.
   
6. 
   To ungroup a group, click the Options menu button for that group, and then click Ungroup.
   
7. 
   To change a Group AND group to a Group OR group, or a Group OR group to a Group AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.
   

• 
  To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.
  
• 
  To delete a row, click the Options menu button for that row, and then click Delete.
  

5. 
   Click Save Default Filter.
   

Related Topics Customizing and Organizing Reports 91

Create one-time or scheduled report snapshots

For personal reports, this task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Report Permissions.

For reports available to everyone in your organization, this task requires the System Administrator security role, System Customizer security role, or equivalent permissions. More information about specific permissions and performing this task while offline: Report Permissions.

To create a snapshot of a Reporting Services report, you create a snapshot definition, which can be used to create on-demand snapshots or to schedule snapshots to occur at specific times. Each snapshot definition can create and store up to eight snapshots. Creating the ninth snapshot automatically deletes first snapshot. Caution: When you make a snapshot available to other users, all the data in the snapshot is visible, whether or not the other users have permission to view this data directly in Microsoft Dynamics CRM. Make sure you do not share information that other users do not have permission to view.

1. 
   In the Navigation Pane, click Workplace, and then under My Work, click Reports.
   
2. 
   Select a report.
   
3. 
   On the Reports tab, in the Actions group, click Schedule Report, and then complete the steps in the wizard.
   

• 
  After you create a snapshot definition, rename the snapshot definition so that users can easily understand the purpose of the snapshot.
  

1. 
   Select the snapshot definition, and then on the Actions toolbar, click Edit Report .
   
2. 
   In the Name box, enter a new name, and then click Save and Close.
   

• 
  After you have created snapshots, if you don't want users to be able to run the base report:
  

1. 
   In the Reports area, select the base report.
   
2. 
   In the Records group, click Edit.
   
3. 
   On the Actions menu, click Revert to Personal Report.
   

Related Topics Customizing and Organizing Reports 91

Make a report available for external use

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Report Permissions

When you publish a report for external use, it is available for use in a Microsoft SharePoint Web part or in a custom program. In addition, you can use Microsoft SQL Server Reporting Services to work with this report.

1. 
   In the Navigation Pane, click Workplace, and then under My Work, click Reports.
   
2. 
   Select the report that you want to make available for external use.
   
3. 
   On the Reports tab, in the Records group, click Edit.
   
4. 
   On the Actions menu, click Publish Report For External Use.
   

Related Topics Customizing and Organizing Reports 91