Run a report

Find and open a report:
From the Reports area
1. In the Workplace, under My Work, click Reports.
2. To narrow the list, enter the first few letters of the report name, or use the asterisk (*) wildcard in the Search for records box and then click the Find button . You can also select a view.
3. In the reports list, double-click the report that you want to run.
4. If the report has a default filter, the default filter will be displayed. Follow step 2 to change the filter.
  Tip: To run a report without seeing the default filter, select the report, and then on the Actions toolbar, click More Actions, and then click Run Report.
From a list of records, including the results of an Advanced Find search
Only reports that relate to the current record type will be available.

You can run some reports on all records in the list, up to ten selected records, or without limiting the records as if you were running the report from the Reports area.
- To run a report on all records on the list:
  1. On the Actions toolbar, click Reports .
  2. Under Run on Selected Records, click the name of the report.
  3. In the Select Records dialog box, click All records on all pages in the current view, and then click Run Report.
- To run a report on up to ten selected records from the list:
  1. Select the records to include. Select several records by pressing the CTRL key while you click each record.
  2. On the Actions toolbar, click Reports.
  3. Under Run on Selected Records, click the name of the report.
  4. In the Select Records dialog box, click The selected records, and then click Run Report.
- To run a report without limiting records to items on the list:
  1. On the Actions toolbar, click Reports.
  2. If the report is listed under Run on All Records, select the report.
    - OR -
    
    Under Run on Selected Records, click the name of the report. In the Select Records dialog box, click All applicable records, and then click Run Report.
    
    - OR -
    
    If the report you want to run is not listed, you must go to the Reports area to run the report.
From a record
Only reports that relate to the current record type will be available.

To run a report including data from just one record:
1. With a record open, on the Actions toolbar, click Reports .
2. Under Run on Current Record, click the name of the report.
From Microsoft Dynamics CRM Online for Outlook
All reports can be run when you are online.

To run a report while you are offline, you must first create a local data group that includes the report, as well as a local data group that includes any data that should be included in the report.

To create a local data group that contains reports, on the CRM menu, click Modify Local Data Groups, click New, select the the Report record type, and then define the criteria for which reports to include. More information: Work with Data to Take Offline
- To run reports from the Reports area, in the Outlook Navigation Pane, under Microsoft Dynamics CRM, click Workplace, click My Work, click Reports, and then select a report to run.
- To select a report from a record or list, follow the procedures above. These steps work the same way in Microsoft Dynamics CRM Online for Outlook.
From a report you saved locally
- If you have saved a report on your computer or shared file system that reads dynamic data from Microsoft Dynamics CRM Online, to open it, browse to the folder that contains your saved report, and double-click the file.
If the report offers filter criteria, if needed, modify the filter criteria and then click Run Report.
The list of existing report filtering criteria is grouped by record types that you can use in the filter, such as Accounts or Contacts. To edit a parameter in simple mode, click the underlined value and enter a new value.

- OR -

To edit the filter criteria in detailed mode:
1. Click Edit Filter.
2. To add a criteria row:
  1. In the area for the record type that the field belongs to, click Select, and specify the field to filter on.
  2. Click the query relational operator, and select an operator.
  3. Click Enter Value, and enter a value to filter on. For some values, you can click the Select Values button to open the Select Values dialog box and select the value you want.
3. To group criteria, you must select two or more rows for the same record type. For example, Sales Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped.
  1. For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row.
  2. On the Filter toolbar, select Group AND or Group OR.
  3. To remove a row from a group, click the Options menu button for that row, and then click Delete.
  4. To select a group, click the Options menu button for that group, and then click Select Group.
  5. To add a criteria clause to a group, click the Options menu button for that group, click Add Clause, and then select the field, query relational operator, and value.
  6. To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group.
  7. To ungroup a group, click the Options menu button for that group, and then click Ungroup.
  8. To change a Group AND group to a Group OR group, or a Group OR group to a Group AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.
Tips
- To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.
- To delete a row, click the Options menu button for that row, and then click Delete.
- To hide a row in simple mode, while you are in detailed mode, click the Options menu button for that row, and then click Hide in Simple Mode.
- If you have a hidden row when viewing filter criteria in simple mode and you want to show that row again, then in detailed mode, you must click the Options menu button for that row, and then click Show in Simple Mode.
- You can set your personal options so that report filters and Advanced Find criteria always open in simple or detailed mode. More information: Set Personal Options
If the report offers parameters, if needed, modify the parameters and then click View Report.
Locate data in the report.
- To view or change a record, click the first field in the row for the record. A separate Microsoft Dynamics CRM Online window will open with the record.
- To view all records associated with a summary or chart report, click Show All at the bottom of the report. To navigate back to the original report, click Original Report in the report title area.
- To view detailed information about an area in a chart, click an area of the chart. To navigate back to the original report, click Original Report in the report title area.
- To page through the report, on the Report toolbar, use the Page Navigation buttons . To locate a specific page, type a page number in the box and then press Enter.
- To quickly locate specific information in your report, in Find | Next, type a few characters, and then click Find.
- To sort a column, click the column title. The direction of sorting is indicated by the Ascending sort button or the Descending sort button .
- To view or hide the filter summary, expand or collapse Filter Summary.
- To update your report, click the Refresh button .
- To hide the report parameters, click the Hide Parameters button . To display the report parameters, click the Show Parameters button .
Print the report.
On the Report toolbar, click the Print button .

