Importing data overview

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

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

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

  • Your data is in one file and belongs in one record type in Microsoft Dynamics CRM.
  • You want to own all the records you import.

  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.

  • Mapping data from your source file to Microsoft Dynamics CRM is done either automatically, or by using a data map that explicitly maps your source columns to Microsoft Dynamics CRM attributes. 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 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 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 the values in your data for drop-down list attributes exactly match valid values in Microsoft Dynamics CRM. For example, if you are importing leads into an un-customized version of Microsoft Dynamics CRM, data in the Rating column must only include Cold, Warm, or Hot.	If you want to map list values from your source data to list values in Microsoft Dynamics CRM. For example, if you are importing leads with different rating values than the ones used in the Rating attribute in Microsoft Dynamics CRM.
    If the records you are importing refer to existing Microsoft Dynamics CRM records. For example, if you are importing Contact records that should be associated with existing Account records.	If the records you are importing do not refer to existing Microsoft Dynamics CRM records. The Import Data Wizard can only connect imported records to existing records, if automatic mapping is used.

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. If you need a data map, select an existing one, or or use the Data Maps area of Microsoft Dynamics CRM to create a new one.
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

3 ways to import data

Data migration overview