How to find Dynamics 365 data quickly with global search

What is global search in Dynamics 365?

Whether you are looking for a customer account, a sales opportunity, a support case, or a specific contact, global search allows you to query your entire Dynamics 365 environment in just a few seconds. Instead of navigating through multiple modules or guessing which entity contains the information you need, users can rely on one centralized search experience.

The main distinction between global search and entity search is straightforward but important. Entity search limits results to a single entity type, such as accounts or leads. Global search, on the other hand, scans multiple entities simultaneously, presenting categorized results that make it easier to identify the correct record quickly.

Global search is especially useful when you only have partial information—such as a fragment of a name, an email address, or a reference number. Instead of manually checking multiple records, you can enter a single search term and allow Dynamics 365 to scan predefined entities and fields for potential matches.

It’s important to understand, however, that global search does not scan every field in the system. Searching all fields would negatively impact performance and slow down results. Instead, Dynamics 365 uses a curated set of entities and fields that are optimized for both relevance and speed.

How to check and customize entities included in global search

To begin customizing global search in Dynamics 365, you will need account administrator or system administrator privileges. These permissions ensure that changes to search settings are applied consistently across the organization.

Start by navigating to Settings > Administration from the Dynamics 365 navigation menu. This area contains the system-level configuration options that control how your environment behaves.

Within the Administration screen, click on System Settings. This section allows you to manage global configurations that affect users across Dynamics 365.

In the System Settings dialog box, navigate to the General tab. From there, select “Select entities for Categorized Search.” This option controls which entities appear as part of global search results.

Here, you can review which entities—such as accounts, contacts, opportunities, cases, or custom entities—are currently included in global search. To add an entity, select it in the left column and click Add to move it to the right column. To remove an entity, select it from the right column and click Remove.

You can also reorder entities to influence how search results are displayed. Entities listed higher will appear more prominently in the results, making it easier for users to find the most frequently accessed data.

Keep in mind that Dynamics 365 allows up to 10 entities in global search. This limitation is intentional and helps balance result relevance with overall system performance.

How to choose which fields are searched

After selecting the entities included in global search, the next step is to control which fields are searchable within each entity. This configuration ensures users see relevant results without overwhelming them with unnecessary data.

To configure fields, navigate to the entity you want to customize and select System Views from the action bar.

From the list of available views, open the entity’s Quick Find View. This view directly controls which fields Dynamics 365 searches and displays when users perform a global search.

Within the view editor, use Add View Columns to define which fields appear in the search results list. These columns should provide enough context—such as name, email, account, or status—for users to quickly identify the correct record.

Use Add Find Columns to specify which fields Dynamics 365 searches against. Including commonly searched values such as names, IDs, phone numbers, or reference numbers can significantly improve search success.

Once your updates are complete, save and publish the view. These changes will immediately improve how users find and interact with data using global search.

Tips to maximize your Dynamics 365 search experience

• Review global search entities and fields regularly to ensure they align with evolving business processes.
• Engage end users to understand what information they search for most often and optimize views accordingly.
• Limit search-enabled entities and fields to only what is necessary to maintain fast performance.
• Standardize naming conventions and data entry practices to improve search consistency.
• Provide user training so teams fully understand how to leverage global search effectively. Learn more about our Dynamics 365 training services.

Next steps

Customizing global search in Dynamics 365 is a simple yet powerful way to improve user productivity, reduce frustration, and ensure teams can access the information they need without delay. By thoughtfully selecting entities and fields, organizations can deliver faster, more relevant search results across the system.

If you need help configuring or optimizing Dynamics 365 global search, Rand Group is here to support you. As a trusted Microsoft Dynamics 365 partner, we provide expert guidance on system configuration, user training, and long-term optimization. Contact us today to learn how we can help you get more value from your Dynamics 365 environment.