Microsoft Dynamics CRM 4.0 User's Guide - MAEIL, Information ...

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The shortcut is not a snapshot of the data, but a link to the live data.Export Data to ExcelYou can export any list to Microsoft Office Excel, including the results of an Advanced Find search.You can export to a static or dynamic Excel worksheet or to a PivotTable.Export data to an Excel static worksheetCan I do this task?This task requires permissions that are found in all default security roles. More information about specificpermissions and performing this task while offline: Common Task Permissions1. In any area with a list of records, select the columns to include in the exported list.By default, an exported worksheet includes the fields that are displayed in the list, using the samefield order, sorting, and field widths.To make changes to the columns in an Advanced Find View, click Edit Columns. You can make thefollowing types of changes:Change the column orderTo change the column order, select a column heading, such as Account Name, and then under CommonTasks, click the Move Left button or the Move Right button to move the column.Add columnsa. To add columns to the export list, click Add Columns.b. To add columns for the main record type, select it, and then in the Add Columns list, click toselect fields that you want to add as columns.c. To add columns from related records, first select the related record type, and then in the AddColumns list, click to select fields that you want to add as columns.d. Click OK.Configure sortingTo change the sort order, click Configure Sorting, in the Column list, select the column that you want tosort, in the Order area, click Ascending Order or click Descending Order, and then click OK.You cannot sort on columns from related record types.Change column widthTo change the column width that will appear in the Excel worksheet, select a column heading, such asAccount Name, click Change Properties. In the Change Column Properties dialog box, select the56 Microsoft Dynamics CRM 4.0 User’s Guide
width (in pixels) that you want, and then click OK.Remove columnsTo remove a column, select the column heading that you want to remove, and under Common Tasks,click Remove, and then in the confirmation message, click OK.You cannot change the columns for a system view, such as All Active Accounts. You must eithercustomize the view, which requires the System Administrator or System Customizer security role, oruse Advanced Find to create your own view based on the current view. To create your own view,with the system view open, click Advanced Find.2. On the Actions toolbar, click the Export to Excel button .3. In the Export Data to Excel dialog box, select Static worksheet with records from this page.– OR –Select Static worksheet with records from all pages in the current view.This option will be visible only when your view includes more than one page of records.4. Click Export.5. To view the static worksheet, click Open.If you are using Microsoft Office Excel 2007, you will see a message that says the file you are tryingopen is in a different format than specified by the file extension. Click Yes.6. To save the exported data to a file, in Excel, on the File menu, click Save.TipYou can e-mail a static exported worksheet to anyone, or store it in a shared file. Anyone who opens the file will see allthe data in the file, whether or not they are a Microsoft Dynamics CRM user or have privileges to view the data inMicrosoft Dynamics CRM.NotesThere is potential for data loss if you export from Microsoft Dynamics CRM to a Microsoft Office Excel2003 comma-separated value (CSV) file.To ensure that the file is exported correctly, you must have data in every row of the last column ofthe list you are exporting. You can add a space or other character in last column of the file orreorder the columns so that the last column always contains data. More information: MicrosoftKnowledge Base Article 77295By default, in Microsoft Dynamics CRM, you cannot export a list of more than 10,000 records at a timeto a static Excel worksheet. Your system administrator can change this. More information: MicrosoftKnowledge Base Article 911395By default, Microsoft Dynamics CRM lists up to 50 records per page. If there is more than one page ofrecords available to view in the list of records, use the Page arrows at the bottom of the list to viewthe additional pages.Microsoft Dynamics CRM 4.0 User’s Guide 57
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Microsoft Dynamics CRM 4.0 User’s
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Table of ContentsChapter 1: Getting
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Chapter 3: Marketing ..............
