I want to add more accounts to my default list

Question

We have a very large database --- of which maybe only 1/10 of the contacts and accounts are assigned to me. But I am "missing" a good portion of those contacts in my designated "default view" How do I change search criteria and add more within a geographical area and/or by account name?

Answer 1

Hi, are you using a saved view in Microsoft Dynamics 365 or working from a system default view?

Open the table you use such as Accounts or Contacts, then select the view drop down and choose Edit filters or Advanced Find. Add conditions like Owner equals you, plus City, Region, or Account Name as needed, then run the query. Select Save as new view and set it as your default view. You can also add columns for location fields so results are easier to scan. This creates a custom view that controls which records appear based on your criteria.

Answer 2

In Outlook-style contact/address lists, what appears in the “default” list and what can be searched is controlled by:

• Which address book or contacts folder is selected
• How contacts are added into the personal Contacts list and groups

There is no configurable “search rule” (for example, by geography) for the default list itself, but the combination of address book selection, search options, and personal groups can approximate what is needed.

To search more of the organization’s contacts when addressing mail:

1. Open a new message and select To, Cc, or Bcc.
2. In the Address Book dialog, use the Address Book drop-down to choose the broader list (for example, the organization’s Global Address List rather than only a personal Contacts folder). This determines which contacts are available to search.
3. In the Search box, type part of the contact’s name and select Go.
4. To search by other fields (such as department, phone, or location), select the More columns option before searching. This lets the search use additional attributes that may correlate with geography or account.
5. Double-click a result to add it to the message, or select it and choose To, Cc, or Bcc.

To build a richer personal default Contacts list from the large database:

1. In the contacts/people view, use the search box to find people by name, email alias, or phone number.
2. From the search results, on each person’s contact card choose Add to Contacts List (or use the Add button). This copies the contact into the personal Contacts list.
3. When prompted, place the contact into an existing group (for example, a group named for a region or account) or choose Add to New Group and create a new group named for the geographic area or account.

By repeatedly searching (using name and, where available, other attributes via More columns) and adding results into region/account-based groups, the personal Contacts list becomes a curated “default” list that contains all assigned contacts. The large organizational list remains searchable via the Address Book drop-down and search options, while the personal list and its groups provide quick access by geography or account name.

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References:

• Manage your contacts and Contacts list
• Find people and contacts
• People app help