Export to an Excel dynamic worksheet

Export data to a Office Excel worksheet so users can have the latest Dynamics 365 Customer Engagement (on-premises) information any time they view the worksheet. Imagine the CEO of your company getting the critical information they need without having to navigate Dynamics 365 Customer Engagement (on-premises) but instead, merely opening the Excel link on their desktop. You can export up to 100,000 records at a time.

Important

Your operating system region settings (in Windows, Control Panel > Region) and Dynamics 365 Customer Engagement (on-premises) organization language and locale (Settings > Administration > System Settings > Formats tab > Current Format) should be the same. If not, refreshing dynamic data with Refresh from CRM might cause data changes.

Export data to an Excel dynamic worksheet

You can’t export data to a dynamic worksheet in Excel for all Dynamics 365 Customer Engagement (on-premises) record types. If you don’t see the option, it’s not available for that record.

  1. Open a list of records.

  2. On the command bar select, Export to Excel > Dynamic Worksheet.

  3. Under Common Tasks, configure the column settings and then select Export.

  4. Select Save and then save the .xlsx file. Make note of the location where you saved the file.

    Note

    If you’re going to edit the data file later, it’s recommended that you save the file before you open it. Otherwise, you might get this error message: Microsoft Excel cannot open or save any more documents because there is not enough available memory or disk space.

    To fix the issue do this:

    1. Open Excel and go to File > Options > Trust Center Settings Center Settings… > Protected View.
      2. In Protected View, uncheck all three items.
      3. Then select OK > OK.

      We still strongly recommend that you save and then open the data file, rather than disabling protected view which may put your computer at risk.

  5. Open Excel and then open the .xlsx file you saved in the previous step.

  6. If you see the security warning External Data Connections have been disabled, select Enable Content.

  7. To refresh data in the file, on the Data tab, select Refresh from CRM.

    Note

    To view and refresh dynamic data, Microsoft Dynamics 365 for Outlook must be installed. If it is already installed and configured, select Refresh from CRM to sign in to Dynamics 365 Customer Engagement (on-premises). If you do not want to be prompted again to sign in, select Save my email address and password in the Sign-In page.

    Note

    If you have a phone numbers that starts with + or , for example +1-123-456-7890, when you refresh the dynamic worksheet the phone number field will not display the number correctly.
    To avoid the issue, use a space or parentheses (), like this: +1 123-456-7890 or +1 (123)-456-7890

Tips

  • You can email a dynamic Excel file or store it as a shared file if the recipients are in the same domain as you. When recipients open the dynamic file, they’ll see data they have permission to view in Dynamics 365 Customer Engagement (on-premises), so the data they see may be different from what you see.

  • Some system views, such as Accounts: No Campaign Activities in Last 3 Months, can be exported only to a static Excel worksheet.

  • In Dynamics 365 Customer Engagement (on-premises), money values are exported to Excel as numbers. After you have completed the export, to format the data as currency, see the ExcelHelp topic titled “Display numbers as currency.”

  • The data and time values that you see in Dynamics 365 Customer Engagement (on-premises) show up as Date only when you export the file to Excel but the cell actually shows both the date and time.

  • If you’re going to make changes and import the data file back in to Dynamics 365 Customer Engagement (on-premises), remember that secured, calculated, and composite fields (e.g. Full Name) are read-only and can’t be imported in to Dynamics 365 Customer Engagement (on-premises). You’ll be able to edit these fields in Excel but when you import the data back in to Dynamics 365 Customer Engagement (on-premises) these fields will not be updated. If you want to update these fields such as a contact’s name then it’s recommend that you use that view to export your data, update them in Excel, and import them back to Dynamics 365 Customer Engagement (on-premises) for changes.

Privacy notice

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.

See also

Export data to Excel