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Chapter 1: Getting StartedThis chap
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Customer Service ManagementThe Cust
Page 11 and 12: Information in the Resource Center
Page 13 and 14: ToPressMove to the next option or o
Page 15 and 16: utton .Use an asterisk (* ) as a wi
Page 17 and 18: In any list, select multiple record
Page 19 and 20: Clear, delete, or group search crit
Page 21 and 22: a. In the Activities list, in the T
Page 23 and 24: Delete a saved search3. On the Stan
Page 25 and 26: Microsoft Dynamics CRM.Business Uni
Page 27 and 28: NoteYou cannot update an attached f
Page 29 and 30: From the Reports areaa. In the Work
Page 31 and 32: 3. Click Enter Value, and enter a v
Page 33 and 34: The following export formats are in
Page 35 and 36: DueEnter the date and time that the
Page 37 and 38: is displayed as long as the receipi
Page 39 and 40: NotesWhen you close an activity, th
Page 41 and 42: CustomerYou must click the Lookup b
Page 43 and 44: In the Assign to Queue or User dial
Page 45 and 46: Attach a fileCan I do this task?Thi
Page 47 and 48: 5. On the General tab, in the Recor
Page 49 and 50: To search all records on all pages
Page 51 and 52: ooYou can use the Modified On colum
Page 53 and 54: 2. Select the record or records tha
Page 55 and 56: You cannot create a new contact or
Page 57 and 58: Assign to another userClick the Loo
Page 59 and 60: Or, select multiple recordsSelect s
Page 61: use Track in CRM.Copy a shortcut. O
Page 65 and 66: There is potential for data loss if
Page 67 and 68: To ensure that the file is exported
Page 69 and 70: Notes and attachmentsYou can delete
Page 71 and 72: A record will only import if all Mi
Page 73 and 74: 9. After reviewing the details, if
Page 75 and 76: The Created On and Modified On attr
Page 77 and 78: . Click Browse, select the comma-se
Page 79 and 80: TipIf you create a data map that yo
Page 81 and 82: Add any file or link to a Web page
Page 83 and 84: To adjust the width of a column, cl
Page 85 and 86: 6. In the list of available records
Page 87 and 88: Configure sortingTo change the sort
Page 89 and 90: If you export a dynamic worksheet o
Page 91 and 92: If the recipients are in the same d
Page 93 and 94: To select a report from a record or
Page 95 and 96: To install the required control, cl
Page 97 and 98: Competitor Win Loss ReportUse this
Page 99 and 100: Web linksStatic filesDynamic files
Page 101 and 102: - OR -To start from a copy of an ex
Page 103 and 104: Column width. Width of the column h
Page 105 and 106: ooForms for related record typesRep
Page 107 and 108: Only reports that relate to the cur
Page 109 and 110: To page through the report, on the
Page 111 and 112: Add a report without using the Repo
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If you use the Microsoft Dynamics C
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share the.RDL file with the report
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g. To ungroup a group, click the Op
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If the report is enabled for pre-fi
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Create, edit, or copy a report usin
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a. For each row you want to group,
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oShow chart. To view data for a cha
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Make a report available for externa
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a. In the Microsoft Dynamics CRM Re
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Use Microsoft Office Word 2003Can I
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3. On the Actions menu, click Make
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TipTo share your new file with othe
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4. On the Actions toolbar, click Se
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7. If necessary, you can add or del
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While working with quotes, removing
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7. Click OK.Microsoft Dynamics CRM
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RegardingThis field is used to link
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DueIf you are not sending your e-ma
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Close an activityCan I do this task
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6. Click Save or Save and Close.Not
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Assign an activity to a user or que
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Work with Integrated Instant Messag
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More information: Creating and Usin
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Sending and Replying to E-Mail Mess
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To attach an articlea. To look up a
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This procedure does not create an O
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After a message is sent, the status
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Set the option to send and receive
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Convert an activity to a caseCan I
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You can enter a description of the
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Increasing Your EfficiencyPersonali
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2. In the Set Personal Options dial
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Create the duplicatesThis option al
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Create or edit an e-mail templateCa
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Set how your e-mail is trackedCan I
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In the above options, if you chose
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You can export to a static or dynam
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Create, Edit, or Copy a Report Usin
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However, rows with field values fro
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oShow chart. To view data for a cha
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From the Reports areaa. In the Work
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. To group criteria, you must selec
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ExcelView the report in Microsoft O
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Parent ReportIf this report is a su
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Lists for related record typesRepor
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Edit the default filter for a repor
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2. Download the report from Microso
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Create one-time or scheduled Report
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- OR -To edit an existing report, s
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Column width. Width of the column h
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ooForms for related record typesRep
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Edit a default report or create a R
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language in their personal options.
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Use Microsoft Office Word 2007Can I
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4. Continue with the Query Wizard.
