Export HubSpot Contacts to Excel: A Step-by-Step Guide

Exporting your HubSpot contacts to Excel is a simple process that allows you to manage and analyze your data outside of the HubSpot platform. In this step-by-step guide, we'll walk you through the process of exporting your contacts, from understanding HubSpot's export functionality to troubleshooting common issues. By the end of this guide, you'll be able to easily export your HubSpot contacts to Excel and leverage the data to grow your business.

Understanding HubSpot's Export Functionality

HubSpot's export feature allows users to extract data from their account, including contacts, companies, deals, and more. To access this functionality, users must have the appropriate permissions, such as super admin or CRM export permissions. These permissions ensure that only authorized individuals can export sensitive data from the HubSpot platform.

The export feature is located within the settings menu of your HubSpot account. Depending on your subscription level and assigned user roles, you may have access to different export options. It's crucial to understand who has access to this feature and to grant permissions carefully to maintain data security and integrity. For more on managing your sales data, see our guide on sales prospecting tools.

Preparing Your Contacts for Export

To prepare your contacts for export, navigate to the contacts section within your HubSpot account. From there, you can select the specific contacts you want to export or choose to export your entire contact database. It's important to consider which properties you want to include in the export, as this will determine the data you'll have access to in your Excel file.

Before exporting, take the time to customize your dataset by selecting the relevant properties. This ensures that you're only exporting the data you need, making it easier to work with the exported file. Some key properties to consider include:

• Contact name and email address
• Company name and industry
• Lifecycle stage and lead status
• Custom properties specific to your business

By carefully selecting the properties to include in your export, you can create a targeted dataset that aligns with your business objectives and streamlines your workflow when analyzing the data in Excel.

Use Bardeen to connect Microsoft Excel. This integration helps automate actions, speeding up your spreadsheet tasks and making your work easier.

Step-by-Step Export Process

To export your contacts from HubSpot to Excel, follow these steps:

1. Log in to your HubSpot account and navigate to the Contacts menu.
2. Select the contacts you want to export by using the checkboxes next to each contact, or select all contacts by clicking the checkbox at the top of the list.
3. Click the "Actions" dropdown menu and select "Export."
4. In the export dialog box, choose the file format you prefer (CSV or Excel).
5. Select the properties you want to include in the export by clicking "Select properties." You can choose from default properties or custom properties you've created.
6. Click "Export" to start the export process.

Depending on the size of your contact list, the export process may take a few moments. Once the export is complete, you'll receive an email with a link to download the exported file. If you're building a robust sales prospect list, this export can be very useful.

When choosing the file format, consider your needs. CSV files are compatible with most spreadsheet applications and can be easily imported into other systems. Excel files, on the other hand, provide more advanced formatting and analysis options within Microsoft Excel.

Best Practices and Troubleshooting

After exporting your contacts from HubSpot to Excel, it's essential to manage and utilize the data effectively. Here are some best practices:

• Sort and filter the data to identify key segments or trends within your contact list.
• Use Excel's built-in tools to analyze the data and gain valuable insights about your contacts.
• Integrate the exported data with other systems or tools to automate sales prospecting and keep your data up-to-date across platforms.

Want to save even more time? Use Bardeen to enrich LinkedIn profile links in Google Sheets. Check out this playbook to automate your workflow.

If you encounter issues during the export process, try these troubleshooting tips:

1. Ensure you have the necessary permissions to export contacts, such as super admin or CRM export permissions.
2. Check your internet connection and browser settings if the export process is taking too long or fails to complete.
3. If the exported file is missing data, verify that the properties you want to include are selected during the export setup.
4. Reach out to HubSpot support if the issue persists or if you need further assistance.

By following these best practices and troubleshooting steps, you can ensure a smooth and successful export of your HubSpot contacts to Excel.

Exporting contacts from HubSpot to Excel can significantly streamline your workflow, especially when it comes to analyzing your contacts' data or preparing for targeted outreach campaigns. While HubSpot itself offers export options, automating this process can save you a considerable amount of time and reduce manual errors. Luckily, with Bardeen, you can automate the export of HubSpot contacts not just to Excel but also to other platforms like Google Sheets, Coda, and Airtable, expanding your options for data analysis and collaboration.

Here are some examples of how Bardeen can automate the export of HubSpot contacts:

1. Copy all HubSpot contacts to Google Sheets: Streamline the process of exporting your HubSpot contacts to Google Sheets, facilitating easy access and analysis of your data in a versatile spreadsheet format.
2. Copy all HubSpot contacts to Coda: Export your HubSpot contacts directly to Coda, allowing for dynamic document creation and organization of your contact information in one place.
3. Copy all HubSpot contacts to Airtable: Automate the transfer of your HubSpot contacts to Airtable, combining the power of a database with the simplicity of a spreadsheet for advanced project management and data tracking.

Automating the export of your HubSpot contacts can significantly enhance your productivity and data management capabilities. Take the first step towards automation by downloading the Bardeen app.