We can use Excel to update records in Dynamics 365 by exporting the records to an Excel file. For example, we want to update our accounts with new information. To that, follow the next steps:
Step 1. We open the entity with our important data and with the View that we will need for updates.
Step 2. Go to Export to Excel and click on it. The file will be automatically saved into the default download location, depending on the browser settings (as usually in the Downloads folder).
Step 3. Open the Excel file, that has just been loaded to the computer. It will look like that:
*Important: the first 3 columns will be hidden; they contain checksums of each record from the CRM. DON’T make any changes in these three columns and DON’T delete them, otherwise, Import won’t work.
Note: Import won’t work if after the file was downloaded, someone made any changes in those rows in the CRM system. During the Import, you will get a notification that those rows have been changed, and the CRM system can’t recognize them.
Step 4. Update the file with the right/new information and save it.
Step 5. After that Go back to Dynamics 365 and navigate to Settings>>Advanced Settings>>Data Management.
Step 6. In Data Management click to Imports.
Step 7. After that go to Import Data.
Step 8. A new window will appear, where we can drag or just upload our file.
Step 9. When the file is uploaded, press “Next”.
Step 10. Do not allow Duplicates and press the button “Submit”.
Note: We choose “No” to Allow Duplicates to prevent the creation of duplicate records in the system. Thus, you won’t have two identical Accounts, for example.
Select the Owner for Imported Records: Usually, the owner is the person responsible for taking action on the data. Here’s an example: If your import file contains contacts you collected at a trade show and you want to assign a user to follow up with these contacts, select that person for the owner. To assign someone other than yourself as the owner of the imported records, your security role must include permissions to create records for the user. If you don’t have sufficient permissions, the wizard assigns you as the owner of the imported records by default.
Step 11. After that, you can refresh the page to see the Status Reason for the Imported file. When the import is done, the Status Reason will be – Completed.
Step 12. If you have Errors, you can always check what has occurred by clicking on the name of the Imported file and in the appeared window navigate to the Failures (or Partial Failure, depending on the information you will get after Import). After that scroll to see an option “More information”.
Small video with all steps described above.
I hope the article will be useful for you!