Download HubSpot Contacts Easily in 5 Steps

Exporting your contact list from HubSpot is a crucial task for maintaining data integrity and enabling seamless integration with other tools. In this step-by-step guide, we'll walk you through the process of quickly and efficiently exporting your HubSpot contacts. Whether you need to perform a one-time export or set up automated exports, we've got you covered with detailed instructions and expert tips.

Understanding HubSpot's Export Functionality

HubSpot offers a range of options for exporting your contact lists, giving you flexibility in managing your data. You can choose from different file formats, such as CSV, XLS, or XLSX, depending on your needs and the tools you'll be using to analyze the exported data.

When exporting, you have control over which data fields to include, allowing you to select only the relevant information for your specific use case. This helps keep your exports focused and manageable.

Regular data exports are crucial for maintaining CRM health and enabling seamless integration with other tools in your marketing and sales stack. By periodically exporting your contact lists, you can:

• Backup your data to prevent loss in case of system failures or accidental deletions
• Sync your contacts with other tools for advanced analysis or targeted campaigns
• Merge data from multiple sources to create a unified view of your customer base

How to Manually Export HubSpot Contacts

To manually export your contacts from HubSpot, follow these steps:

1. In your HubSpot account, navigate to CRM > Contacts.
2. Open the view you want to export by clicking the view's tab or selecting it from the dropdown menu. To export all contacts, open the "All contacts" view.
3. In the top right of the table, click "Export".
4. In the dialog box, choose your desired file format (CSV, XLS, or XLSX).
5. Select either "Include only properties in the view" or "Include all properties on records". The former will export columns in the same order as the view, while the latter will export all properties in alphabetical order.
6. If needed, select "Include all email addresses" to include multiple email addresses for contacts.
7. Choose the language for your column headers (property values will not be translated).
8. Click "Export" and wait for the email with your download link.

To ensure data integrity during the export process:

• Double-check that you've selected the correct view and properties before exporting.
• Avoid making changes to contact records while the export is in progress.
• Verify the accuracy of your exported data by spot-checking a few records against the original data in HubSpot.

For a more efficient process, consider using tools to automate sales prospecting and data management.

Consider using Bardeen to build a prospect list more efficiently. It saves you time by automating data collection.

Automating Contact Exports in HubSpot

HubSpot offers several tools and methods for automating contact exports, saving you time and reducing errors, especially when frequent data updates are needed. Here are some ways to automate your contact exports:

1. Use HubSpot's built-in export automation feature. Navigate to Contacts > Contacts, click "Export," and choose "Set up automatic export." Select your desired export frequency, file format, and recipient email address.
2. Create a workflow that automatically exports contacts meeting specific criteria. For example, set up a workflow that exports all contacts with a certain property value on a weekly basis. The exported file will be sent to your email.
3. Utilize HubSpot's API to programmatically export contacts. This requires development knowledge but allows for more customization and integration with other systems.

When setting up automated exports, consider:

• Choosing the appropriate export frequency to balance data freshness with system resources.
• Ensuring that the recipient email address is valid and accessible.
• Defining clear criteria for contacts to be included in the export, such as specific property values or engagement levels.

By automating your contact exports, you can ensure that you always have access to up-to-date data without the need for manual intervention, saving valuable time and reducing the risk of human error. For more complex needs, explore automated lead management tools.

Exporting HubSpot Contacts to Excel and Google Sheets

Exporting your HubSpot contacts to Excel or Google Sheets is a straightforward process that allows you to work with your data in a familiar spreadsheet format. Here's a step-by-step guide:

1. In your HubSpot account, navigate to Contacts > Contacts.
2. Select the contacts you want to export by using the checkboxes next to each contact, or click "Select all" to export your entire contact list.
3. Click "More" and then "Export."
4. Choose your desired file format: "Excel" for an XLSX file or "Google Sheet" to export directly to Google Sheets.
5. Select the properties you want to include in the export by clicking "Select properties." You can also choose to include additional data such as contact activities and associations.
6. Click "Export" to start the export process.

