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Can I export my contacts from HubSpot?



Can I export my contacts from HubSpot?


HubSpot is an easy-to-use CRM platform that allows you to manage leads, customers, sales teams, marketing campaigns, etc., but it’s also great for managing other types of business information like deals, tickets, tasks, events, or any other type of record. We often use HubSpot for our own businesses, so we were curious about how easy it would be to get the info out if needed—and whether there was a way to export those records straight into Excel (or another spreadsheet program).

We checked in with the folks at HubSpot to find out just what options are available when it comes to exporting these kinds of records. Here's their response. 

What exactly can I import/export on HubSpot? What kind of files does HubSpot support? How many different formats can I share between programs?

You can easily download reports, documents, spreadsheets, and more using Microsoft Office Compatibility Mode feature built right into HubSpot. This feature makes sure that whenever you send an email attachment through HubSpot, its contents will automatically appear in Word 2007 or newer, Excel 2010 or newer, PowerPoint 2007 or newer, or OneNote 2009 or newer. This means you no longer have to worry about receiving attachments that don't open correctly because they're not formatted properly. You'll always receive emails with attached documents that work seamlessly within each respective application.

The compatibility mode works by making changes to the document header based on which version of Microsoft Office you're running. Whenever someone opens this file via Outlook Web Access (.pdf) or a mobile device, the content inside will look exactly as it did when sent originally. When opening the same file via Google Docs, users will see "Google Documents" displayed instead of "Document." The following is a table showing some supported document versions and corresponding headers used with them:

Supported Versions Document Type Header Used With Adobe Acrobat Reader 9 Pro / DC Document Version 1.0 XHTML Basic Allowable Encoding Set - Base64 Content-Transfer-Encoding Yes File Download Supported Yes No JPEG Image Support Extension Required Yes Yes PNG Image Support Extension Required Yes Yes GIF Image Support Extension Required Yes Yes BMP Image Support Extension Required Yes Yes

To enable Office 365 compatibility mode, go to Settings & Preferences " Mail & Collaboration Tools " Email Options " Send As.PDF and select Enable. Once enabled, HubSpot should add the appropriate MIME encoding to every PDF file you create or download. If you ever need to turn off compatibility mode, simply disable it under Settings & Preferences " Mail & Collaboration Tools " Email Options " Send As.PDF.

For additional details regarding compatibility modes, check out the full FAQ here.

In addition to standard office documents, HubSpot currently supports over 70+ filetypes including:

AJAX HTML Reports

MS SQL Server Integration Services Package Files (.dtsx/.bak)

Microsoft Visio VSDX diagrams (.vsdx)

RSS Feeds (.xml)

Web Page Source Code (.htm,.html,.css,.php,.asp,.aspx,.jsp,.cfm,etc.)

As mentioned earlier, the biggest limitation of sending files through HubSpot is ensuring recipients view the correct formatting. For example, if you send a text message to one of your clients and include a photo, the recipient may see something completely different than expected due to the lack of proper font rendering. To resolve this issue, HubSpot uses advanced algorithms to determine the best font size and color scheme per character set. It then applies bolding, italicizing, strikethrough, shadow effects, and more, depending on the current theme settings.

This process ensures that even though the fonts look slightly different (due to various factors), people viewing the messages will still understand what's being said. In other words, everything has been translated perfectly without losing any meaning.

How do I export all records from HubSpot?

There are several ways to export specific objects or databases from HubSpot. First, click on Data Management at the top navigation bar. From there, you can choose to browse existing database tables and columns, search a particular object, or perform a quick query. Next, pick either Create Report or Export Database. On the next page, you can customize the report further such as selecting fields, sorting data, grouping data, and more. Lastly, hit Save. Your custom report will now pop up directly onto the screen where you can save it locally or send it elsewhere.

When finished, you can delete the report from your system. Also, since reporting tools require special permissions, you won't be able to access certain features until you complete training and become part of the HubSpot Power Users community.

If you'd rather manually request individual records, please visit https://appcenter.hubspot.com/cds/request_data/web_ui#start=1&size=100. Select a category, subcategory, or keyword, enter a name for the form, describe the purpose of the form, and optionally provide usernames and passwords for multiple users who will fill out forms. Then, press Submit. After processing, you should receive a confirmation email stating how many requests were submitted successfully. Depending on your plan level, you should begin seeing responses shortly thereafter. Please note, requests cannot be processed after hours unless you upgrade to Premium.

How do I pull data from HubSpot to excel?

Exporting data from HubSpot to Excel is very simple. Simply navigate to Administration & Data Management " Data Views. There, you will see a variety of preconfigured views along the left side of the window. Choose Customize to change how much data gets pulled, sort it however you want, and adjust the filters accordingly. Hit OK once satisfied. Now, simply head back to the main Data View menu and click Export Selected Fields. A new window will display asking you for a destination folder and the desired field names. Make sure you've selected the most recent date range during customization. Finally, click Run Query. Excel will download the requested data.

