As you learned earlier in this chapter, you can use the tools in the grid toolbar to perform actions on selected records in a view. Microsoft Dynamics CRM offers a few different ways to select records within a view. If you want to select one record, simply click the record row. Microsoft Dynamics CRM highlights the record with a blue background to indicate which record you selected. If you want to select all of the records, select the check box that appears in the upper-left corner of the view. Microsoft Dynamics CRM highlights all of the records that appear on the page. Selecting the check box again deselects all of the records.
Important
When you select the check box to select all of the records, you are only selecting the records on the page. You are not selecting all of the records in the view. For example, if your view contains 500 records and your page contains 25 records, selecting the check box selects only the 25 records displayed on the page. Some of the features in the entity toolbar, such as Export To Excel and Send Direct E-Mail, allow you to select all of the records from the view, but many of the features in the entity toolbar (such as assigning records and editing records in bulk) apply only to a single page of records. Unfortunately, in these scenarios, you will need to repeat the action on each page of records if your view contains multiple pages of records. Later in this chapter, we will explain how to display up to 250 records per page in a view (instead of the default value of 25 records per page). Displaying more records per page decreases the number of times you need to repeat an action on a set of records.
If you want to select more than one record in a view (but not all of them), you can do so by pressing the Ctrl and Shift keys. This technique should be familiar to users of Microsoft Office, because other applications such as Excel and Microsoft Office Outlook also allow users to select multiple records by holding down the Ctrl or Shift key while clicking the desired records.
As you work with the records in a view, you might find that the view does not refresh the data set as you expect. This might happen when you’re working with different sets of records in multiple Internet Explorer windows or if a different user is editing the records in your view.
In this exercise, you will manually refresh the data that appears in a view, and then select multiple records in the view.
Note
BE SURE TO use the Internet Explorer Web browser to navigate to your Microsoft Dynamics CRM Web site, if necessary, before beginning this exercise.
OPEN a Web page that contains multiple records in a view.
In the upper-right corner of the view, click the Refresh button.
Microsoft Dynamics CRM refreshes the data in the view.
Click a record in the view.
Microsoft Dynamics CRM highlights the row, indicating that the record is selected.
To add one record to your selection, hold down the
key and click another record.Microsoft Dynamics CRM highlights this new record as well, indicating that you’ve selected it.
To include multiple records in a selection, click one record, and then hold down the
key and select another record.Microsoft Dynamics CRM selects and highlights all of the records listed between the original selection and the new selection. With the appropriate records selected, you can apply the desired action to the records.
