Microsoft Dynamics 365/CRM at Ledgeview Partners

Microsoft Dynamics’ Data Import tool will help to save you a ton of time when you need to add a lot of new data to CRM.

The steps shared in this post should be used when you are mapping or saving mapping while importing data into Dynamics using the Dynamics Import tool.

Keep in mind, the process to use the Data Import Tool to update existing records is a different process with a spreadsheet.

The steps shared in this post are for New Records only.

The key here is that the CSV file is for new import records.


These are the steps for creating a Data Import Mapping, also known as Data Import.

  1. Create your Microsoft Excel file, and fill it with your account or contact data (or whatever other information you’d like to import)
  2. Save your Excel sheet as a CSV file (this is very important)
    • As you’re importing, be sure that each word or phrase that falls in the first row corresponds with data in your CRM system. So, for example, data will not correctly import if your first row says “email” in your CSV file, but says “primary email address” in CRM. Matching them up is crucial for ensuring the effectiveness of your transfer. Always have an Owner column
    • All data entered into your spreadsheet must match 100% to what is in CRM. For example, if you are adding a new contact and listing the Associated Account under the Company Name, the Account must be spelled exactly how it is in CRM or that import row will fail. This is because the “Company Name” field is a lookup to the Account entity.
  3. In your Dynamics 365/CRM system, go to Settings > Data Management > Imports
  4. Click “Import Data”, and select your CSV file
  5. Ensure your Delimiter Settings match up and that you have checked “First row contains column headings” (these are set by default to set delimiter settings and the First row contains column headings is checked by default)
  6. Click “Next”, then choose “Default” as your Data Map
  7. Click “Next”, then choose “Contact” for Record Type, or, if you’re adding other information, select the appropriate entity
  8. Click “Next”, then map your fields
    • This is where you will match your first row headers with fields in CRM, the more accurate your headers are the easier this process is
  9. Click “Next”
    • If you want to re-use this map in the future, be sure to give it a name
    • Set if you would like to have Duplicate Detection on or off for the import
    • Set the default owner if you did not select an owner or if the owner selected cannot be assigned to those records
  10. Submit your import, then click “Finish” or on the imports link to ensure your import was successful
  11. If you did it correctly, your contacts will now appear in your CRM system
    • ***Please note that if duplicates are detected that will not be imported, those rows will fail.
    • ***Please note that Data Import files can provide errors that are cryptic in nature and can be hard to understand.

Congrats, you’ve done it!

If you still need help with this process or any other function in your Microsoft Dynamics 365/CRM system, reach out to Ledgeview for help.

Our CRM Support Consultant team is ready to help.

Learn more when you attend any of our upcoming Microsoft Dynamics 365/CRM user group webinars.

Register for the next one here.

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