Reducing Storage Space

To manage the number of records stored in Microsoft Dynamics CRM Online, you can delete records based on criteria. This is useful in two common scenarios:

• You have test or training data that you want to delete when you have finished using it.
• You need to reduce the amount of storage space your organization is using. More information: View Organization Status and Notifications

If you need to reduce the amount of storage space your Microsoft Dynamics CRM Online data uses, we recommend archiving the data before removing it:

• For each record type you want to archive, create and save an Advanced Find query. More information: Work with Advanced Find
• Export records found by each of these queries to Microsoft Office Excel to store on your computer or on another computer in your local network. More information: Export Data to Excel
• Use bulk-record deletion to delete the records you just exported from Microsoft Dynamics CRM Online. You can use the same saved searches you used to define the records for archiving as you do to define the criteria for what to delete. Bulk-record deletion occurs in the background, and you can select to receive an e-mail message when the bulk-deletion job is completete. More information: Work with Bulk Deletion Jobs