Import and Export Data in Microsoft Dynamics 365 in 2026

Andrei is an experienced Project Manager whose team successfully works with technologies such as Dynamics 365, Power Platform, Azure, Copilot, and more, with a personalized approach to each client. He also has rich expertise working with Data Management. 

Managing data efficiently is a fundamental skill in Microsoft Dynamics 365. Gaining a solid grasp of data formatting and mapping is crucial for enabling smooth data transfer. Effective data management delivers dependable insights, streamlined workflows, and better customer interactions, making it vital to maximize the value of Microsoft Dynamics 365.

Read the article to strengthen your data management capabilities and elevate your business operations through accurate Excel imports and exports.

But before going forward, it is reasonable to get acquainted with the article How To Import and Export Data in Microsoft Dynamics 365 on the UDS Blog.

Assuming you are already familiar with our previous article about data import and that your import file is ready, we will import an Excel file containing several Contact records that we plan to add to the system.

There are two main options to import data from the Dynamics interface:

From the table interface:

1. Open the “Contacts” table and look at the ribbon near the end. In some cases, the option may be hidden behind the three-dot menu. There you will find the “Import from Excel” button (1).

   

2. Click on it to open the sidebar, then select the “Browse” (2) and choose the file you want to upload. After that, click on the “Next” (3).

   

3. On the next sidebar page, you can choose whether to allow or prevent duplicate creation (4). Once you get more comfortable with the import process, you can even click on the “Finish Import” (6) right away to start it. But for now, if you are still learning, it is better to select the “Review Mapping” (5).

   

4. On this sidebar page, you can map columns from your document to the corresponding columns in the system, if needed. In most cases, the mapping is correct by default, but sometimes it needs a bit of adjustment, which is another good reason to choose the “Review Mapping” on the previous step. Once the mapping is confirmed, you can complete the import by clicking on the “Finish Import” (7).

   

5. The next sidebar page will let you open (8) a new tab where you can monitor the import process.

   

6. It will take you to the Imports page that shows all imports and their current status.

   

7. After refreshing this view, pay close attention to the selected columns, as they show how the import has been processed. The “Total Processed” column shows the number of records found in the import file. The “Errors” and the “Partial Failures” columns indicate whether anything unexpected has happened during the import. The “Successes” column shows how many records have been imported without issues. Ideally, the numbers in the “Successes” and the “Total Processed” must match.

   

8. Now, open the CRM and check the newly created records.

   

As you can see, all contacts have successfully been added to the CRM.

From Advanced Settings:

1. Open the “Settings” and select the “Advanced Settings” option (9).

   

2. Now, select the “Data Management” item on the left and choose the “Imports” option.

   

3. As a result, you will be redirected to the Imports page, which you are already familiar with. Click on the “+ Import Data” on the ribbon, and a sidebar will open on the right to guide you through the import process almost exactly as in the first option.

   ! Note. The main difference is that, since you are importing the file outside a specific table, the system does not know which table to assign the new records to. Because of that, at the “Map record type” step, you need to select the appropriate “Entity Mapping” option (10).

   

   The rest of the import process is similar. You just need to monitor it and fix any errors if they appear.

While manual Excel imports and exports are useful for one-time or occasional tasks, many organizations benefit from automating these processes. Automation reduces manual effort, minimizes errors, and ensures that data is always up to date across systems.

Microsoft Dynamics 365 supports several automation approaches, including Microsoft Power Automate, APIs, Azure-based services, and third-party integrations.

Common automation approaches include the following:

1. Scheduled Data Imports/Exports

   You can configure recurring data operations to automatically move data in and out of Dynamics 365. These are typically implemented using background jobs, integration tools, or Azure services.

2. Automation with Power Automate

   Microsoft Power Automate enables low-code automation by creating flows that trigger based on events or schedules. It integrates natively with Dynamics 365 and many external systems.

3. API-based integrations

   Dynamics 365 provides REST APIs (such as the Web API) that allow developers to integrate external applications directly with the platform. This approach is more flexible and better suited to complex scenarios.

4. Azure-based integrations

   Using Microsoft Azure services (such as Logic Apps, Azure Functions, or Data Factory), you can build scalable and enterprise-grade integration solutions.

Automation allows users to benefit from the following capabilities:

• eliminating repetitive manual imports and exports
• reducing human error in data handling
• ensuring standardized data synchronization across systems
• supporting growing data volumes and business complexity

Thus, mastering data import and export in Microsoft Dynamics 365 is essential for maintaining accurate, consistent, and actionable data across your organization. Whether performing manual Excel imports or leveraging advanced automation tools such as Power Automate, APIs, and Azure integrations, a well-structured approach to data management ensures smoother operations and better decision-making.

By applying the practices outlined in this article, you can minimize errors, improve efficiency, and create a scalable data strategy that supports your business growth and long-term success.

Keep in mind that success depends on careful preparation and a solid understanding of data structures and mapping. With these fundamentals in place, you are well-equipped to fully leverage Microsoft Dynamics 365 for your business operations.

UDS blog articles:

• How to Create a Personal View in Microsoft Dynamics 365 (Classic Interface)
• How To Delete a Personal View in Microsoft Dynamics 365 (Classic Interface)
• How To Share Personal View in Dynamics 365
• How to Create a Table in the Dataverse
• Local CSV Upload and Parsing
• Mastering Data Import to Dynamics 365