Once downloaded, you can edit the column titles and descriptions yourself before importing the data back into your HubSpot instance. Just remember that if you decide to update your data source later, you must run the updated queries again.

Here are some general guidelines to help ensure successful downloads:

Choose only one row at a time.

Do not filter rows during your initial request.

Keep the default values intact.

Use consistent capitalization throughout the sheet.



How do I export activity from HubSpot?

HubSpot Activity Tracking lets companies keep track of important metrics across the board. Whether you have a small team of 5 or a large enterprise of thousands, HubSpot provides robust reporting capabilities that allow you to monitor activities and performance trends. Using HubSpot Activity Reporting, managers can review overall growth rate, number of clicks generated, average lead score, conversion rates, customer satisfaction scores, and more. Additionally, individuals can view key stats related to daily activity, weekly revenue generated, and monthly spend totals.

Because HubSpot integrates with hundreds of popular apps, devices, and services, tracking your website traffic, social media engagement, call volume, blog comments, and more is incredibly streamlined. You can track visitors' behavior on websites, measure campaign success, analyze web analytics, compare competitors, and more. All of this data can be found under the Activities tab located on the upper toolbar. You can expand any given activity to learn more.

To export activity, first log into your HubSpot dashboard and head to Administer & Manage Apps. Click on App Center " Traffic Sources. Under Traffic sources, you can configure the app(s) that you wish to track. Each option gives you control over things like the URL patterns tracked, location restrictions, traffic sources included, and more. Once configured, press Generate Credentials. Then, return to the previous step and click Request API Keys. Now, copy the keys listed under Traffic Sources. Go back to the Home page, paste the keys in the box labeled Client ID, and then press Continue. Log into your developer console and follow instructions to grant HubSpot permission to access your API Keys. Now, you can start monitoring!

After logging in, you can go to the Dashboard section on the left sidebar and scroll down to the bottom of the panel. At the end, you will see the last entry labelled Traffic Sources. Beneath that label, you will see three icons. Press the icon that looks like a traffic light. That takes you to your Traffic Sources Overview. Within this area, you will see a chart displaying server hits broken down by IP Address and User Agent. Below, you can see the total amount of unique visits made, the number of unique referrers, and the percentage of referrals coming from Facebook, Twitter, LinkedIn, Instagram, Pinterest, YouTube, Tumblr, Reddit, and others.

HubSpot's email marketing system is great for businesses that want to use it for both personalization and segmentation. But if you're looking to move on or out of the platform, exporting your data can be difficult.

Here are some ways to get your HubSpot information into other popular platforms like Gmail, Mail Chimp, Shopify, etc., so you don't have to start over with another service provider.

If you've had enough of HubSpot, but aren't ready to leave, check out these features in HubSpot that might convince you to stay.

How do I export contacts from CRM?

You'll find this option under "Settings" within each individual profile page. This will display all your accounts including HubSpot Pro subscriberships (if applicable). Clicking Export Data pulls up an Excel spreadsheet containing every record associated with that particular user. You can also select which fields to include by clicking "Customize." The only caveat here is that you cannot change the order of the columns when adding them manually—you must click the existing column names one at a time until they appear alphabetically correct.

After selecting what type of data would best suit your needs, just hit the Download button. If you need help figuring out exactly how many rows to choose, there's a handy row count indicator beneath the first field where you input your CSV file name. Once downloaded, simply open the.CSV file using any text editor and upload it wherever necessary.

If you'd rather not wait for someone else to perform the transfer for you, try downloading the files directly through File Explorer. Just go to Personalizations & Preferences & Email Settings & Manage Your Emails & Send/Receive All Files. Select Advanced Options and then click the down arrow next to Save Attachments To. From here, browse to whatever location you saved your exported CSV file. Then, you can double-click on the desired attachment to view its contents.

Note: Some users may encounter errors while attempting to access their attached files through File Explorer because of restrictions placed upon certain operating systems. Try opening the file via Notepad instead.

How do I download my contacts from CRM?

The process to extract your contacts from HubSpot takes slightly more work than importing new ones. However, once the steps are complete, the rest should take no longer than five minutes.

To begin, head back to your User Management section. This time, select Contacts from the dropdown menu on the right side. Next, click Import/Export Subscribers. A pop-up window will prompt you to either import or export your contacts. Hit the Choose button. In the resulting screen, click Open Existing Spreadsheet. Browse to the location of your previous.CSV file. Now, follow the steps outlined above to add those contacts elsewhere.

Once everything has been transferred successfully, delete the old file and replace it with your updated version. That way, you won't lose track of important changes made to your contacts' profiles during the transition period.

