Update records using the Import Data Wizard

Can I do this task?

You can export existing records, add or change data in the exported records, and then import only those records with changes.

1. Use Advanced Find to select the records that you want to update and the columns to export.
2. Export the data to Excel. Make sure that you select the Make this data available for re-importing by including required column headings check box.

   For more information, see Export to an Excel static worksheet to store unvarying data.

   Note

   If you are using Microsoft Excel 2010, do not click Open. Clicking Open results in the error "The file is corrupt and cannot be opened." To avoid this, first save the file, and then open it. If the file still does not open, do the following:

   1. Add the Microsoft Dynamics CRM Online URL to your browser’s Trusted site security zone.
   2. Unblock the security in the downloaded Excel file.
      1. Right-click the downloaded file, and click Properties.
      2. On the General tab, for Security, click Unblock.
   3. In Microsoft Excel 2010, enable Protected View for files originating from Internet.
      1. Open Microsoft Excel 2010.
      2. Click the File tab, and then click Options.
      3. Click Trust Center, and then click Trust Center Settings.
      4. Click Protected View, and then select the Enable Protected View for files originating from Internet option.
3. Open the Excel spreadsheet.

   If you see an error message, The file you are trying to open 'Filename' is in a different format than specified by the file extension, click Yes.

4. Add new data or change existing data in the spreadsheet.

   Important

   Do not delete or modify the data in columns that are marked DO NOT MODIFY.

   Some columns in the spreadsheet are kept hidden on purpose:

   • Two hidden columns. One column contains the globally unique identifier (GUID) A unique 128-bit value that is used to identify a record. for the record. The other column contains the date and time the record was modified last.
   • The column headings.
5. Save the spreadsheet.
6. On the File tab, click Tools, and then click Import Data.
7. Select the spreadsheet file that you saved in step 5. Note that:
   • You can only update the modified rows or create records from the inserted rows of the exported file. The Import Data Wizard does not recognize deleted rows from the exported file. That is, if you delete a row from the exported file and then reimport the file, the corresponding record in Microsoft Dynamics CRM Online will not be deleted.
   • A record will not update if it was changed in Microsoft Dynamics CRM Online after it was exported.
8. Click Next.
9. To complete the import, follow the instructions in the Import Data Wizard. For more information, see Import records from a file.
10. If necessary, rename the import job and change the notification options, and then click Import.

    An import job is started in the background. You can continue to work in Microsoft Dynamics CRM Online while the import runs.

Notes

By default, in Microsoft Dynamics CRM Online, you cannot export a list of more than 10,000 records at a time to a static A file that does not change when data changes in Microsoft Dynamics CRM Online. Excel worksheet. To work around this limitation, use Advanced Find to limit records in each export to fewer than 10,000 records, and then combine your exported spreadsheets. More information: Work with Advanced Find.