Dataverse Week Day 2: Dataverse Tables Demystified — Standard, Custom & Virtual

Dataverse tables are the foundation of data storage in Microsoft’s Power Platform. Whether you're building model-driven apps, automating business processes with Power Automate, or managing data models in Dynamics 365, understanding Dataverse tables is essential. 

There are three main types of Dataverse tables: 

• Standard Tables – built-in tables like Account , Contact , and Task . 
• Custom Tables – user-defined tables tailored to specific business needs. 
• Virtual Tables – representations of data stored outside Dataverse, accessible in real time without being imported. 

This guide will help you understand each type, when to use them, and how to make smart choices for different project scenarios. 

Standard Tables: Out-of-the-Box Essentials 

Standard tables are included with Dataverse by default and represent common business entities. Microsoft has designed these tables with built-in relationships, views, forms, and business logic, making them an efficient starting point for many business applications. 

You can extend these tables by adding new columns, customizing views and forms, and applying business rules. Because they are standardized across environments, they help ensure consistency and compatibility with various Power Platform services and Dynamics 365 apps. 

Use standard tables when your business scenario fits traditional models such as customers, activities, or interactions. 

Custom Tables: Your Data, Your Way 

Custom tables are ideal when your data doesn’t fit into a predefined model. As a maker or developer, you can create custom tables from scratch, define your own columns, and build relationships with existing tables. 

They offer the same capabilities as standard tables, including support for auditing, role-based security, calculated fields, rollups, and mobile access. Custom tables are useful for tracking specialized data like field equipment, course registrations, or service schedules that don’t map neatly to existing tables. 

Whenever you need full control over your data structure and logic, custom tables are your best option. 

Virtual Tables: Access External Data in Real Time 

Virtual tables (previously known as virtual entities) enable you to work with data stored outside Dataverse—like in SQL Server, SharePoint, or external APIs—without physically importing it. Instead, they fetch data on demand through connectors or custom data providers. 

They behave like regular Dataverse tables within apps, meaning users can view, search, and relate external data as though it’s native to the platform. However, virtual tables have limitations: they cannot use offline access, auditing, charts, dashboards, or business rules. They also require the external data source to expose data in a format compatible with Dataverse, often needing a GUID as the primary key. 

These tables are ideal for scenarios where: 

• The source system is authoritative, and duplication would create risk. 
• Data changes frequently and must be accessed live. 
• You need to reduce storage costs in Dataverse. 

Comparing Table Types 

Choosing the right type depends on your need to control, scale, or integrate your data. Use standard when it fits the domain, custom for tailored use cases, and virtual when data already lives somewhere else. 

Real-World Use Cases 

• Standard Table Use : A customer relationship management system built using Contact and Account standard tables, integrated with Dynamics 365. 
• Custom Table Use : A university tracking continuing education registrations through a custom Enrollment table with instructor and course relationships. 
• Virtual Table Use : A field service app displaying real-time inventory from an external ERP system without storing the data in Dataverse. 

These examples show how each table type enables different architecture strategies based on control, access speed, and integration needs. 

Best Practices 

Here are key tips for success: 

• Always define a GUID field in external data sources when planning for virtual tables. 
• Use connection references to abstract authentication logic for virtual tables in different environments. 
• Document your schema relationships clearly to avoid confusion between table types. 
• Reuse standard tables where possible to ensure compatibility and minimize maintenance. 

Understanding these best practices will help you avoid common pitfalls and maximize the value of each table type in your solutions. 

Wrap-Up 

Dataverse offers a flexible data platform for makers and developers. Whether you're using standard tables for quick-start scenarios, building out detailed custom schemas, or connecting external systems through virtual tables, knowing when and how to use each type is key. 

Your decision should reflect the nature of your data, performance considerations, and your long-term maintenance plan. When used wisely, Dataverse tables can unlock powerful app-building capabilities across Microsoft Power Platform. 

Source: Dataverse Week Day 2: Dataverse Tables Demystified — Standard, Custom & Virtual