A word about security: Make sure to keep your original copy safe! It contains sensitive information such as subscriber emails, credit card numbers, and other private details. Don't give anyone else permission to access it.

How do I export contacts from high level CRM?

This method allows you to pull contacts across multiple different types of data sources, namely HubSpot, Google Sheets, and Salesforce Lightning Connector.

First, log into your respective services. For example, if you currently use HubSpot, sign into the app itself. On the left sidebar, scroll down until you reach Account Information & Reports & Custom Reporting. When the Custom Reporting tab appears, select New Report... in the upper right corner. Name your report something descriptive. Under Type, select Other Sources. Finally, set up the filter criteria according to your preferences.

Now that you've created a custom report, navigate to https://yourcompanyname.hubspotplatform.com/dashboard/reports/newreport/. Here, you can customize the name and parameters of your report, depending on whether you chose to show sales leads, subscriptions, deals, tickets, notes, events, or none of the aforementioned categories. After doing so, press Create Report.

Next, you'll need to create a table. Go up two levels in the navigation bar and select Table. Input the number of rows you wish to contain per category and drag the appropriate headers onto the grid. Then, select Insert Row Above. Repeat this step for each category listed in your report.

Under Filters, make sure to select None. Set the Sort Criteria to whichever column applies to the corresponding category (e.g., Column D for Notes.) Lastly, click OK and close the dialog box.

Repeat this entire procedure for any additional tables required. Now, save the document as a PDF to avoid accidentally closing it before you finish. Head back to the same URL shown earlier and edit the settings to reflect your newly generated report.

Lastly, select Print Preview. Take note of any discrepancies between your intended results and reality and troubleshoot accordingly.

Finally, adjust the print setting to fit your preferred size. Press the preview icon beside the printer selection. Confirm that the documents look good, then select Finish Printing. Wait for the printed copies to arrive, and then proceed to cut them apart into strips. These strips can now be used as physical IDs or plugged into QR scanners.

Can I export contacts from Zoho CRM?

Zoho does offer a feature called Contact Sharing that lets users share their phone numbers and email addresses among several third parties. This includes Gmail, Outlook, Google Apps, Yahoo!, Hotmail, etc. Unfortunately, however, this functionality isn't available to free customers.

For those who qualify, you can send your own contacts to external providers without paying extra. Simply visit My Profile & More Tools & Share Contacts and tap Add Another Service Provider. Enter your email address and password and accept the terms and conditions. Follow the prompts to continue.

When prompted, enter the name of your chosen provider and the relevant credentials. As long as your contact sharing privileges remain active, you shouldn't encounter issues sending or receiving messages. Keep in mind that your recipients must also have the proper permissions to read the incoming mail. Otherwise, you could end up having to reenter your contacts manually.

We hope you never have to worry about losing precious customer data ever again. And if you decide to stick around after HubSpot upgrades its price plans, we recommend keeping your subscription running even after upgrading. Doing so ensures that your history stays intact.

HubSpot's CRM tool is great for managing leads, managing tasks, creating follow-up reminders, automating emails, etc., but it doesn't have the ability to export data in bulk like you would with an app on your phone or desktop.

But don't worry — you can still get that exported data! We'll show you how to export your entire Contact List so you can access them anywhere, including other apps on iOS. You just need to know where they are first (and which method works best).

If you're new to HubSpot, check out our guide to setting up your own business email address and try out the free version before upgrading if you want more features.

Here we go...

Can I export all Contacts?

Unfortunately, no. The only way to do this is by using one of these methods:

Using Google Chrome extension "Get All Your Data"

Use the API tools within HubSpot itself

To use either option, open up your browser window and navigate to hubspot.com/contacts. Scroll down until you find the Export button and click on it. Then choose whether you'd rather download a.CSV file or a JSON document. If you select CSV file, make sure to include the ".csv" at the end of the filename. This will ensure that when you import those contacts into another program later, there won't be any issues.

When you hit 'OK', it'll prompt you to sign back into your HubSpot account. Once signed in again, you should receive a link via email containing a compressed ZIP folder full of files. To unzip everything, right click on the zip file and select 7-Zip " Extract Here.... In the resulting dialog box, select the zipped directory, then press OK. Now you've got a folder filled with multiple types of documents. Choose the largest file labeled "master_export." Inside, you should see two different text files. One contains a list of every single person who has ever logged into their account while the other contains a list of companies, deals, tickets, etc.

The master_export file also includes subfolders for each type of information contained inside the main folders. For example, the Companies folder contains both Company Reports (.crm) and Individual Report (.report). When importing this data into Excel, keep this structure in mind. Also, remember that some reports may contain duplicate entries. So look through the individual folders carefully to avoid accidentally duplicating someone else's record.

