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Export a Microsoft Excel workbook and permissions

You export a Microsoft Excel workbook from Dynamics 365. The workbook contains 10,000 rows of data. You email the workbook and a description of the data to another user. The user reports that they can only see 500 rows of data. You need to determine why the user cannot view all the data. Why is the user unable view all available data?

  • A. You exported a static worksheet. The user does not have the appropriate security role in Dynamics 365 to see all records.
  • B. You exported a PivotTable worksheet. The user does not have the appropriate security role in Dynamics 365 to see all records.
  • C. You created a chart in Dynamics 365 Customer Engagement and exported the chart.
  • D. You ran a report in Dynamics 365 Customer Engagement and then saved the report as an Excel file.


  • B only, with Pivot Table if data source wasn’t unchecked while export then connection would refresh and reload data on reopening of file
  • Data exported from a report (SSRS) contain static data. This means that they do not observe the Dynamics security model after the report is exported to Excel. Once a user saves a report to Excel, PDF, Word etc. anyone will be able to view the data (even if they do not have access Dynamics 365). With a pivot table data is refreshed when the file is opened and uses the user credentials to retrieve the data. This will limit the result according to the records the user has access to.
  • If you use Microsoft Dynamics 365 (online), exporting data to a static worksheet creates a local copy of the exported data and stores it on your computer. The data is transferred from Dynamics 365 (online) to your computer by using a secure connection, and no connection is maintained between this local copy and Dynamics 365 (online).
  •  When you export to a dynamic worksheet or PivotTable, a link is maintained between the Excel worksheet and Dynamics 365 (online). Every time a dynamic worksheet or PivotTable is refreshed, you’ll be authenticated with Dynamics 365 (online) using your credentials. You’ll be able to see the data that you have permissions to view.
  • An administrator determines whether or not an organization’s users are permitted to export data to Excel by using security roles.



Note: this question and recommended answer given at Recommendation added during the site review and added to the initial content.

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