Download (direct link):
1. Go to the Home Page and select Settings.
The Settings window appears with seven options.
2. Select System Customization from the Settings window.
The Record Management display shows each type of record that has a list view and is thus available for exporting.
3. Select the appropriate record type.
The appropriate customization screen appears, as shown in Figure 27-2.
326 Part VI: Appendixes
Fields in your Accounts List View and your choices for customizing the view.
4. Select whether you want your export to apply to Active Accounts, Inactive Accounts, or just your own Active Accounts.
A view of the already-selected fields appears, as shown in Figure 27-3.
On the right side of the window in Figure 27-3 are all the choices of Common Tasks you may employ in customizing the list view.
5. To add a new column to an existing list view, select Add Columns from the Common Tasks.
Another window (as shown in Figure 27-4) appears, displaying all the available fields. Many of these may be fields not normally visible on any screen you’ve seen before. No matter.
Potential fields in the record type you selected.
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Chapter 27: Importing and Exporting Data 327
Downloading to an Excel file.
6. Pick one or more fields.
Those fields are automatically added to the right side of the list view.
7. Click Save and Close from the View: Active Accounts Action Bar.
Naming a view
In order to export data from records such as Leads, Accounts or Contacts, you must have a view that shows each field you want to export. Follow these steps to give a new, unique name to your new view:
1. Select View Properties from the Common Tasks (refer to Figure 27-3).
Otherwise, you will be changing the default view.
2. (Optional) Select Configure Sorting within the Common Tasks to sort the view and to indicate whether the sort is ascending or descending.
3. Select the Change Properties option to specify how wide each column will be. (Or, if you want to delete a column, select the Remove option.)
Exporting from list views
After you create a new custom list view, exporting is simple. Just click the Excel icon on the right side of the blue Action Bar near the top of the window to download all the records in the list view to Excel (as shown in Figure 27-5).
You may either open or save files to your local hard drive.
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After you successfully create an Excel file, the world is yours. Excel enables you to easily manipulate the data, create graphs, or export the data to yet some other format if need be.
328 Part VI: Appendixes
■ n this chapter, you find most of the terms used throughout Microsoft CRM and the CRM industry in general. Some of these terms have been taken from the glossary supplied with Microsoft CRM, but the definitions have been enhanced and/or turned into plain English. In other cases, terminology has been added for those readers who aren’t completely familiar with CRM, the Internet, or browsers.
Use this chapter as a reference if you encounter some terminology that is unfamiliar.
Account: A Record for a company in the database. This could be a prospect, a client, a Competitor, or vendor. It is distinguished from a Contact Record in that an Account is always a company, and a Contact is always a person.
Actions Bar: From the blue Actions Bar at the top of each list view, you can assign or share or delete Records. You can apply various rules or send direct e-mail to one or more Records. You can also create new Records or edit existing ones. The Actions Bar also controls printing and exporting of Records.
Activity: An Activity is an action to be performed or that has been performed, such as a Task or a communication item that is sent or received, such as an e-mail, phone call, fax, letter, or Appointment. The status of Activities is tracked, and the Activity history is stored in the system, so you can view both open and closed Activities.
Advanced Find: A tool used to search for specific Records and Activities. With Advanced Find, you can specify fields, conditions, and values to search on and receive a detailed result list of Records and Activities. Advanced Find is located on the Tools menu.
allotment type: A unit of service, such as a Case or a range of coverage dates specified in a service contract, that indicates how much access a customer has to customer service.