How to export HubSpot contacts and deals

To export HubSpot contacts, you export a view: the list you see on the contacts page, with its filters and columns. HubSpot builds the file and emails you a link to download it. Deals work the same way, from the list or from the board. This guide covers both, how to choose what goes into the columns, which format to pick for Excel, and the limits HubSpot sets.

1. Go to your contacts, and click the tab of the view you want. For every contact, open the All contacts view. A view's filters decide which records go into the file.
2. In the top right of the table, click Export.
3. In the dialog, choose a file format, and give the export a name if you want the file called something you will recognize.
4. Pick the language of the column headers if you need another one. HubSpot translates the headers of its default properties, but not the values in the columns.
5. Click Export. HubSpot emails you a download link, which expires after 30 days.

For contacts, the dialog also has an Include all email addresses option, for people with more than one address on their record. If the email doesn't come, the export log holds every completed export, and you can download one from there for 30 days (see the FAQ).

From the deals list, the steps are the ones above: open a view, click Export. For every deal, use the All deals view. Many people keep deals on the board instead, one column per stage, and HubSpot exports from there too:

1. In the upper left, click the pipeline menu and choose the pipeline you want, then click the tab of the view.
2. In the top right of the board, click Board options, then Export view.
3. Choose the format and properties as for a list, and click Export.

To get every deal in a pipeline, open its All deals view before you export. Tickets have a board too, and it exports the same way.

By default the file holds the properties and associations shown in the view, nothing more. To change that, click Customize in the export dialog. HubSpot offers three choices:

• Properties and associations in your view, the default: the columns you see.
• All properties on records, every property, with no associations.
• All properties and associations on records, everything, with the associations at the end.

With all properties, HubSpot sorts the columns alphabetically, with Record ID first. Each associated object, such as a contact's company or a deal's contacts, gets a column of its own, holding up to 1,000 associated record IDs and the record's name. All associated records is an option for CSV files only. If you don't need the names, clearing Include associated record name makes the export quicker. A view with just the columns you need is the tidier file: set it up once, and export it whenever you need a fresh copy.

HubSpot names three formats: CSV, XLS and XLSX. For Excel, XLSX is the one to pick, with two things to know:

• Columns have a cap. An XLSX file holds up to 16,384 columns, and an XLS file 256. HubSpot leaves out any columns past the cap, and suggests a CSV, which has no column limit, for exports with a lot of them.
• A CSV opens in Excel too. If names with accents come out garbled when you open one, close it without saving and bring it in instead: in Excel, Data, then Get Data, then From File, then From Text/CSV, which is Microsoft's way for a UTF-8 file. Then save it as an Excel workbook (.xlsx).

Large exports can take a few hours, and arrive as several files in one zip. On Enterprise accounts, an export over a set number of records, or one that holds sensitive data, may need an approval first, and it waits until it's given.

HubSpot says an export of all your contacts includes the people who unsubscribed. If the list is going into anything that sends email, they shouldn't be on it: they asked not to hear from you. HubSpot's filter leaves them out. On the view, add the contact property Unsubscribed from all email, choose is not equal to, and pick True. Then export that view.

Getting contacts out of somewhere else as well? Our guides to exporting LinkedIn contacts and exporting Outlook contacts to Excel cover those, and our guide to exporting Facebook ads data covers the campaign side.

Tabless is a browser extension that builds what you ask for from the sites you allow; nothing is typed or submitted without your OK. It isn't open yet. An export you ask for is one of the jobs we're building it for: asking in plain words for "every open deal with its stage, amount and company", and downloading it as a CSV or XLSX file, from the session you're signed in to.

It's designed to read through the session your browser already has, so there are no API keys or passwords to hand over, and to ask before it reads each site. It's for lists you're entitled to see, for your own work, and the site's own rules still apply: if your account can't export, that's your admin's call to make. You sign in to Tabless with a Wix account.

First, check whether it's done: a large export can take a few hours, and on Enterprise accounts it may be waiting for an approval. Once it's complete, you can download it from the export log for 30 days. If the email still doesn't come, HubSpot suggests checking the email address on your user in Settings, your notification settings, and your spam folder and mail rules. If an earlier HubSpot email to your address bounced, later ones are dropped, so ask your IT team to allow HubSpot's mail.

No. HubSpot requires export permission to export records. Ask your admin.

Not yet. Tabless isn't open, and HubSpot's own export, as above, is the way to get your records out today. Join the waitlist, and we'll let you know when you can try Tabless.