Easy HubSpot Contact Export Guide in 5 Steps

Jason Gong
June 6, 2024

Go to Lists, select your list, and click Export.

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If you use HubSpot, try Bardeen's AI for contact management to automate exports and save time.

Exporting contacts from HubSpot is a crucial task for businesses looking to manage their customer data effectively. In this step-by-step guide, we'll walk you through the process of exporting your HubSpot contacts easily, from preparing your lists to customizing export settings and handling the exported file. By following these simple steps, you'll be able to efficiently export your contacts and utilize the data to support your marketing and sales efforts.

Preparing to Export Contacts from HubSpot

Before you begin exporting your contacts from HubSpot, it's important to understand the different types of lists you can export. HubSpot allows you to export active lists, static lists, and other customized contact lists based on your specific needs. Active lists are dynamic and automatically update as contacts meet or fail to meet the list's criteria, while static lists contain a fixed set of contacts that don't change unless manually updated.

Next, check your user permissions to ensure you have the necessary access to perform exports. In HubSpot, the ability to export contacts is typically restricted to users with specific roles or permissions, such as administrators or marketing managers. If you don't have the required permissions, you may need to request access from your HubSpot account administrator. You can also use sales prospecting tools to build and manage your lists effectively.

  • Familiarize yourself with the types of lists available for export
  • Verify your user permissions to perform contact exports
  • Consult with your account administrator if you lack export permissions

How to Access and Select Contacts for Export

To begin exporting your contacts from HubSpot, navigate to the "Lists" section within the CRM. This is where you'll find all of your contact lists, including active, static, and custom lists. Identify the specific list you want to export and click on it to open the list details.

Once you're viewing the list of contacts, you have two options for selecting the contacts to export:

  1. Manually select individual contacts by clicking the checkbox next to each contact's name.
  2. Use the "Select all" option at the top of the list to quickly select all contacts on the current page.

If your list contains more contacts than can be displayed on a single page, you'll need to navigate through the pages and repeat the selection process for each page. For a detailed guide on how to build a prospect list, check out our resources.

  • Navigate to the "Lists" section in HubSpot's CRM
  • Click on the specific list you want to export
  • Select contacts individually or use "Select all" for bulk selection
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Customizing Export Settings and Properties

Before exporting your contacts from HubSpot, you can customize the data fields (properties) that will be included in the export file. This allows you to select only the information that's relevant to your needs, such as contact names, email addresses, and company affiliations.

To customize the export properties:

  1. In the export settings, look for the "Properties" or "Fields" section.
  2. Select the specific properties you want to include in the export by checking the corresponding boxes.
  3. Consider including essential contact properties like First Name, Last Name, and Email, as well as any custom properties that are important for your export purpose.

When selecting properties, think about the associated company properties that may be valuable to include. For example, if you're exporting contacts for a specific marketing campaign, including company size or industry could help you segment and target your audience more effectively. Lead enrichment can add valuable details to your contacts.

  • Customize data fields (properties) for export
  • Select relevant contact and company properties
  • Include essential and custom properties based on export purpose

By carefully choosing the properties to include in your export, you can ensure that you have the necessary data without overwhelming yourself with irrelevant information. Automating this process with tools like sales prospecting automation can save time and improve accuracy.

Executing the Export and Handling the Exported File

Once you've customized the export settings and selected the desired properties, it's time to execute the export. HubSpot allows you to choose the file format for your exported data, such as CSV or Excel.

To initiate the export:

  1. In the export settings, locate the "File Format" option.
  2. Select your preferred file format from the dropdown menu (e.g., CSV, Excel).
  3. Click the "Export" or "Download" button to start the export process.

After initiating the export, HubSpot will generate the file and send you an email notification when it's ready for download. This email will contain a link to access and download the exported file.

Tips for handling the exported file:

  • Check your email inbox for the notification from HubSpot.
  • Click on the download link provided in the email to access the exported file.
  • Save the file to a secure location on your computer or cloud storage.
  • Open the file using a compatible program (e.g., Microsoft Excel, Google Sheets) to view and work with the exported data.
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Remember to handle the exported file with care, as it contains sensitive contact information. Ensure that you follow data privacy best practices and only share the file with authorized individuals within your organization.

Best Practices for Using Exported Contacts Data

When working with exported contact data from HubSpot, it's crucial to consider ethical guidelines and best practices to ensure data security and privacy. Here are some key points to keep in mind:

  1. Respect data privacy regulations such as GDPR and CCPA, which give individuals the right to access, correct, or delete their personal data.
  2. Only use exported contact data for its intended purpose, such as customer analysis, targeted marketing campaigns, or data synchronization with other systems.
  3. Limit access to exported data files to authorized personnel only, and ensure they understand the importance of data confidentiality.
  4. Store exported data securely, using encryption and access controls to prevent unauthorized access or data breaches.
  5. Regularly review and update your data management policies to align with the latest industry standards and legal requirements.

When integrating exported HubSpot data with other marketing tools or CRM systems, consider the following strategies:

  • Use secure data transfer protocols (e.g., SFTP, API integrations) to minimize the risk of data interception or leaks during the transfer process.
  • Map and match data fields carefully between systems to ensure data accuracy and consistency, avoiding duplication or loss of information.
  • Implement data governance policies that define how data should be handled, stored, and used across different systems and departments.
  • Regularly audit and monitor data integrations to identify and address any potential security or compliance issues.

By adhering to these best practices and strategies, you can effectively utilize exported HubSpot contacts data while maintaining the highest standards of data security and privacy. You might also find tools like LinkedIn profile scraper useful for integrating with your CRM systems and enhancing your contact data.

Automate HubSpot Contacts Transfer with Bardeen Playbooks

Exporting contacts from HubSpot can be streamlined and automated using Bardeen's powerful playbooks. Here's how you can enhance your workflow and ensure your contact data is always up-to-date and easily accessible across your favorite platforms:

  1. Copy all HubSpot contacts to Google Sheets: This playbook automates the transfer of contacts from HubSpot to Google Sheets, ideal for sharing with your team or integrating with other applications.
  2. Copy all HubSpot contacts to Coda: Seamlessly move your HubSpot contacts into a Coda table with one click, organizing your contacts in a versatile document.
  3. Copy all HubSpot contacts to Airtable: Export your HubSpot contacts directly into Airtable, taking advantage of Airtable's powerful database capabilities for managing sales leads.

By leveraging Bardeen's playbooks, you're not only saving time but also ensuring your contact data is always where you need it, when you need it. Start automating your HubSpot workflows today.

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