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Export Functionality

Export contact data in CSV format for analysis in spreadsheet applications like Excel or Google Sheets, backup purposes, or integration with external systems. For programmatic access, use the Custom API to build automated export integrations.

Overview​

Export functionality includes:

  • CSV Export: Export contact records to CSV format for spreadsheet applications
  • Custom API: Build custom integrations to export data programmatically
  • Direct Download: Immediate file download to your computer
  • Filtered Exports: Export based on current filters, segments, or selections

Exporting Contacts​

How to Export Contacts​

From Contact List:

  1. Navigate to Contacts in the main menu
  2. Apply any filters or segments you want to export
    • Use filters to narrow down the contact list
    • Select a specific segment
    • Search for specific contacts
  3. Click the Export button (typically in the top right)
  4. Wait for the CSV file to generate
  5. File will automatically download to your browser's download folder

From Segment View:

  1. Navigate to Contacts > Segments
  2. Select the segment you want to export
  3. Click Export
  4. CSV file downloads with all contacts in that segment

What Gets Exported​

When you export contacts, the CSV file includes:

Basic Contact Information:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Mobile Phone
  • Company Name

Additional Fields:

  • Contact Tags
  • Segment Memberships
  • Custom Fields (if configured)
  • Created Date
  • Last Modified Date
  • Contact Status
  • Source Information

Important Notes:

  • All visible contacts based on your current filter will be exported
  • The export respects permissions - you can only export contacts you have access to
  • Character encoding is UTF-8 for international character support
  • Date fields are formatted in ISO 8601 format (YYYY-MM-DD)

Working with CSV Files​

Opening CSV Files​

In Microsoft Excel:

  1. Open Excel
  2. Go to File > Open
  3. Select the downloaded CSV file
  4. Excel will automatically parse the columns
  5. Save as .xlsx if you want to preserve Excel formatting

In Google Sheets:

  1. Go to Google Sheets
  2. Click File > Import
  3. Upload the CSV file
  4. Choose Replace spreadsheet or Insert new sheet
  5. Click Import data

Important for Excel Users:

  • If you see all data in one column, use Data > Text to Columns
  • Select Delimited and choose Comma as the delimiter
  • Excel may auto-format phone numbers - use Import Wizard to prevent this

CSV File Format​

File Structure:

  • First row contains column headers
  • Each subsequent row is one contact record
  • Columns are separated by commas
  • Text fields are enclosed in quotes if they contain commas
  • UTF-8 encoding for special characters

Example CSV Structure:

"First Name","Last Name","Email","Phone","Mobile","Tags"
"Sarah","Johnson","sarah@example.com","555-0100","555-0101","VIP,Repeat Guest"
"Mike","Chen","mike@example.com","555-0200","555-0201","First Time"

Filtering Before Export​

To export specific contacts, apply filters before clicking Export:

By Segment:

  • Navigate to specific segment
  • All contacts in that segment will be included in export

By Tags:

  • Use tag filters in contact list
  • Only tagged contacts will be exported

By Date:

  • Filter by creation date or last modified date
  • Export contacts added within specific timeframe

By Custom Criteria:

  • Use advanced filters
  • Combine multiple filter conditions
  • Export only contacts matching all criteria

Pro Tip: Always verify your filter results before exporting. The export will include exactly what you see in your filtered list.

Best Practices​

Before Exporting​

Verify Your Filters:

  • Double-check that you're viewing the contacts you want to export
  • Review the contact count in the list
  • Test filters with a small sample first

Clean Your Data:

  • Update any outdated contact information before export
  • Remove duplicate contacts
  • Verify tag assignments
  • Check for incomplete records

Plan Your Use:

  • Determine what you need the export for (analysis, backup, import to another system)
  • Consider if you need all fields or just specific data
  • Document the export purpose and date for future reference

Data Security​

Protecting Exported Data:

  • CSV files contain sensitive contact information
  • Store files securely (encrypted drives, secure cloud storage)
  • Delete files after use if no longer needed
  • Don't email CSV files unless encrypted
  • Follow your company's data protection policies

Compliance Considerations:

  • Ensure you have proper authorization to export contact data
  • Follow GDPR and data privacy regulations
  • Only export data you have legal basis to process
  • Document exports for audit purposes

After Exporting​

Verify the Export:

  • Open the file to confirm data exported correctly
  • Check row count matches expected number of contacts
  • Verify all columns are present
  • Look for any formatting issues

File Management:

  • Rename file with descriptive name and date
  • Example: Contacts_VIP_Segment_2024-01-15.csv
  • Store in organized folder structure
  • Document export parameters for future reference

Troubleshooting​

Common Issues​

Export Button Not Visible:

  • Check your user permissions
  • Verify you're on the Contacts page
  • Some users may not have export permissions
  • Contact your administrator

File Downloads to Wrong Location:

  • Check your browser download settings
  • Look in Downloads folder
  • Some browsers ask where to save each time

Cannot Open CSV File:

  • Ensure you have Excel, Google Sheets, or compatible software
  • Try right-clicking file and selecting "Open with..."
  • Verify file downloaded completely (check file size isn't 0 KB)

Data Appears Garbled:

  • Open in Excel using Import Wizard to set UTF-8 encoding
  • In Google Sheets, ensure import encoding is set to UTF-8
  • Special characters may require specific encoding settings

