Ten Tips for Finding Information Faster and More Efficiently in Microsoft Dynamics CRM

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Having all of your information in your Microsoft Dynamics CRM database is beneficial to not only the sales team but also to marketing, administration and office staff. Being able to access the information you need in a timely manner is equally as important. Not understanding how to mine data from Microsoft Dynamics CRM can lead to frustration and under-utilization of the system.

Find information faster and more efficiently when you understand how the system works. Here are some tips for finding the information you need to do your job:

  1. Utilize the top search bar to search all records, not just what appears on the page you’re on. You’ll pull all of the results from accounts, contacts and leads.

How to search in Microsoft Dynamics CRM

  1. Use the ‘wild card’ * before your search. This will allow the search to pull all records with that word anywhere in the title rather than pulling results of listings that start with that word. For example:

If you are searching for ‘Backyard Adventures’ and search for ‘Adventures’, nothing will come up. However if you search for ‘*Adventures’ you will pull all data with that word anywhere in the title.


  1. The accounts page allows you to access even more filters to narrow down your search. Select the filter iconHow to filter in Microsoft Dynamics CRM
    and then use the arrow next to the column you want to filter.

Sorting active accounts in Microsoft Dynamics CRM

Choose custom filter and set the parameters you’re looking for and hit ok.


Microsoft Dynamics CRM custom filters

  1. Export your data to Excel directly from your search query without having to run an Advanced Find. Use the filter features listed above and select the information you want to export.

Export information from Microsoft Dynamics CRM



  1. The Advanced Find feature is your best friend when it comes to doing in-depth searching and building lists built on specific criteria. It allows you to search based on any field, out-of-the-box or custom, that is in your system.


how to use advanced find in Microsoft Dynamics CRM


  1. Every time you open the Advanced Find remember to click on new. If you don’t, you won’t be able to add new rows or queries. Another great tip – open a new window with an individual account. Find the exact field you’re looking to search for and take note of the name. Sometimes in Microsoft Dynamics CRM there are different fields with similar names. You want to ensure you’re looking in the right spot for the data you want.

how to query in Microsoft Dynamics CRM


  1. The And/Or feature allows you to drill down even further. Make sure to select the rows you want to include in the and/or condition. Once they are selected, you can use this feature.

Advanced find in Microsoft Dynamics CRM


Advanced Finds in Microsoft Dynamics CRM


  1. You can save your searches and queries so they show up every time you need them. You also have the ability to send your searches to other CRM users so they too can use them.

how to view saved views in Microsoft Dynamics CRM

9. If you’ve ever gone through multiple records and undertook the tedious task of updating one field over and over and over and over again, you know how much of a pain that is. In Microsoft Dynamics CRM you can bulk edit an entire list! Use Advanced Find to pull a list, select all records and from there you can edit them all, add them to a marketing list, add to a quick campaign, assign them to specific sales people, run workflows, run reports, or export to excel.


  1. If you need in-depth, custom reports SQL Server Reporting Services (SSRS) is the tool to use. However, Microsoft Dynamics CRM makes creating those SSRS reports easy with the Fetch XML tool. Once you run your query, hit Download Fetch XML and you’ll see an XML file of what we see on the screen.

exporting XML file from Dynamics CRM to SSRS

Once you have this, it can be downloaded and inserted into an SSRS report. It will save time when you’re developing custom reports through SSRS.


What other tips have you learned when running queries and looking for information in Microsoft Dynamics CRM?

Do you have other questions about advanced finds? Send them to the experts at DFC Consultants.

by DFC Consultants

2 thoughts on “Ten Tips for Finding Information Faster and More Efficiently in Microsoft Dynamics CRM”

  1. Some of our employees have a search bar (white rectangle) within the blue header. This seems to work well for address changes as you would not have to go back a page to enter a new search. I was told I could not have this installed and that it was a monitor resolution problem. Is this possible?

    1. Hi WG,

      It is a monitor resolution issue. If you were able to expand your CRM window to a larger format, the white box would appear.

      Since you're unable to see the search bar, click on the magnifying glass icon in the blue bar. That will open the search box for you.

      If you have any other questions, feel free to reach out to me at szimara@DFCconsultants.com. We're happy to help!

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