Quick Tip: Delete a Saved View

In a recent blog post, we here at xRM.com took a dive into the powerful and flexible Microsoft Dynamics CRM Online 2011 tool, Advanced Find. We showed you how to quickly find a list of all of your Accounts located in Los Angeles, and then we showed you how to replicate that query on demand by storing it as a Saved View.

A Saved View can be a very handy tool in Microsoft CRM Online 2011, especially if you find yourself making repetitive searches for data. But what if you have created a Saved View that you no longer need? The method used to delete a Saved View may not be obvious, so we’ll take a minute to walk you through it below.

No special privileges are necessary to delete a Saved View in CRM Online 2011, although you will only be able to delete a Saved View you have been granted the “delete” permission for. You also may want check with the owner of the view before you delete it, unless of course the owner is you.

Let’s get started. Click Advanced Find in the ribbon (see below).

 Delete saved views in Microsoft Dynamics CRM

Click Saved Views in the ribbon (see below).

 quick tip for microsoft dynamics crm delete saved views

Check the box next to the Saved View you intend on deleting (see below), in our scenario, “Los Angeles”. Click   Delete Saved View in the ribbon.

 Delete saved views in crm online 2011

 The Confirm Deletion window opens (see below). Confirm your deletion by clicking OK.

 Delete saved views in microsoft dynamics crm 2011

Just like that, and the Saved View is forever deleted! Are you looking for more quick tips for CRM Online 2011? Our Microsoft Dynamics CRM Online Success Portal is full of them!

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Microsoft Dynamics CRM 2011 Update Rollup 5

Update Rollup 5 is available for Microsoft Dynamics CRM 2011. It can be downloaded from the Microsoft Download Center as of October 25, 2011 or updated through Windows Update as of November 8, 2011. This update is available for all languages supported by Microsoft Dynamics CRM 2011 and includes the following improvements and critical fixes.

Improvements:
Activity feed for records
Office 365 integration
Enhanced chart designer
Multiple time stamp, time zone, and Daylight Saving Time (DST) fixes
Improved mobile-device detection
Several stability issues running CRM Online 2011 in Internet Explorer 9 have been resolved.

Critical Fixes:

The Outlook Client will no longer accidentally enter an endless-loop synchronization state.
The memory leak (occurring in most versions of Internet Explorer) has been resolved.
Frequent Outlook client crashes caused by Update Rollup 4 have been fixed.
The Update Rollup 4 issue causing unexpected results to be returned by RetrieveEntityRequest in the Software Development Kit (SDK) is fixed.

Components:
Microsoft Dynamics CRM 2011 Server
Microsoft Dynamics CRM 2011 E-mail Router
Microsoft Dynamics CRM 2011 Language Pack
Microsoft Dynamics CRM 2011 Reporting Extensions
Microsoft Dynamics CRM 2011 Report Authoring Extension
Microsoft Dynamics CRM 2011 for Microsoft Office Outlook

Supported Operating Systems: Windows 7, Windows Vista, Windows XP

Prerequisites: You must have Microsoft Dynamics CRM 2011 build 5.0.9688.583 installed to apply this update rollup. This update requires Microsoft .NET Framework 4.

Important Note: Update Rollup 5 for Microsoft Dynamics CRM 2011 cannot be removed. Specific database updates are applied in Update Rollup 5 that will not let you uninstall Update Rollup 5. You should back up your databases before you install this update.

Links:
Microsoft Support: Update Rollup 5 for Microsoft Dynamics CRM 2011 is available
Microsoft Download Center: Update Rollup 4 for Microsoft Dynamics CRM 2011

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Quick tip: Change your CRM Online 2011 password

One of the trends our Microsoft CRM Support team has noticed lately is a rise in the number of questions regarding passwords and Microsoft Dynamics CRM Online 2011. Although Microsoft has published a help article regarding changing passwords in the past, a quick blow-by-blow of the process couldn’t hurt. We’ll show you below how to change the password you use to sign in to CRM Online 2011.

As we mentioned in a previous article regarding security in Microsoft CRM Online 2011, sign-in services for multiple Microsoft cloud-driven products, including CRM Online 2011, are all tied into a singular Windows Live ID e-mail address. Users sign in to CRM Online 2011 using this Windows Live ID e-mail address. To change the password you use to sign in to CRM Online 2011, you must change your Windows Live ID password. So how can you change that password?

Microsoft has actually provided a site just for that. Click Change your Windows Live Password to get started.