Wrong Number of Contacts:

  • Verify your filters are correct
  • Check if you're viewing all contacts or just a page
  • Some contacts may be filtered out by permissions
  • Archived contacts are not included

Formatting Issues in Excel:

  • Phone numbers showing in scientific notation: Pre-format column as Text
  • Leading zeros disappearing: Import as Text instead of opening directly
  • Dates showing incorrectly: Use Excel Import Wizard to set date format

Export Limits​

Current Limitations:

  • Maximum contacts per export: Limited by browser memory (typically 50,000-100,000)
  • Very large exports may take several seconds to generate
  • If export fails, try filtering to smaller subset
  • Export operation may timeout after 60 seconds

Common Use Cases​

Data Backup​

  • Regular Backups: Export all contacts monthly for backup purposes
  • Archive Creation: Keep historical snapshots of contact data
  • Disaster Recovery: Maintain offline copies for emergency restoration

Best Practice:

  • Schedule regular exports (monthly recommended)
  • Store in secure, redundant locations
  • Label with clear dates
  • Test restoration process periodically

Analysis and Reporting​

Spreadsheet Analysis:

  • Import into Excel or Google Sheets
  • Create pivot tables and charts
  • Analyze contact demographics
  • Track contact growth over time
  • Generate custom reports

Examples:

  • Count contacts by tag
  • Analyze acquisition sources
  • Track segment sizes over time
  • Identify duplicate emails

Integration with Other Systems​

Email Marketing Platforms:

  • Export contacts for import to Mailchimp, Constant Contact, etc.
  • Sync contact lists between systems
  • Update external mailing lists

CRM Systems:

  • Import contacts into other CRM platforms
  • Maintain contact records across multiple systems
  • Support migration to new platforms

Accounting Software:

  • Export contact information for invoicing
  • Sync customer data with QuickBooks, Xero, etc.
  • Support financial reporting needs

Compliance and Auditing​

GDPR Requests:

  • Export individual contact data for data portability requests
  • Provide contacts with copy of their information
  • Support right-to-access requests

Audit Requirements:

  • Document contact database at specific points in time
  • Provide evidence of data handling
  • Support compliance reporting

Data Retention:

  • Archive contacts before deletion
  • Maintain records for legal requirements
  • Document contact lifecycle

List Cleaning and Maintenance​

Duplicate Detection:

  • Export to spreadsheet
  • Use Excel/Sheets tools to find duplicates
  • Identify contacts to merge or remove

Data Quality Review:

  • Export and review contact completeness
  • Identify missing information (emails, phones)
  • Plan data enrichment projects
  • Find formatting inconsistencies

Tips and Tricks​

Excel Tips​

Prevent Phone Number Formatting:

  1. Before opening CSV, open blank Excel workbook
  2. Go to Data > From Text/CSV
  3. Select your CSV file
  4. In preview, click column header for phone numbers
  5. Change data type to Text
  6. Click Load

Remove Duplicate Contacts:

  1. Open CSV in Excel
  2. Select all data
  3. Go to Data > Remove Duplicates
  4. Choose "Email" column as unique identifier
  5. Click OK

Split Full Names: If names are in one column:

  1. Select the name column
  2. Go to Data > Text to Columns
  3. Choose Delimited > Space
  4. Creates separate first/last name columns

Google Sheets Tips​

Auto-Refresh Export:

  1. Export CSV to Google Drive
  2. Open in Google Sheets
  3. When you export again, it updates the sheet
  4. Any charts/formulas auto-update

Share with Team:

  1. Import CSV to Google Sheets
  2. Share the sheet (not the CSV)
  3. Team can view/analyze without exporting
  4. Maintains single source of truth

Automation Ideas​

Regular Backups:

  • Set calendar reminder to export monthly
  • Save to cloud storage with automatic versioning
  • Name with consistent format: Contacts_YYYY-MM-DD.csv

Segment Analysis:

  • Export each segment separately
  • Compare segment sizes over time
  • Track segment growth rates
  • Identify top-performing segments

Custom API Export​

For advanced integrations, you can use the Custom API to export data programmatically. This allows you to:

  • Build automated data pipelines
  • Integrate with external systems
  • Create custom reporting solutions
  • Sync data with other platforms

Contact your administrator or see the API documentation for details on setting up custom API integrations.

Frequently Asked Questions​

Q: What's the maximum number of contacts I can export?

A: The practical limit is around 50,000-100,000 contacts depending on browser memory. For larger exports, use filters to break into smaller segments, or use the Custom API for programmatic exports.

Q: Can I export to Excel format directly?

A: CSV is the supported export format. You can open the CSV in Excel and save as .xlsx to preserve Excel formatting.

Q: Is my exported data secure?

A: The export process is secure, but the downloaded CSV file is not encrypted. It's your responsibility to store it securely following your company's data protection policies.

Q: How do I export a single contact's data?

A: Use filters to show only that contact, then export. Alternatively, you can view their contact record for on-screen information.

Q: Why are some contacts missing from my export?

A: Check your filters and permissions. You can only export contacts you have permission to view, and archived contacts are excluded.

Q: Can I automate exports?

A: Yes, use the Custom API to build automated export integrations. Contact your administrator for API access.