Export guide
How to export your Microsoft Dynamics 365 data
Last verified: not yet verified · Menu names change between plans and versions; check the vendor documentation below, and we confirm exact steps with you once you qualify.
Short answer
As a CRM and ERP, Microsoft Dynamics 365 holds opportunities, cases, orders and activity history. You run the export yourself, from the app or through its API, after removing personal and confidential details. Nothing leaves your company until you approve it.
Export from the app
Step 1
Open a view
Open the entity you need (for example Opportunities) and pick or build a view with the columns you want.
Step 2
Export to Excel
Use Export to Excel from the command bar. Very large views may hit row limits.
Step 3
Consider Synapse Link
For full history, admins can sync tables to your own Azure storage with Azure Synapse Link for Dataverse.
Step 4
Check the file before sharing
Open a sample of the export, confirm the date range and record count, and flag anything personal or confidential. Don't send anything yet — we review the package together first.
Export through the API
Step 1
Register an app
In Microsoft Entra, register an app and grant it read access to Dataverse as an application user.
Step 2
Use the Web API
Query entities through the Dataverse Web API (OData) with date filters and paging.
Step 3
Pull history in batches
Page through records by date range, respecting rate limits. Save raw JSON to your own storage. Large histories can take several days.
Plan limits and formats#
- Limits and formats depend on your plan and are confirmed with you after qualification.
What to leave out#
- Names, emails, phone numbers and addresses of customers and staff
- Passwords, API keys, tokens and other credentials
- Payment card and bank details
- Attachments you haven't reviewed (they often hold IDs or contracts)
- Records covered by client NDAs, privilege or contracts that limit reuse
- Anything you mark confidential, such as pricing or strategy
Terms to check first#
- Your content is usually yours, but plan terms can limit bulk export, API use or automated access.
- Check whether your plan includes the export or API features you need before starting.
- Respect API rate limits; large exports may need to run in batches over several days.
- Don't share admin logins. You run the export yourself, with our guidance.
Vendor documentation
Related
See if your company qualifies
A short company assessment. No data uploads are needed.