Microsoft Dynamics CRM (Archived)

Export all the notes under Leads and Accounts in Excel sheet

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Hello

It would be great if someone could help me.

I am looking to export everything on an excel sheet. Accounts and leads.

The problem is that I have notes associated with all the leads and accounts. How do I export them?

Many thanks

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Aric Levin - MVP 30,190 Moderator on at

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Are you using CRM Online or CRM On-Prem?

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Michel van den Brink 4,697 on at

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Hello Jay,

In Dynamics 365 (CRM) online, there is there's no way to export all notes for different entities in one go. But, you can export it separately for every entity, which will result in two Excel files for you, one for each entity.

Use 'Advanced Find' to export your notes, select 'Notes' as your 'Look for', select the columns you want with 'Edit Columns' and then in the query area enter these queries:

For Accounts, select only the field "Regarding (Account)" without any other query details and click "Results"

You will now have an overview of all notes attached to your Accounts
Use the 'Export to Excel' button to export to Excel.

Repeat this for Leads, select only the field "Regarding (Leads)" without any other query details and click "Results"
You will now have an overview of all notes attached to your Leads.

After doing both exports, you can merge the 2 Excel files into 1 with Excel itself.

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Community Member on at

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How can I check it?

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Aric Levin - MVP 30,190 Moderator on at

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If the Url of your environment is *.dynamics.com your are online, if not you are on prem.

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Community Member on at

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Thanks Michel.

Few issues when tried this:

1) I can only get 50 notes in one go. There are 400 leads so would like all 400 exported . How can I get that?

2) In the 50 notes, I cannot see the company name but just the notes. I would like in the following format:

Company name, contact name, Phone, email and finally notes.

Thanks you

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Community Member on at

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Its on premises

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Michel van den Brink 4,697 on at

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Hello Jay,

1. To show more than 50 records in one go, you can change your personal settings.

Click the Gear icon in the top right of the application and click 'Options'

On the General tab, change the maximum records per page from 50 to a maximum of 250

There is unfortunately a hard limit of 250
(you can technically override this in the 'usersettings' table in the database by setting the field 'paginglimit' to 500 if you want but, that's an unsupported configuration)

Use 'Edit Columns'

In the next popup click 'Add Column' on the right side

In the 'Add Column' popup, open the dropdown next to 'Record Type' and select "Regarding (Account)" there, like you did in the main window.

You can now see all the Account fields and add the name field. Enable the checkbox for the name field and click OK

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Thanks Michel.

For some reason not all the notes have account names in front.

Also, is it max 250 I can get in excel? I have 3000 under accounts section that I need to export in excel. This is turning very difficult for us :)

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Michel van den Brink 4,697 on at

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Hello Jay,

Unfortunately 250 is the hard limit for using Advanced Find on the Notes entity. You can navigate to the next page to export the next 250, it is the Dynamics equivalent of manual labor, I'm afraid.

But considering you are on-premise, if you have access to the database, you could perhaps run a query? Then you don't have any of these limitations.

Here's a non-optimized example of such a query to retrieve all the notes for Accounts, with the account name and number:

SELECT [FilteredAccount].[accountnumber] AS [AccountNumber], [FilteredAccount].[name] AS [AccountName], [FilteredAnnotation].[subject], [FilteredAnnotation].[createdon], [FilteredAnnotation].[createdbyname], [FilteredAnnotation].[notetext] FROM [FilteredAnnotation] INNER JOIN [FilteredAccount] ON [FilteredAnnotation].[objectid] = [FilteredAccount].[accountid]

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Many thanks Michel. Was able to export everything in excel sheet. Thanks for your help. Big relief :)

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