Importing data overview

There are three key decisions for you to consider before you import data into Microsoft Dynamics CRM Online:

• Decide if the Import Data Wizard is the right tool to use

  Microsoft Dynamics CRM Online includes several tools that can be used to bring data in. Use the Import Data Wizard if you want to import:

  • Multiple files containing record types that are related to each other, such as accounts with related contacts

    You can compress multiple files of the same file type (that is, all .csv, all .txt, or all .xml files) in a .zip file and import the .zip file.

  • Records that need to be assigned to different Microsoft Dynamics CRM Online users
  • Notes and attachments

  For more information about criteria for this decision, see: 3 ways to import data

• Determine if you need a test import

  If your file is large, make a small file with just a few records to test the process.

• Decide whether you need a data map

  In order to import data, you must determine where each column in your data belongs in Microsoft Dynamics CRM Online.

  Mapping data from your source file to Microsoft Dynamics CRM Online is done either automatically, or by using a data map that explicitly maps your source columns to Microsoft Dynamics CRM Online fields. By default, the Import Data Wizard provides two data maps for Salesforce.com. The following table shows when to use automatic mapping, and when to use a data map.

  Use automatic mapping	Use a data map
  If all your column headings exactly match Microsoft Dynamics CRM Online attribute display names. If this is a one-time import, you can also edit the column headings in the source file to match the Microsoft Dynamics CRM Online display names so that you don't need a data map.	If you frequently import data from the same source and don't want to repeat the mapping process each time. For example, if you have a business-card reader that you use to collect leads at every trade show you attend, you can create a data map for the specific output from your business-card reader.
  If you are importing for the first time and do not have a data map to use. If the files and columns are not mapped automatically, you can map them manually and save this mappings as a new data map to be used later for similar source data.

After you've made these decisions, there are three steps:

1. Organize your source data - This step includes cleaning your source data by making sure there is one piece of data in each column, and there are no extra line-break characters. For details, see the Help topic Work with Imports.
2. Map your source data - If you are going to use automatic mapping, edit the column headers in your source data to exactly match the display labels in Microsoft Dynamics CRM Online. If you need a data map, select an existing one, or use the Import Data Wizard to create a new data map during any import or use the Data Maps area of Microsoft Dynamics CRM Online to manually edit any existing data map.
3. Import your data - If there are any errors, correct your source data or your data map. You’ll find the Importing Records - Troubleshooting Help topic and the Import troubleshooting article useful if you have any errors.

The following diagram illustrates the process of importing data.

Related Links

Articles about importing records

Importing Outlook contact data that includes categories

Work with Salesforce.com Data

3 ways to import data