If you are not already signed in, the Windows Live sign in page opens (see below). Enter your Windows Live ID and Password and click the Sign in button.

 Change your CRM Online 2011 password

The Change your password page opens (see below). Enter your Old password for verification. Enter your new password into both the Type new password and Retype new password fields and click the Save button.

 Change your Microsoft Dynamics CRM Online 2011 Password

Wasn’t that easy? Just like that and you’ve not only changed your password, but you’ve learned something new. We know this quick tip was pretty easy to follow. If you’re looking to get a little more technical, Microsoft Dynamics CRM Online 2011 training or a stop by the free videos on the CRM Online Success Portal may be right for you.

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Let’s take a look inside CRM Online 2011 with Advanced Find: Part 3

Advanced Find is a flexible and powerful tool used to analyze Microsoft Dynamics CRM Online 2011 databases. Readers of this xRM.com blog have been flexing their Advanced Find skills in the last two blog posts, and have gotten as far as creating their own saved view with a dynamic filter. Now, we’re going to walk them through sharing and exporting this view.

No special permissions are necessary to use Advanced Find in Microsoft CRM Online, although you will only be able to view data that you have permission to read. This blog post continues where Part 2 left off, and will be using an Advanced Find query that was saved in Part 1.

Let’s get started. Click Advanced Find in the ribbon (see below). Regardless of where you are in CRM Online 2011, Advanced Find is generally available in the ribbon.

CRM Online 2011 with Advanced Find

The Advanced Find window opens. Click Saved Views in the ribbon (see below).

CRM Online 2011 with Advanced Find

The Advanced Find window refreshes with a list of Active Saved Views available for sharing. Check the box to the left of “Los Angeles” to select the saved view and click  Share in the ribbon.

CRM Online 2011 with Advanced Find

The Who would you like to share the selected view with? window opens (see below). Click Add User/Team.

CRM Online 2011 with Advanced Find

The Look up Records window opens (see below). The Look for: drop-down menu defaults to the User entity. Let’s leave that as-is. Every user whose box you check on this page will have the Los Angeles saved view shared with them. In this example, we check the box corresponding to the “xRM Guy” user and click the Add button.

CRM Online 2011 with Advanced Find

You’ll notice that “xRM Guy” has been added to the Selected records: field (in the rectangle below). Click OK.

CRM Online 2011 with Advanced Find

Determine whether you want this user to be able to Read, Write, Delete or Assign this view by marking the corresponding checkboxes (see below) and click OK to finalize your changes.

CRM Online 2011 with Advanced Find

The next time that xRM Guy signs in to CRM Online 2011, he will have the “Los Angeles” saved view available as an option in his drop-down menu of Accounts views. This will give xRM Guy access to the list of Accounts he should visit when he’s in Los Angeles, as described earlier in our story in Part 1 and Part 2 of this blog series. But what if xRM Guy isn’t a CRM Online 2011 user? Let’s export your view to a Microsoft Office Excel file and send it over!

Click Advanced Find in the ribbon (see below).

CRM Online 2011 with Advanced Find

The Advanced Find window appears. Click Saved Views in the ribbon (see below).

CRM Online 2011 with Advanced Find

Open the Use Saved View drop-down menu (see below), select “Los Angeles”, and click Results.

CRM Online 2011 with Advanced Find

Advanced Find returns the results of your query (see below). We can now export this current list of accounts using a built-in tool. Click Export Accounts.

CRM Online 2011 with Advanced Find

The Export Data to Excel window opens (see below). Leave Static Worksheet with records from this page selected and click Export.

CRM Online 2011 with Advanced Find

The File Download window opens (see below). Save the Excel file to your desktop.

CRM Online 2011 with Advanced Find

At this point, it’s up to you to get this file into the hands of your representative. We do recommend using e-mail or Microsoft Office SharePoint Server to transfer files though.

Want to learn more about CRM Online 2011? Many current experts began cutting their teeth as novices over at the CRM Success Portal where we provide free tutorial videos.

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Let’s take a look inside CRM Online 2011 with Advanced Find: Part 2

If you’ve been following the xRM.com blog, then you’re probably eager to dive into Part 2 of our Advanced Find series. In one of our previous posts we took a quick dive into one of the more powerful tools found in Microsoft Dynamics CRM Online 2011, Advanced Find. First we broke down the finer details of operating an Advanced Find query, and then we showed you how to save that query for later.

Now that you have learned to search using Advanced Find, we’re going to show you how to quickly arrange and analyze the data that you find.

