2011 User's Guide Copyright

Find Things

Find records in a list

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  Use one of the following methods to find records in a list:
  

Select a view from the View drop-down list at the top of any list of records. Some lists, such as Activities and Closed Activities, provide additional choices to help filter a list.

The View list includes two types of views: System Views and My Views.

Search for a text string

In the Search box, type a few letters to narrow your search, and then click the Lookup button .

Use an asterisk ( * ) as a wildcard if the text you're looking for is not at the beginning of a field. For example, to find all records that contain the word "advanced" in the searched columns, enter *advanced.

The search is not related to the view currently selected in the View menu. Only active records are returned.

Tip

For each record type, which fields are searched can be customized. By default, the following fields are searched:

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  Account: Account Name, Account Number, E-mail
  
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  Activity and individual activity types including Appointment, E-mail, Letter, Fax, and Phone Call: Subject
  
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  Campaign: Campaign Code, Name
  
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  Case: Title, Case Number
  
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  Contact: Full Name, First Name, Middle Name, Last Name, E-mail, Case Number
  
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  Contract: Contract Name
  
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  Lead: Company Name, First Name, Last Name, Name, Topic
  
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  Marketing List: Name
  
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  Opportunity: Topic
  
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  Quote, Order, Invoice: Name
  
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  Product: Product Name, ID
  
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  Sales Literature: Title
  

Sort a list

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  To sort a list of records, click a column heading. To reverse the sort order, click the column heading again.
  

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  To sort by an additional column, press SHIFT while you click the additional column heading.
  

Use Advanced Find to filter the list

1. 
   To start an Advanced Find search:
   

- OR -

2. 
   Specify criteria for your search and the columns to display.
   

Create your own view

3. 
   To start an Advanced Find search:
   

- OR -

4. 
   Specify criteria for your search and the columns to display.
   

5. 
   Click Save As.
   

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  In the Query Properties dialog box, in the Name field, type a name for the search.
  
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  In the Description box, type a brief description, and then click OK.
  

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.

For lists that include an Index at the bottom of the list:

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  To view records with the information in the sorted column that begin with a specific letter, click the letter.
  
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  To view records with the information in the sorted column that begin with 0-9, click #.
  
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  To view all records, click All.
  

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  To make sure a list of records is current, at the top of the list, click the Refresh button , or right-click any record and then click Refresh list.
  
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  To preview a record, click the Preview button next to the record. To close the preview, click the Close Preview button
  
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  To see the exact criteria used for any saved view and most system views, select the view, on the Standard toolbar click Advanced Find, and then click Show Details.
  
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  It is not possible to find or retrieve deleted records.
  
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  In any list, select multiple records:
  

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  Select several records by pressing the CTRL key while you click each record.
  
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  Select a sequence of records by clicking the first record that you want, and then press the SHIFT key while you select the last record that you want.
  
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  Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.
  

1. 
   On the File menu, click Options.
   
2. 
   On the General tab, in the Records Per Page list, select the number of records to display per page.
   
3. 
   Click OK.
   

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