Export Salesforce Contacts to Excel/CSV: A Step-by-Step Guide

How to Export Contacts from Salesforce

Exporting contacts from Salesforce is a common requirement for users seeking to manage their contacts more effectively outside of Salesforce or to utilize them within other software tools for tasks such as email outreach or analysis. The process can be achieved through various methods, including native Salesforce functionalities and external automation tools. In this guide, we will explore the steps to export contacts to popular formats such as Excel and CSV, and introduce an automated approach for regular data extraction.

Export Contacts from Salesforce to Excel

The native method for exporting contacts from Salesforce involves creating a custom report. This method allows users to export data directly into Excel or CSV formats. Here’s how you can do it:

1. Navigate to the Reports tab in Salesforce.
2. Select 'New Report' and choose 'Contacts & Accounts' or another relevant report type.
3. Customize the report by filtering the data, adjusting the reporting period, and selecting the desired contacts or accounts.
4. Run the report and then click on the export icon, choosing 'Export'.
5. Select 'Formatted Report' for an Excel file with headers and groupings, or 'Details Only' for a more basic Excel or CSV file.
6. Click 'Export' to download the file to your device.

Salesforce Export Contacts to CSV

If you prefer a CSV format, especially for importing into other tools or for data processing, follow the same steps as for exporting to Excel. When you reach the export options, simply choose 'Details Only' and select CSV as the format before exporting. This method ensures that you receive a file that can be easily manipulated or imported into other software.

Download Contacts from Salesforce

Downloading contacts directly from Salesforce is essentially the same process as exporting. Whether you choose Excel or CSV format, the downloaded file will contain your Salesforce contacts, which can then be used outside of the Salesforce environment. This functionality is particularly useful for backing up your contacts or integrating them with other platforms.

Automate your Salesforce export process and integrate with tools like Airtable, Coda, and Notion effortlessly. Check out Bardeen's playbook for copying all Salesforce Contacts to Notion and more.

Automated Approach to Export Bulk Contacts from Salesforce

For users requiring regular updates to their contacts list without manual intervention, automating the export process is an efficient solution. Tools like Coupler.io offer a way to automate the extraction of contacts from Salesforce at scheduled intervals. Here’s a simplified process using Coupler.io:

1. Create an account on Coupler.io and set up a new importer with Salesforce as the source and your desired destination (e.g., Excel, Google Sheets).
2. Connect your Salesforce account and select the Contact data entity for export. Customize the import if needed, such as filtering contacts by modification date or location.
3. Enable automatic data refresh and schedule the frequency of data updates.
4. Save and run the importer. Your contacts will now be automatically updated in the destination file according to your schedule.

This method not only saves time but also ensures that your contacts list is always current, enhancing your data management and outreach strategies.

For more insights into automating Salesforce and integrating it with your favorite apps, read our Salesforce Integration Workflow Automation Guide and discover useful Salesforce shortcuts and automations.

Exporting contacts from Salesforce can be manually done by creating reports and exporting them in various formats such as Excel or CSV. However, for teams looking to streamline their workflow and ensure that their customer data is always up to date across all platforms, automating this process is the way to go. Automation can significantly reduce manual tasks, minimize errors, and ensure data consistency. With Bardeen, users can automate the exportation of Salesforce contacts to various platforms such as Airtable, Coda, and Notion, making data management more efficient.

Here are some examples of how you can utilize Bardeen's playbooks for automating Salesforce contacts management:

1. Copy all Salesforce contacts to Coda: This playbook automates the process of copying Salesforce contacts directly into a Coda table, enabling seamless integration between Salesforce and Coda for enhanced data management and accessibility.
2. Copy all Salesforce Contacts to Notion: Transfer all your Salesforce contacts to a Notion database with just one click. This playbook ensures that your contact data is accessible and manageable within Notion’s all-in-one workspace, enhancing team collaboration and productivity.
3. Copy all Salesforce Contacts to Airtable: With this playbook, you can replicate your entire Salesforce contact list in Airtable with a single click. This facilitates better data manipulation, reporting, and integration within Airtable's versatile platform.

Embrace the power of automation to keep your contact data synchronized and up-to-date across your software ecosystem. Get started by downloading the Bardeen app.