No special permissions are necessary to use Advanced Find in Microsoft CRM Online, although you will only be able to view data that you have permission to read. This blog post also continues where Part 1 left off, and will be using an Advanced Find query that was saved in Part 1.

Let’s get started. Click Advanced Find in the ribbon (see below).

 CRM Online 2011 with Advanced Find

The Advanced Find window opens (see below). Open the Use Saved View drop-down menu, select “Los Angeles”, and click Results.

 CRM Online 2011 with Advanced Find

If you look below, you’ll see the result of the Advanced Find query that we created in our previous post. This query is returning a list of all Accounts that are located in Los Angeles. Did you notice that only the Account Name, Primary Contact, and Main Phone columns are visible?

 Microsoft CRM Online 2011 with Advanced Find

If you were to share this list as-is with your service representative traveling to Los Angeles, that person may find the information provided a little scarce. Let’s increase the amount of information being displayed in this view by adding some columns to the view.

Click the Advanced Find tab in the ribbon (see below) and click Edit Columns.

 Microsoft Dynamics CRM Online 2011 with Advanced Find

The Edit Columns window opens (see below). This is the tool we use to add or remove columns from the results of the Advanced Find. Click Add Columns.

 Microsoft CRM Online 2011 with Advanced Find

The Add Columns window opens (see below). This window contains a list of every entity attribute that can be added to the list of columns returned by your Advanced Find. Any custom attributes created during Microsoft Dynamics CRM Online customization and configuration will also be listed. Check the box next to “Address 1: Street 1” and “Address 1: Zip/Postal Code” and then click the OK button.

 Microsoft CRM Online 2011 with Advanced Find

The Edit Columns window refreshes with your changes (see below). “Address 1: Street 1” and “Address 1: Zip/Postal Code” are now included in the columns of your view. Let’s re-arrange the order of the columns in a slightly more logical fashion. We’ll select the columns in the view below and move them around using the green, left- and right-facing arrow buttons.

Scroll sideways in the window until you see the “Primary Contact” column listed. Click on the “Primary Contact” column to select it and then click on the green, left-facing arrow twice to position it to the left of “Address 1: Street 1”.

 Advanced Find with Microsoft CRM Online 2011

Your Edit Columns window refreshes and should now look just like the image below. If not, you may need to continue rearranging your columns by selecting them and then using the green arrow buttons. Once you’re happy with how your columns are arranged, click the OK button.

 Advanced Find with CRM Online 2011

The Advanced Find window refreshes (see below). Click Results in the ribbon.

 Advanced Find with Microsoft CRM Online 2011

The results of your recently modified Advanced Find query are returned (see below). Although we only added two columns of data, this view is much more useful to a service representative traveling in Los Angeles.

 Advanced Find with Microsoft CRM Online 2011

In the interest of your attention span, we’re going to wrap this post up! Let’s finalize our changes though before we do. Click the Advanced Find tab in the ribbon and then click Save.

 Microsoft Dynamics CRM Online 2011 Training

Your “Los Angeles” Accounts saved view is now saved with your most recent changes. So what can we do with this saved view now? We can share it with others privately; publish it for all of your users to use, or export data directly from it! If you want to learn how to do all those things, you’ll just have to keep watching this space as that is exactly what one of our upcoming posts will be covering. Can’t wait? Microsoft Dynamics CRM Online Video Training led by a CRM Online 2011 specialist may be the perfect choice for you!

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Let’s take a look inside CRM Online 2011 with Advanced Find: Part 1

Advanced Find in Microsoft Dynamics CRM Online 2011 is a strong and flexible tool that functions similar to a magnifying glass, allowing you to focus on specific data in your database. Not only can you zoom in on particular data for examination, you can also filter out unnecessary data. An Advanced Find can also be used to prepare data for export to Microsoft Office Excel. Advanced Find is also completely flexible with any custom entities or fields created during Microsoft Dynamics CRM Online customization and configuration. Learning how to use the Advanced Find tool can make combing through the large database of CRM Online 2011 a much more pleasant experience.

In Part 1 of this three-part Advanced Find series, we’ll break down all the basics with you and then walk you through a quick real-world example.

No special permissions are necessary to use Advanced Find in Microsoft CRM Online, although you will only be able to view data that you have permission to read.

Advanced Find works using fairly simple formulas; you tell it what to look for, and then you tell it how to filter what it finds. Let’s say you have a service representative from your company taking a trip to Los Angeles, and you want to give him or her a list of all your Los Angeles based customers to check in on. We can use Advanced Find to generate that list.