If you are working offline using Microsoft Dynamics CRM Online for Outlook, on the Report toolbar, select Web archive format, click Export, and then on the File menu, click Print.

Tips
- If a chart doesn't display the first time you export a report to Web archive format, export the report a second time.
- To print reports, you need a Reporting Services Microsoft ActiveX control. The first time you print a Reporting Services report from either Microsoft Dynamics CRM Online or Microsoft Dynamics CRM Online for Microsoft Office Outlook, you will see a prompt Do you want to install this software?.
  To install the required control, click Install.
Export the report.
Important

The exported report is temporary. If you need to save the exported report to a local file, use the viewing program to save the file to disk. The saved exported report is no longer connected to Microsoft Dynamics CRM Online. Therefore, it does not change if Microsoft Dynamics CRM Online data changes.
1. In the Export box, select a format, and then click Export.
  A second browser window is used to display the report, using a viewer associated with the export format you selected.
  
  The formats that are available are determined by the rendering extensions that are installed on the Microsoft SQL Server Reporting Services report server, and also by whether you are online or offline.
  - If you are working offline, only the Excel and Acrobat (PDF) file formats are available.
  - If you are using Microsoft SQL 2005 Workgroup edition, the XML file with report data format is not available.
  If a viewer is not available for the format you select, you must select a different format or install the viewer.
  
  The following export formats are included in a default installation when you are online. The list of export formats available to you may vary from those listed here.
  - Excel
    View the report in Microsoft Office Excel. This format includes all the row, column, and field labels, in addition to report formatting.
    
    Large reports and reports with charts might not display with the expected formatting when exported in this file format. To export only the data, instead of using this format, from any list in Microsoft Dynamics CRM Online, including results of Advanced Find searches, export the data into Microsoft Office Excel, and then save as a comma-delimited (CSV) file. More information: Export Data to Excel
  - Web archive
    View the report in Microsoft Internet Explorer, as a MIME-encoded HTML format that keeps images and linked content together with a report. For chart reports, if the chart is not displayed correctly the first time that you export the report, export the report again.
    
    Choose this format to view a report offline or for e-mailing the report.
  - Acrobat (PDF) file
    View the report using a client-side PDF viewer. You must have Adobe Acrobat Reader to use this format.
    
    Choose this format for long reports, paginated reports, or reports that are delivered as a file.
  - TIFF file
    View the report in the default TIFF viewer. For some Windows clients, this is the Windows Pictures and Fax Viewer.
    
    Choose this format to a view a report in a page-oriented layout. The TIFF format is the recommended format for printing reports.
  - CSV (comma delimited)
    View the report as a text file, with fields separated by commas. This format includes all the row, column, and field labels.
    
    To export only the data, instead of using this format, export data from any list in Microsoft Dynamics CRM Online, including results of Advanced Find searches, into Microsoft Office Excel, and then save as a comma-delimited (CSV) file.
  - XML file with report data
    View the report as an XML file.

Note

If multiple Language Packs are installed, only reports that are marked for display in the language you specified in Personal Options will be visible. More information: Set Personal Options