If you chose to export to Excel, the file will download automatically. For Google Sheets, you'll need to sign in to your Google account and connect Google Sheets and grant HubSpot permission to create the sheet.

Exporting your contacts to Excel or Google Sheets offers several benefits:

• Easily analyze and manipulate your data using spreadsheet functions and formulas.
• Create custom reports and visualizations by combining HubSpot data with other data sources.
• Share your contact data with team members or stakeholders who don't have access to HubSpot.
• Backup your contact data regularly to ensure you always have access to a local copy.

Keep in mind that exported data represents a snapshot of your contacts at the time of export and won't update automatically as your HubSpot data changes.

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Advanced Tips for HubSpot Contact Exports

When exporting large volumes of contact data or customizing exports for specific needs, consider these advanced tips:

• Use filters to refine your export data. Apply filters based on contact properties, such as lifecycle stage, lead status, or custom properties for lead enrichment, to export only the most relevant contacts.
• Leverage custom properties to include additional data points in your exports. Define custom properties in HubSpot to track and export information unique to your business or workflow.
• Segment your exports by creating multiple filtered exports instead of exporting all contacts at once. This approach makes it easier to manage and analyze specific subsets of your contact database.
• Be mindful of export file size limitations. If you have a large contact database, consider exporting in smaller batches or using the API for more robust data export capabilities.
• Automate exports using third-party tools or the HubSpot API. Automated exports save time and ensure you always have access to up-to-date contact data without manual intervention.

When customizing exports, think carefully about the specific data points you need and how you plan to use the exported information. This planning helps you create more targeted, relevant, and manageable exports that align with your business goals and data analysis needs.

Troubleshooting Common HubSpot Export Issues

When exporting contacts from HubSpot, you may encounter some common issues. Here are a few problems and their solutions:

1. Export not starting or taking too long: If your export doesn't begin or seems to take an unusually long time, try exporting a smaller subset of your contacts or wait a few minutes before attempting the export again. High demand on HubSpot's servers can sometimes cause delays.
2. Incomplete or missing data in exported files: Ensure that you have selected all the necessary data fields for your export. If the issue persists, try exporting in smaller batches or contact HubSpot support for assistance.
3. Error messages during export: Common error messages like "There was a problem exporting your view" or "Exceeded maximum rows" usually indicate a temporary issue with HubSpot's servers or a problem with your export settings. Double-check your export settings and try again later.
4. Formatting issues in exported files: If your exported data appears incorrectly formatted, especially in Excel, ensure that you choose the appropriate file format for your needs (CSV, XLSX, or XLS) and check that your spreadsheet software is compatible with the selected format.

If you continue to experience issues after attempting these solutions, reach out to HubSpot's support team for further assistance. You can also search the HubSpot Community for discussions on similar export problems and solutions shared by other users. For better integration, consider connecting Excel with HubSpot.

Save time by using Bardeen's integration to automate your data exports and focus on the important tasks.

Downloading contacts from HubSpot can be performed manually as outlined above, or you can streamline and automate this process with Bardeen. Automating the export of your contacts not only saves time but also allows for seamless integration with other platforms like Coda, Notion, Google Sheets, and more. Imagine transferring all your contacts to a Coda table, Notion page, Google Sheets, or even Salesforce with just one click. This level of automation ensures your data is always where you need it to be, enabling better data management and efficiency. Start automating your HubSpot workflows by downloading the Bardeen app today.

1. Copy all HubSpot contacts to Coda: This playbook makes it super easy to transfer your HubSpot contacts into a Coda table, streamlining the process of managing your customer information.
2. Copy all HubSpot contacts to Notion: Simplify your contact management by automatically copying all HubSpot contacts directly into Notion, ensuring your team has the latest information at their fingertips.
3. Copy all HubSpot contacts to Google Sheets: Automate the export of your HubSpot contacts to Google Sheets for easy access and analysis, saving you valuable time and effort.