Microsoft Dynamics® CRM Training
Exporting Static Data to Excel
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Exporting Static Data to Excel
Microsoft Excel is a useful tool that allows you to organize, format, and analyze data. Many business applications give the end user the ability to export or download record-level data into Excel, and Microsoft Dynamics CRM Online 2011 is no exception.
It is very easy to export a list of records into Excel. For a simple, one-time report, you can export data from any grid in CRM Online in a static worksheet. The worksheet is described as static because the data will not be updated in Excel if it is changed in CRM Online after it is exported.
A static data export reflects a point-in-time snapshot of a set of records in CRM Online.
When you export static data into Excel, the data is exported exactly as it appears in the CRM Online grid, so that the exported worksheet includes the fields that are displayed in the grid and uses the same field order, sorting, and field widths. You can export most data grids into Excel, including the results of an Advanced Find.
In this walkthrough, we will export a static CRM Online data view into Excel after configuring the columns to show the data we need.
In the Workplace module, under Customers, click Accounts. In the view selector, I'll choose "Sample Accounts", a view that I have already created.
Notice the columns included in this view. When we export this data to Excel, these will be the only columns included in the spreadsheet. If this were exactly what we wanted, we'd click Export to Excel in the Data group of the Accounts tab here in the ribbon.
But let's say we want to add a column that includes the state address of each account before we export to Excel. One way of doing this is clicking Advanced Find in the ribbon.
When the Advanced Find window appears, we'll click Saved Views, and then select the "Sample Accounts" view. Now let's click Edit Columns.
When the Edit Columns dialog opens, we'll click Add Columns. This opens the Add Columns dialog.
Here we'll select Address 1: State/Province and then click OK to close the Add Columns dialog, and OK again to close the Edit Columns dialog.
Back at the Advanced Find window, we can click Results in the ribbon to verify that our new column is present in the view. Everything checks out fine, so let's go back by clicking on the Advanced Find tab. Now we'll click Save in the ribbon, and then we can close the Advanced Find window.
When we return to the view in the Workplace module, our added column appears where it should. Now let's click on Export to Excel in the Data group of the Accounts tab in the ribbon.
The Export Data to Excel dialog appears. Leave Static worksheet with records from this page selected, and click the Export button.
Now we can save the document to our computer, but let's opt to open it first. Click Open to launch Excel and open the exported file. The active account records have now been downloaded to Excel. You can format, modify, and analyze the data in Excel to meet your needs without affecting your CRM Online database.
Thanks for watching.