Let’s get started. Click Advanced Find in the Dashboards ribbon (see below). Regardless of where you navigate in CRM Online 2011, the Advanced Find tool is usually available in the default tab of the ribbon at that location.

 CRM Online with Advanced Find

The Advanced Find window opens (see below). Open the Look For: drop-down menu and click Accounts. Currently, the Advanced Find query displayed below (without any filters) would result in all Accounts in your database, and we only want some of them. So how can we begin filtering the Accounts?

CRM Online 

Now that we have specified which entity we want to look for, let’s move forward with filtering. Each filter has three parts: a Field, an Operator, and a Value. Depending on the Field you are using in your filter, the possible Operators and Values can differ.

Move down to the filter-criteria area (in the rectangle below) and click Select to begin selecting the Field.

 Microsoft Dynamics CRM Online Advanced Find

Select the “Address 1: City” Field in the Fields drop-down menu (see below).

 Microsoft Dynamics CRM

After you select the Field, the Operator appears. The default Operator is “Equals” (see below).  Clicking the “Equals” Operator allows you to change it to various other Operators including “Does not Equal”, “Contains”, “Does not Contain”, and others depending on the type of Field we have selected. Let’s leave that as is though, as we do want to specify an exact location.

After deciding on the Operator, we set the Value. Enter “Los Angeles” as the Value to the right of the Operator (also circled below).

 Advanced Find with CRM Online

Now that we have set the Field, Operator, and Value for the filter, let’s see what our query produces. Click Results in the ribbon (see below) to view your filtered data.

 Microsoft Dynamics CRM Online 2011

Advanced Find loads your custom-tailored results, a list of all Accounts located in Los Angeles (see below).

 CRM Online 2011 with Advanced Find

You can now print or share this list with your sales representative. Really, at this point, it’s up to you. Before we wrap this up though, let’s save this view so we can use it again later. Click the Advanced Find tab in the ribbon and click Save.

 Advanced Find with CRM Online 2011

The Query Properties dialog opens (see below). Name your saved view “Los Angeles”. Fill in a Description, such as “Accounts located in Los Angeles”, and then click the OK button to save it.

 inside CRM Online 2011 with Advanced Find

Just like that, the Advanced Find you created is saved permanently as a View for later use. You may have figured this one out by now, but essentially any single View in CRM Online 2011 is the result of an Advanced Find.

That covers it for Part 1 of the series. We’ll see you soon with discussions on sharing these saved views and preparing data for export, helping you get one step closer to becoming a CRM Online 2011 wizard. Would you like to learn more? Microsoft Dynamics CRM Online 2011 Video Training provided by xRM.com will definitely put some magic tricks up your sleeve. While we aren’t exactly a wizarding school, we are a Microsoft Partner with competencies in Customer Relationship Management (CRM) and Hosting.

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Quick Fix: Broken Outlook reminders and flags

As a company that provides Microsoft Dynamics CRM Support, xRM.com tends to stay pretty up-to-date on new bugs and fixes in Microsoft Dynamics CRM Online 2011. One that recently appeared on our radar is a bug with the Microsoft Office Outlook reminders and flags. The bug can occur when you have installed the Microsoft Dynamics CRM Online 2011 Outlook client, and then install Microsoft Office 2010 SP1. If your Outlook reminder popups are no longer appearing, and you have recently installed Microsoft Office 2010 SP1, then you are probably looking to squash this particular bug.

Luckily, Microsoft has provided a simple hotfix that will allow you to eradicate this particular bug. Download the Microsoft Help and Support hotfix  to your desktop first, and then we will walk you through installing it below.

Double click the hotfix icon when it appears on your desktop (see below).

Quick fix broken outlook reminders and flags

When the Microsoft Self-Extractor launches (see below), click Continue.

Fix broken outlook reminders

Extract the files to the default location by clicking Ok (see below).

Broken flags and reminders how to fix them

When the extraction is complete, the Hotfix for Microsoft Outlook 2010 (KB2584053) window opens (see below). Check the box to accept the license agreement and click Continue.

 Fix broken reminders in microsoft outlook with microsoft crm

The hotfix will now install itself automatically (see below).

Microsoft dynamics crm online with microsoft outlook

Click Yes (see below) to reboot your machine after the hotfix has completed installation.

Fix broken reminders and flags outlook

Just like that—and we’re all done. Your Outlook reminders should now be back in fully functional order! If you’re looking for help preventing problems like this in the future, feel free to visit our Microsoft Dynamics CRM Online FAQ or consider Microsoft Dynamics CRM Online Training.

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