Importing Data for Multi-Select Option Sets in MS CRM using Excel Online

Importing data into multi-select option sets in Microsoft Dynamics CRM can be challenging when using the standard data import functionality. The step-by-step guide below will help you successfully import data using the Excel Online out-of-the-box (OOB) functionality while avoiding common issues

Why Use a Template for Data Import?

Multi-select option sets allow you to assign multiple values to a single field in CRM. However, this flexibility comes with a challenge: ensuring data consistency during imports. Using a predefined blank template ensures the proper structure and formatting of your data.

Step 1: Use the Blank View Template

To make importing data simpler, you could create a special blank view template designed for data import. Here’s what you need to know:

1. What Is the Blank View?
    This CRM view is a predefined structure with all the necessary columns for data import, but no data filled in.
2. Why Keep It Blank?
    It’s good to leave this view empty so it serves as a clean template. If populated, it may display existing data, defeating its purpose.

Step 2: Export the Template

1. Open the blank view in MS CRM.
2. Export the view to Excel. This exported file becomes your working template for data import.

💡 Tip: Always double-check that the view is blank before exporting it.

Step 3: Fill in the Template

Once you have the template:

1. Open the exported Excel file on your computer.
2. Carefully enter the data you wish to import, ensuring all fields match the required format.
3. For multi-select option sets, separate multiple values with a semicolon (;). For example:

Option1; Option2; Option3

✅ Pro Tip: Accuracy is key. Mistakes in formatting may cause import errors.

Step 4: Open Excel Online in CRM

Back in CRM, follow these steps:

1. Navigate to the same blank view you used earlier.
2. Click the three dots (···) in the toolbar, then select Open in Excel Online.

This will allow you to edit the data directly in the CRM environment.

Step 5: Copy and Paste Your Data

1. Open your completed Excel template.
2. Copy the filled data from your file.
3. Paste it into the Excel Online sheet opened from CRM.

⚠️ Important: Use a semicolon (;) as the separator for multi-select option sets. If any other delimiter is used, the import process will fail.

Step 6: Save and Track Progress

1. Once the data is pasted, save your changes in Excel Online.
2. The CRM system will automatically start the import process.
3. Track the import progress directly in CRM by navigating to the Imports section.

Import Process

Flowchart to visualize the entire import workflow:

Benefits of This Approach

• Consistency: Using a blank template ensures that all required columns are present and properly formatted.
• Accuracy: Direct edits in Excel Online minimize errors during upload.
• Efficiency: Tracking progress in CRM helps identify and resolve issues quickly.

Always remember to use semicolons for separating values, double-check your formatting, and save your work frequently to ensure a smooth import experience.

Happy importing! 🚀