Export data to Excel
Applies to Dynamics 365 (online), version 9.x
Do you need to analyze your data from Dynamics 365 and convert that data into actionable items that help you drive more sales? Now you can do this when you export your data to Excel or Excel Online to do a quick data analysis. Also, analyzing large datasets is not a problem because you can export up to 100,000 rows of data.
You can choose to export static worksheets or dynamic worksheets, which you can import back into Dynamics 365. If you need more advanced functions, you can export a dynamic PivotTable, which makes it very easy to organize and summarize data.
Export data to a standard Excel file that that you can use on any device such as your phone, tablet, or desktop computer. The data is exported in the same format as you see in Dynamics 365. Text will remain text, numbers will remain numbers, and dates will remain dates. However, when you export data from Dynamics 365 to Excel the some cell format may change. The table below summarizes how you’ll see the data in Dynamics 365 and how the cell format changes when you export the data to Excel.
Cell format when data is exported from Dynamics 365 to Excel
|Data format in Dynamics 365||Cell format in Excel|
|Text, Ticker Symbol, Phone, Options set, and Look Up||Shows as Text and option set becomes drop-down list|
|Email, URL||Shows as General|
|Number||Shows as Number without group separator|
|Currency||Shows as Number and does not include “$” symbol|
|Date only, Date and Time||Shows as Date only|
|Calculated and Roll up fields||Editable in Excel but can’t be imported back to Dynamics 365|
|Secured fields||Editable in Excel but can’t be imported back to Dynamics 365|
See which type of export works best for you
|Do an ad-hoc or what if analysis without modifying Dynamics 365 data. Or, quick bulk edit to multiple Dynamics 365 records.||Analyze your Dynamics 365 data in Excel Online|
|Get a snapshot of the data at the current data and time or you want to share it with others.||Export to an Excel static worksheet|
|Get the most update-to-date information and be able to refresh it in Excel and match what you see in Dynamics 365 at any time.||Export to an Excel dynamic worksheet|
|View Dynamics 365 data in a pivot table.||Export to an Excel PivotTable|
When you export data in Excel (.xlsx format) and then add or modify columns, you can’t import the data back in to Dynamics 365. This is not supported for .xlsx file format.
If you’re using Excel 2010, \ you may get this error message when you export data from Accounts area:
“The file is corrupt and cannot be opened.”
The error message occurs due to a setting in Excel. To fix the issue, do this:
Open Excel 2010
Go to File > Options.
Go to Trust Center > Trust center settings.
Click Protected view. Then clear the check boxes for the first two options.
Click OK and then close the Options dialog box.
Export to Excel is a tool provided by the XrmToolbox community developed for Dynamics 365 Customer Engagement. See the Developer tools topic for community developed tools.
The community tools are not a product of Microsoft Dynamics and does not extend support to the community tools. If you have questions pertaining to the tool, please contact the publisher. More Information: XrmToolBox.
If you use Microsoft Dynamics 365 (online), exporting data to a static worksheet creates a local copy of the exported data and stores it on your computer. The data is transferred from Dynamics 365 (online) to your computer by using a secure connection, and no connection is maintained between this local copy and Dynamics 365 (online).
When you export to a dynamic worksheet or PivotTable, a link is maintained between the Excel worksheet and Dynamics 365 (online). Every time a dynamic worksheet or PivotTable is refreshed, you’ll be authenticated with Dynamics 365 (online) using your credentials. You’ll be able to see the data that you have permissions to view.
An administrator determines whether or not an organization’s users are permitted to export data to Excel by using security roles.