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Using the Knowledge BaseUsing Artic
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View unpublished articlesCan I do t
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Using workflowsYou use workflows by
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Send an e-mail notificationStart a
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Conditional Branch. Adds a conditio
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5. Click the field where you want t
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Create or edit an announcementCan I
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c. In Common Tasks, click Add Colum
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Managing Customer RelationshipsMana
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postal code can provide basic geogr
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ooFaxThe selected option simply pro
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NoteYou cannot set up duplicate rel
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Party 2Select the customer record t
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For Selected RecordsSelect this opt
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NoteThis topic documents the list o
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oMailThe selected option simply pro
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5. Click Save or Save and Close.Rep
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However, you can also click the Loo
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For Selected RecordsSelect this opt
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Use this report to identify account
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Create or edit a leadCan I do this
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oMailThe selected option simply pro
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NotesBased on the security privileg
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Reactivate a closed leadCan I do th
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a. In the Navigation Pane, click Ma
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Work with OpportunitiesOpportunitie
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When the Look Up Records dialog box
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To remove a relationship, open the
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Close an opportunityCan I do this t
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Default sales reportsThe following
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2. On the Actions toolbar, click Ne
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Add or remove opportunities for a c
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9. Under Details, click Documents.1
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Selecting recipients for the quick
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You cannot add additional records t
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When you first create a quote it ha
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You must manually enter the tax amo
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Price ListSearch for and select the
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The mail merge process creates two
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You must enter the date in the form
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CurrencySelect the currency in whic
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ecords are created every five minut
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CurrencySelect the currency in whic
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TipWhen the Look Up Records dialog
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Bill To AddressEnter the address wh
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Lock or unlock the price for an ord
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Running CampaignsPlanning Campaigns
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The Total Cost of Campaign Activiti
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8. In the Outsource Vendors box, cl
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Understanding Quick CampaignsYou ca
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NotesYou cannot add additional reco
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Importing Campaign ResponsesIn addi
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2. Open the campaign that contains
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Using Marketing ListsCreating and M
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Add members to a marketing listCan
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Remove members from a marketing lis
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5. Create a query to find the list
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Select this option to include all r
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Chapter 4: ServiceThis chapter expl
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ArrivedCanceledCompletedNo ShowBusy
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calendar in your Workplace.You can
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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that another service activity or ap
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Change the status of a service acti
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You cannot create a recurring servi
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2. On the Actions toolbar, click Sc
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Find an available time with specifi
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2. On the Actions toolbar, click Ne
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Close or cancel a service activityC
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7. On the Details tab, you can sele
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. On the Actions toolbar, click New
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SubjectYou must enter a subject. Th
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The Schedule Service Activity form
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Show Time AsIf you want to change t
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example, you could enter the sympto
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a. In the Navigation Pane, click Wo
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- OR -To work with activities assoc
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Providing Customer Service with Con
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. In the Contract form, on the Acti
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3. Under Details, click Contract Li
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Renew a contractCan I do this task?
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Recording Entitlements Through Cont
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Resolve potential duplicate records
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3. On the Actions menu, click Resol
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Chapter 5: Microsoft Dynamics CRM f
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RemindersAfter synchronization with
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5. To save your changes and close t
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ContactsSelect this option if you w
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More information: Set Personal Opti
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when you are working offline, they
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If a tracked activity is deleted fr
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3. Save Outlook tasks as Microsoft
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In your personal options, you can s
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2. Do one of the following:Create a
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Outlook, the attachments do not syn
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6. You can also attach an article,
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This procedure does not create an O
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After a message is sent, the status
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Save Record.- OR -NotesIf your new
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NotesIf your new or updated record
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Before you go offline, you can sele
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The Data Group tab lists existing d
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More information: Set Personal Opti
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Set address book options in Microso
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Synchronize with Microsoft Outlook
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Resolve data synchronization errors
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TroubleshootingAccessing Parts of t
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Work with Security RolesControlling
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Importing DataHow do I link address
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What does the message mean that I g
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How can I find all records that don
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Export Data to ExcelRunning Reports
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4. In the Encoding list, click Unic
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e-mail activities created?Microsoft
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Why am I receiving e-mail messages
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Why can't I fix some of the synchro
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Why are Outlook appointments not ap
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General Issues with Microsoft Dynam
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Synchronizing InformationWhen I upg
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Why can't I go back online?This usu
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Running Reports - TroubleshootingCr
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Why do I receive the error "SRS soa
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GlossaryAaccept (To move a case int
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ase currency (The primary or defaul
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conditional branch (An element of w
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number of recipients. The e-mail go
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Import Data Wizard (A wizard used t
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opportunity (A potential revenue-ge
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qualify (To verify that a record fi
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subset of that type. )schedule (A l
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Tteam (A group of users who share a
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workflow scope (The range of record
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