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Microsoft Dynamics CRM 2011 : Reporting with Excel (part 1) - Exporting Static Data to Excel Worksheets

5/8/2013 7:22:40 PM
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Microsoft Dynamics CRM provides several options for data reporting. The combination of Advanced Find views and the Microsoft SQL Server Reporting Services Report Wizard makes for a powerful suite of reporting tools. Microsoft Dynamics CRM provides an additional reporting option that many users like to use: you can export data to Microsoft Excel. The ability to export your Microsoft Dynamics CRM data to Excel within the Microsoft Dynamics CRM interface allows you to export data into a static worksheet, a dynamic worksheet, or a dynamic PivotTable for further analysis and reporting. By choosing a dynamic export option, you can ensure that the Excel file maintains a live connection to the Microsoft Dynamics CRM database that allows you to refresh the data from within Excel. Consider how useful this functionality would be in the following scenarios:

  • You have an Advanced Find view that you export weekly to print for a meeting. You can export to a dynamic file one time, format the report to your liking, and open it up from a saved location to get the most recent data.

  • You have a PivotTable report that you use to view aggregated data. You can set up the PivotTable one time and reuse it as needed.

When you export data to Excel, Microsoft Dynamics CRM security settings apply, so that you can only export those records to which you have access in Microsoft Dynamics CRM.

1. Exporting Static Data to Excel Worksheets

Excel is a tool that most people in traditional business environments are familiar with and use in some capacity. With Excel, you can 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 is no exception.

It is very easy to export a list of records into Excel. If you have been using Microsoft Dynamics CRM for a while, you have probably already used this feature to export data to Excel.

For a simple, one-time report, you can export data from any grid in Microsoft Dynamics CRM in a static worksheet. The worksheet is described as static because the data will not be updated in Excel if it is changed in Microsoft Dynamics CRM after it is exported. A static data export reflects a point-in-time snapshot of a set of records in Microsoft Dynamics CRM.

When you export static data into Excel, the data is exported exactly as it appears in the Microsoft Dynamics CRM 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 exercise, you will export a static Microsoft Dynamics CRM data view into Excel.

Note

SET UP Use your own Microsoft Dynamics CRM installation in place of the site shown in this exercise. Use the Windows Internet Explorer web browser to navigate to your Microsoft Dynamics CRM website before beginning this exercise.

  1. In the Workplace area, click Accounts.

  2. In the view selector, select Active Accounts.

    The data grid updates to display a list of active accounts.

    image with no caption
  3. On the ribbon, in the Data group of the Accounts tab, click the Export to Excel button.

    Tip

    The Export To Excel button is available on most grids within Microsoft Dynamics CRM. You can export system-related information such as lists of reports or data imports in addition to lists of core records such as accounts, contacts, and opportunities.

    The Export Data To Excel dialog box appears.

    image with no caption
  4. Leave Static worksheet with records from this page selected, and click the Export button.

    Tip

    If the records in the Active Accounts view span multiple pages, you will be presented with two options in step 4:

    Static worksheet with records from this page
    Static worksheet with records from all pages in the current view

    These options allow you to choose whether to return all records from the view or just the records on the first page of the view results.

    The File Download dialog box appears.

  5. Click Open to launch Excel and open the export file. Alternatively, you can also select Save if you want to save the Excel file to your computer.

    image with no caption

    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 Microsoft Dynamics CRM database.

Important

If you do not have Excel installed on your computer, the file will not open. Contact your system administrator if you do not have Excel. Alternatively, Microsoft provides a tool called Excel Viewer, which allows you to open Excel files for viewing. Excel Viewer can be found on the Microsoft Download Center site at http://www.microsoft.com/downloads.

 
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