How to update Dynamics CRM from Excel

The CData Excel Add-In for Dynamics CRM enables you to edit and save Dynamics CRM data directly from Excel. This article explains how to transfer data from Excel to Dynamics CRM. This technique is useful if you want to work on Dynamics CRM data in Excel and update changes, or if you have a whole spreadsheet you want to import into Dynamics CRM. In this example, you will use the Account table; however, the same process will work for any table that can be retrieved by the CData Excel Add-In.

Establish a Connection

If you have not already done so, create a new Dynamics CRM connection by clicking From Dynamics CRM on the ribbon.

The connection string options meet the authentication and connection requirements of different Dynamics CRM instances. To connect to your instance, set the User and Password properties, under the Authentication section, to valid Dynamics CRM user credentials and set the Url to a valid Dynamics CRM server organization root. Additionally, set the CRMVersion property to 'CRM2011+' or 'CRMOnline'. IFD configurations are supported as well; set InternetFacingDeployment to true.

Additionally, you can provide the security token service (STS) or AD FS endpoint in the STSURL property. This value can be retrieved with the GetSTSUrl stored procedure. Office 365 users can connect to the default STS URL by simply setting CRMVersion.

Retrieve Data from Dynamics CRM

To insert data into Dynamics CRM, you will first need to retrieve data from the Dynamics CRM table you want to add to. This links the Excel spreadsheet to the Dynamics CRM table selected: After you retrieve data, any changes you make to the data are highlighted in red.

1. Click the From Dynamics CRM button on the CData ribbon. The Data Selection wizard is displayed.
2. In the Table or View menu, select the Account table.
3. In the Maximum Rows menu, select the number of rows you want to retrieve. If you want to insert rows, you need to retrieve only one row. The Query box will then display the SQL query that corresponds to your request.
4. In the Sheet Name box, enter the name for the sheet that will be populated. By default the add-in will create a new sheet with the name of the table.

Insert Rows to Dynamics CRM

After retrieving data, you can add data from an existing spreadsheet in Excel.

1. In a cell after the last row, enter a formula referencing the corresponding cell from the other spreadsheet; for example, =MyAccountSheetInExcel!A1.
2. After using a formula to reference the cells you want to add to Dynamics CRM, select the cells that you are inserting data into and drag the formula down as far as needed. The referenced values you want to add will be displayed on the Account sheet.
3. Highlight the rows you want to insert and click the Update Rows button.

As each row is inserted, the Id value will appear in the Id column and the row's text will change to black, indicating that the record has been inserted.