How to Bulk Delete Records in Microsoft Dynamics 365 (CRM)

Many users and administrators of Microsoft Dynamics 365 CRM (otherwise known as CE) make the mistake of importing records that should have never been in the system in the first place. For example, I know someone that imported approximately 8,000 empty leads containing no relevant information into a Dynamics 365 for Sales environment. Fortunately, Dynamics 365 for Sales has 3 methods to help you remedy the situation.

Method 1: Advanced Find

If all the records you want to delete are from the same entity (such as Accounts, Contacts, or Leads), you can use this method.

1. Click on the Advanced Find button. You can perform this action from any page in the system.

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2. The Advanced Find window will appear. Select the desired entity in the Look For dropdown menu. In this example, I will select Leads.

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3. Add your filters. Click on Select and select the desired field. In this example, I will select the “Created On” field.

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4. Select the desired value to be applied to the filter. In this example, I am looking for all leads created on June 10, 2020.

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5. Click on the Results button.

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6. Select the Leads that you wish to delete. You can also select them all. Then, click on Delete Lead.

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7. Microsoft Dynamics 365 will ask you to confirm the deletion before proceeding. Click on Delete to confirm.

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How to See More Records in Advanced Find & Views

If the data you want to delete was added to the system consecutively, you can use this method to delete even more records in less time.

1. Click on the Settings icon located on the top-right of your screen.

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2. Click on Personalization Settings.

3. Look for the Records per Page field. Select a value of your choice. In this example, I selected 250 records per page. Click on OK to save your settings.

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Once you are done, you can select up to 250 records at a time using the Advanced Find method.

Note: Make sure that you want to delete all 250 records in Advanced Find or a view!

Method 2: Dynamics 365 for Sales Bulk Record Deletion Wizard

This method works best if you have thousands of records to delete at a time.

1. Click on the Settings icon located on the top-right of your screen.

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2. Select Advanced Settings.

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3. The Advanced Settings tab will appear. Click on the down arrow next to settings and select Data Management.

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4. Select Bulk Record Deletion.

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5. Click on New to create a new bulk record deletion job.

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6. The Bulk Deletion Wizard pop-up window will appear. Click on Next to continue.

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7. You will notice that Advanced Find is embedded in the wizard. Use the same method as abovementioned to select your filters. Click on Next to continue.

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8. You can now select a few options, including when to run the job, if you want the job to run at a pre-specified interval, and to notify users via email when the job is done. Once your options are selected, click on Next.

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9. Verify the details of your job. Once everything has been verified, click on Submit.

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10. You will be able to see the bulk deletion job once it is processing and after it has been completed.

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Method 3: Records Related to an Import

This method is best suited for scenarios where all records are related to the same data import.

1. Click on the Settings icon located on the top-right of your screen.

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2. Select Advanced Settings.

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3. The Advanced Settings tab will appear. Click on the down arrow next to settings and select Data Management.

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4. Select Imports

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5. Double click to open the import job that contains the data that you want to delete.

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6. Click on the down arrow next to the Delete button and select Delete Imported Records.

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7. The system will ask you to confirm the deletion of these records. Click on Confirm to proceed.

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However you go about it, this process should not take you much longer than about 10 minutes! If you found this handy, be sure to check out our other Dynamics 365 (CRM) blog articles. Please connect with us if you have questions about Microsoft Dynamics CRM (otherwise known as CE).

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