Microsoft Dynamics CRM Online Help

Find records in a list

Can I do this task?

Use one of the following methods to find records in a list The summary view for a group of records, such as accounts or contacts, or the result of an Advanced Find query. You can view detailed information about a record by opening the form for the record.:
Filter a list

Select a view from the View drop-down. Some lists, such as Activities and Closed Activities, provide additional choices to help filter a list.

The View list includes two types of views: System Views and My Views.

Search for a text string
In the Search box, type a few letters to narrow your search, and then click the Lookup button .

Use an asterisk ( * ) as a wildcard if the text you're looking for is not at the beginning of a field. For example, to find all records that contain the word "advanced" in the searched columns, enter *advanced.

Additionally, you can search using either kanji text or Yomi (phonetic) text for a first name, last name, or a company name that has a kanji field and a corresponding Yomi name.

Important The search is not related to the view currently selected in the View menu. Only active records are returned.

Tip
For each record type, which fields are searched can be customized. By default, the following fields are searched:
- Account: Account Name, Account Number, E-mail
- Activity and individual activity types including Appointment, E-mail, Letter, Fax, and Phone Call: Subject
- Campaign: Campaign Code, Name
- Case: Title, Case Number
- Contact: Full Name, First Name, Middle Name, Last Name, E-mail, Case Number
- Contract: Contract Name
- Lead: Company Name, First Name, Last Name, Name, Topic
- Marketing List: Name
- Opportunity: Topic
- Quote, Order, Invoice: Name
- Product: Product Name, ID
- Sales Literature: Title
More information: Work with Entities.
Sort a list
- To sort a list of records, click a column heading. To reverse the sort order, click the column heading again.
  The Ascending Sort icon and Descending Sort icon indicate which way the list is sorted.
- To sort by an additional column, press SHIFT while you click the additional column heading.
You cannot sort by columns that display data from a related record type.
Use Advanced Find to filter the list
1. To start an Advanced Find search:
  In the View box, select the view that is closest to what you want, and then on the Standard toolbar, click Advanced Find.
  
  - OR -
  
  On the Actions toolbar, click Advanced Find.
2. Specify criteria for your search and the columns to display.
  More information: Work with Advanced Find
Create your own view
1. To start an Advanced Find search:
  In the View box, select the view that is closest to what you want, and then on the Standard toolbar, click Advanced Find.
  
  - OR -
  
  On the Actions toolbar, click Advanced Find.
2. Specify criteria for your search and the columns to display.
  More information: Work with Advanced Find
3. Click Save As.
  - In the Query Properties dialog box, in the Name field, type a name for the search.
  - In the Description box, type a brief description, and then click OK.
  You can find saved views on the Saved Views tab of the Advanced Find form, and also in the My Views section.
Go to the next page of records

Click the Page arrows at the bottom of the list to view any additional pages.

Use the alphabetical index

For lists that include an Index at the bottom, you can sort by first letter (click the letter you want), numbers (click #), or view all records (click All).

Tips