Once you've found what you think is everyone you could possibly need, drag that file onto whatever application you wish to import them into. It should automatically recognize the format of the file and load it into whichever spreadsheet you chose. A tip for doing this quickly: Hold Shift + Cmd / Ctrl while dragging the file over. That will allow you to highlight all instances of that specific name instead of having to manually search through hundreds of names.

How do I export Contacts to a CSV file?

This process is pretty easy to set up. First, let's talk about saving your existing Contacts to a.CSV file:

1. Go to hubpot.com/contact-management#/import-existing-contacts. Click on Import Existing Contacts.

2. Select Browse Files, then locate the master_export file you downloaded earlier. This will bring you to the Imported Contacts page. On here, you'll see three categories: Name, Email Address & Phone Number, and Social Media. Make sure to click on Name under Categories because that's what actually gets saved to your.CSV file.

3. Hit Next once you're ready, and then browse to wherever you want your exported.CSV file to live.

4. Finally, pick Comma Separated Values (.csv), and finally hit Save.

5. Wait for HubSpot to create the file. After a few minutes, you should see a new tab pop up in your browser called My Documents & Saved Links. Find the newly created csv file in the left sidebar, and double-click it to view its contents.

6. Everything's now loaded and organized properly. Congratulations! You can continue adding people whenever you please. But for future reference, if anyone asks why you couldn't save their contacts, tell them you did exactly what this article told you to. :)

Now that you've seen the easiest way to do it, let's explore some less popular ways to export contacts from HubSpot.



How can I copy all my Contacts from iPhone?

One of the most common questions we hear is, "Is there anyway to transfer my Contacts from Android to iCloud?" Unfortunately, the answer is no. However, since iPhones and iPads run Apple software, you might already have something similar running on your computer. And yes, that thing is iTunes.

We highly recommend downloading iTunes 10 or above to start exporting your contacts. While old versions of iTunes didn't support syncing contacts between devices, newer ones do. Additionally, it allows users to sync various settings such as passwords, credit card info, calendars, photos, music, movies, TV shows, podcasts, audiobooks, ringtones, and much more.

With that said, let's take a closer look at how to export Contacts from iPhone to iTunes:

Open up iTunes. Head to File -& New Sync Group. Type in the name of whoever you want to add to the group, and hit Enter. Keep hitting Tab until you reach the bottom of the screen. From here, head to Devices. Under Other Devices, scroll down until you find your iPhone. Double-tap on it, then wait for iTunes to scan your device. When it does, tap Continue.

You'll next need to decide how many fields you want to synchronize. By default, iTunes will grab the last 30 days worth of events. Tap More Options to expand the dropdown menu. Change it to Grab Entire History (or however long you want to back) and hit Done.

Next, repeat steps 4 and 5 mentioned earlier, except change the category to Music & Podcasts or Photos & Video. Do not select Apps & Games unless you specifically want to exclude certain applications such as Gmail, Google Calendar, or Dropbox.

After choosing your options, click Create Folder. Lastly, turn off Automatically Back Up Manually Backup. Otherwise, you'll lose all your current backups after making changes.

Finally, click Apply. Your iPhone will begin backing up all your selected items. Depending on the size of your library, it could take quite awhile. Rest assured though, your backup will always remain safe and sound in your iTunes Library.

How do I export a contact list to Excel?

Exporting your contacts to Excel isn't difficult, but you must make sure that you remove any duplicate data first. Let's say John Doe entered his mobile number twice in the People section, and you forgot about it. Well, even though he deleted that entry afterwards, Excel recognizes that as a separate entry, so it keeps showing him under two different listings.

So first, make sure you delete any duplicate entries:

Head to File -& Open -& Microsoft Office Excel 2007/.2010 Macros -& Macro Workbook (.xlsm)

Double-Click Sheet1. At the very top of the sheet, you'll notice four columns: ID, LastName, Fax, Mobile. These represent your unique identifiers used throughout your database. Copy and paste that row below everyone else.

Select BOTH cells directly beneath the copied rows ("B9") and press Delete D7. Repeat this step for all remaining duplicate numbers. You should end up with a clean table looking something like this:

From here, simply select the headers in bold letters, and then drag them across the rest of your rows. Pressing CTRL+C copies the values associated with the header cell, allowing you to fill them in elsewhere.

In addition to being able to write custom formulas to perform calculations based on matching criteria, Excel is also capable of reading comma separated value (.csv) files. Simply upload your workbook, select Spreadsheet Contents from the toolbar, and select Load External Data. From here, select Upload Data Source, then navigate to the location of your.csv file. Once uploaded, hit Ok.

Your spreadsheets should appear almost identical to the original source file. Just be aware that the formatting may differ slightly depending on the content of the file.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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