For best results, bring data in from Outlook and Excel using txt and CSV files.
- [Instructor] We hire salespeople assuming that they're going to bring in their existing contacts, so when a new salesperson starts, we want to make it easy for them to import their information into our CRM. The only trick to remember is that in order to import, you must first export. So I'm going to go into Outlook because that's probably where you're starting from most of the time, and I've got our superheros here. So we're going to start from the File menu, and we're going to go to Open & Export, and Import/Export.
Export to a file, hit Next. Choose Comma Separated Values, hit Next. Choose Contacts, hit Next. So browse out to wherever you want the file to go, give it a name, hit Next, and hit Finish. Okay, now it's a CSV file which means we need to go clean it up, so open up your Excel, and notice all of these extra fields that it has brought in. So we want to clean all of that up.
We don't want to try to bring that into Dynamics. Okay so I've deleted all the superfluous fields, and now we're going to go ahead and save it. Keep it as a CSV file. I've noticed that if I save things as an Excel, that I'll get an error when I try to bring it into Dynamics, so just trust me on this. Close out of the file because you don't want to have it open when you're trying to import it.
Now I'm in my Contacts inside of Dynamics. I'll click on Import Data. I'll browse out. Click Next. Click Next. Click Next. All right here we go, now we have to choose Contact. Makes sense, right? That we need to tell it which template we're bringing it into. Click Next. All right so it already picked up Last Name, First Name and Job Title.
E-mail Address, we're going to map to Email. And here's a little bit of a tricky bit. So, as far as Company goes, I am bringing in a brand new company, which means that I don't have an account to map it to, so if you tried to choose Company, it would try to do a lookup, and there's nothing for it to lookup, so it's going to error out. So, in my experience, what I've had to do is just put it someplace else. Put it in Description, put it in Department, put it some place else.
You're going to have to reassign these things anyway, and I'll show you how to quickly do that. But just trust me on this as far as Company goes. You're not going to get it to map to an account unless the account already exists. So go ahead and click Next, and hit Next. Choose Submit, and Finish. Now give it a second. It usually doesn't pop up on this first refresh. You usually have to refresh a second time I've found before you see the contacts.
Now if I scroll down, fingers crossed, hey look, there's Bat Man. So that's how we brought our contacts in. Now this also works with a text file, so like if you have tabs or commas, or whatever, you just have to change the delimiter at the first part, but trust me when I say that you want to either do a text file, or a CSV file, so that means if your contacts are in Excel, save it as a CSV file, clean it up, pay attention to those mappings. Understand that you're not going to get that account to come in.
You'll have to reassign them later. I'll show you how to do that in another video, but this is a way for you to be able to get those contacts in from either Outlook or Excel into your Dynamics environment.
- Creating new accounts and contacts
- Entering customer data
- Finding, sorting, and filtering customer records
- Qualifying leads
- Sending quotes
- Drilling down into a sales report
- Exporting Dynamics 365 data to Excel