The items in this article cover the basics for getting started finding and analyzing data by using Advanced Find in Microsoft Dynamics CRM Online.
Key steps
It's not just for finding a recordAdvanced Find is the best way to find specific records in Microsoft Dynamics CRM Online.
You can also use it to prepare data for export to Microsoft Office Excel to analyze the data. Think of it as an easy way to make your own reports. Use this approach when you need Excel features to summarize or aggregate data, or want to use a PivotTable to view your data in different perspectives.
- Learn by watching
To learn how to use Advanced Find to find specific records, see Video: Using Advanced Find (3 minutes). This video shows you how to filter your data, and how to save your query so you can use it again.
To see how to use Advanced Find to export your data to Excel and analyze it using a PivotTable, see Video: Reporting with CRM Online (15 minutes).
- Start from a view that is close to what you're looking for
Go to the record type you're interested in, and on the View menu, select a view that is close to what you want, and then click Advanced Find. The filter criteria will be preloaded for you, so you can fine-tune the criteria and columns displayed, rather than starting from scratch.
- Limit data based on information in multiple types of records
When you specify the search criteria, you can select criteria for the main record type you're searching for, such as Accounts, but also for related Activities, Cases, or other types of information. So, for example, you could find Accounts that have active Cases, or Contacts associated with large Opportunities.
- Take the time to customize the columns displayed in the results
Click Edit Columns, and get your columns organized so you see what you need with no horizontal scrolling:
- Put the most used ones first, and delete ones you don't need.
- Add the columns you need. You can include columns from related records.
- Have the Advanced Find query sort the results for you.
Once the results are displayed, you can do additional sorting. For more information, see Sort records by multiple columns.
- Save your query when you're done so you can use it again
Click Save As, and give your query a name that will make sense to you later. The query is stored as a saved view, and will be usable from the My Views section of the View list. If you want to modify the view, you can open it from the Saved Views tab within Advanced Find.
- If you come up with a good query, share it
First, you'll need to save the query as a saved view with a useful name that will make sense to other people, and then specify who can access the saved view:
- To save the query, click Save As, and specify a name.
- To share the saved view with specific other users or teams, in Advanced Find, click the Saved Views tab, select the saved view, and on the More Actions menu, click Sharing.
Each user who uses the saved view will only be able to see data they have permission to see.
- Know the options for exporting data to Excel
If you are not using Microsoft Dynamics CRM Online for Microsoft Office Outlook, you can only export to a static worksheet.
If you are using Microsoft Dynamics CRM Online for Outlook, you have several choices:
- Export static or dynamic data. A static worksheet contains a snapshot of the data taken at the moment you exported it. Every time you open it, the same numbers are there. Static spreadsheets are good for end of reporting period summary information. Data in a dynamic spreadsheet can be refreshed from the database each time you open it, so you can continue to use the same worksheet even as data changes over time.
- Export to a worksheet or PivotTable. An exported worksheet includes a table of data that looks just like the list of records in Microsoft Dynamics CRM Online. You can use this data to do anything Excel can do. An exported PivotTable is useful for counting, summarizing, and exploring data looking for trends. If you've never explored Excel PivotTables, see Overview of PivotTable and PivotChart reports.
If you think other users would benefit from the spreadsheet you create, you can add it as a report to Microsoft Dynamics CRM Online, or, if you don't have permission, you can ask a manager or system administrator to add it.
For more information about fine-tuning criteria, editing columns, sorting, and saving views, see the help topic Work with Advanced Find. For links to articles that include detailed examples of how to use Advanced Find, see Using Advanced Find.
Related Links
Work with Advanced Find (Help)
Using Advanced Find
Export Data to Excel (Help)
Getting started articles
