Step-by-Step Guide to Export Data from HubSpot

Exporting data and records from HubSpot is a crucial task for businesses looking to analyze, backup, or migrate their valuable information. In this step-by-step guide, we'll walk you through the process of exporting various types of data from HubSpot, including contacts, deals, and custom reports. By following these instructions, you'll be able to efficiently export your data and ensure that you have full control over your business information.

Understanding HubSpot Data Export Options

HubSpot offers a variety of data export options, allowing you to extract valuable information from your account. Some of the key data types you can export include:

• Contacts: Export your contact records, including their properties and associated data.
• Deals: Extract information about your deals, such as stage, amount, and associated contacts.
• Custom Reports: Export data from custom reports you've created in HubSpot, giving you flexibility in analyzing your data.

Before exporting your data, it's crucial to understand HubSpot's data structure. Familiarizing yourself with how data is organized within HubSpot will ensure a smooth and successful export process. This includes understanding the relationships between different objects (e.g., contacts, companies, and deals) and how properties are used to store information within each object.

Tools like lead enrichment can help you gain deeper insights into your data, making your exports even more valuable.

How to Export Contacts from HubSpot

Exporting contact data from HubSpot is a straightforward process. To get started, navigate to the Contacts section within your HubSpot account. From there, follow these steps:

1. Click on the "Actions" dropdown menu located at the top of the contacts table.
2. Select "Export" from the dropdown menu.
3. In the export dialog box, choose the file format for your exported data (CSV, XLSX, or XLS).
4. Decide whether to export all properties or only those visible in the current view by selecting the appropriate option.
5. If desired, check the box to include all email addresses for contacts with multiple email addresses.
6. Select the language for the column headers in the exported file.
7. Click "Export" to initiate the export process.

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Once the export is complete, you'll receive an email with a link to download the exported file. It's essential to select the right properties and filters when exporting contact data to ensure you're getting the information needed for your specific business requirements. By carefully choosing which properties to include and applying appropriate filters, you can build targeted contact lists for various purposes, such as marketing campaigns, sales outreach, or customer segmentation.

Exporting Deals and Sales Information

To export deal data from HubSpot, start by navigating to the Deals section within the CRM. Once there, follow these steps:

1. Click on the view dropdown menu and select the view containing the deals you want to export.
2. In the top right corner of the deals board, click on the "Board actions" dropdown menu.
3. Select "Export" from the dropdown menu options.
4. Choose your desired file format (CSV, XLSX, or XLS) for the exported data.
5. Decide whether to export all properties or only those visible in the current view.
6. Select the language for the column headers in the exported file.
7. Click "Export" to initiate the export process.

To further customize your exported deal data, consider applying filters to refine the data set before exporting. This allows you to focus on specific subsets of deals relevant to your current needs. Additionally, when selecting properties to include in the export, choose those that provide the most valuable insights for your analysis or reporting purposes.

By carefully configuring your deal export settings and leveraging sales prospecting tools, you can obtain targeted sales data that aligns with your business objectives. This exported information can then be used for deeper analysis, reporting, or integration with other tools in your sales tech stack.

Advanced Data Export: Reports and Analytics

HubSpot offers powerful tools for exporting custom reports and analytics, allowing you to leverage your data for further analysis and decision-making. Here's how to export your reports and dashboards:

1. Navigate to the Reports dashboard in your HubSpot account.
2. Locate the custom report you want to export and click on the "Actions" dropdown menu.
3. Select "Export" from the available options.
4. Choose your desired file format, such as Excel or CSV, for the exported data.
5. Configure the export settings, including selecting specific properties or applying filters to refine the data set.
6. Click "Export" to initiate the process. Once the export is ready, you'll receive a download link via email and in your HubSpot notification center.

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Exporting data directly to Excel or CSV formats offers several benefits:

• Enables further analysis and manipulation of the data using spreadsheet software or other tools.
• Allows for easy sharing and collaboration with team members or stakeholders who may not have access to HubSpot.
• Facilitates the integration of HubSpot data with other systems or databases for a comprehensive view of your business performance.

In addition to exporting individual reports, HubSpot also allows you to export entire dashboards. This feature is particularly useful when you need to share a collection of related reports or provide a high-level overview of your marketing and sales performance to executives or clients. For more advanced automation, consider using Google Sheets integration to streamline your workflow.

Best Practices for Managing Exported Data

When exporting data from HubSpot, it's essential to follow best practices to ensure the security and integrity of your information. Here are some tips for managing your exported data:

• Store exported files in a secure location, such as a password-protected folder or a cloud storage service with encryption.
• Limit access to exported data to only those who need it, and consider implementing user permissions or access controls.
• When sharing exported data, use secure file transfer methods, such as password-protected zip files or secure file-sharing platforms.
• Regularly review and update your data export and storage policies to ensure they align with your organization's security and compliance requirements.

In addition to security considerations, it's crucial to establish a regular data export schedule for backup purposes. HubSpot allows you to automate exports by setting up recurring exports:

1. Navigate to the export settings for the data you want to export (e.g., contacts, deals, or custom reports).
2. Select the desired frequency for the export (daily, weekly, or monthly).
3. Choose the file format and any other relevant export options.
4. Specify the email address where the export file will be delivered.
5. Save your settings, and HubSpot will automatically generate and send the export file according to your specified schedule.

By automating your data exports, you can ensure that you always have a recent backup of your critical HubSpot data, minimizing the risk of data loss in case of system failures or other unforeseen events. For more tips, check out how to enrich LinkedIn profile links in Google Sheets.

Exporting data out of HubSpot can be a manual task, but with Bardeen, you can automate the process, saving time and ensuring accuracy. Automating your data export tasks allows you to seamlessly integrate HubSpot data with other tools, enhancing your workflow and data analysis capabilities.

1. Export All HubSpot Products to a Google Sheets Tab: Simplify product data management by automatically exporting all HubSpot product information into a Google Sheets tab for easy sharing and reporting.
2. Sync LinkedIn Messages to HubSpot Contact: Keep track of your LinkedIn conversations by syncing messages directly to a HubSpot contact, streamlining lead nurturing and follow-up.
3. Copy all HubSpot products to Airtable: Enhance your product data workflow by automating the transfer of HubSpot product details to Airtable, ensuring up-to-date information across platforms.

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