How to Export Contact Notes
Why This Matters
Exporting contact notes creates a backup of your conversation history and important details you've documented over time. This CSV file preserves all the notes you've written on contact records, giving you offline access to this information and protecting against accidental data loss.
Regular note exports are particularly valuable when you need to review historical conversations outside the system, share information with team members, or maintain backup records of your business interactions.
Before You Begin
Decide whether you want to export notes for all contacts in your database or just those currently in your Group Actions workgroup. Exporting all notes creates a comprehensive backup, while exporting from Group Actions lets you focus on specific segments of your database.
The exported file will be named Notes.csv and can be opened in any spreadsheet program like Excel or Google Sheets.
Step-by-Step Instructions
1. Navigate to Data Migration
Click on your Profile Picture Menu in the top-right corner of the screen and select Data Migration from the dropdown menu.
This takes you to the central location for all import and export functions.
2. Choose Export Contacts
On the Data Migration page, click the Export Contacts button.
This opens the export options panel where you can choose what data to export.
3. Select Notes Export Option
Choose whether you want to export notes for All Contacts or just those currently in your Group Actions workgroup.
If you've built a specific workgroup using Group Actions filters, selecting the Group Actions option exports only notes from those contacts. Otherwise, select All Contacts to export your complete notes history.
4. Export Your Notes File
Click the Export Notes button to generate and download your file.
The system creates a CSV file containing all notes from your selected contacts. This file downloads automatically to your computer's default download location with the filename Notes.csv.
5. Open and Review Your File
Locate the downloaded Notes.csv file in your downloads folder and open it with a spreadsheet program.
The file includes the note text, date created, and associated contact information, allowing you to review or search your notes offline.
Questions and Answers
Q: What information is included in the exported notes file?
A: The exported file includes the note text, the date each note was created, and the contact name associated with each note. This gives you complete context for every note in your database.
Q: How often should I export my notes?
A: Export your notes regularly as part of your backup routine—monthly or quarterly is common. The frequency depends on how actively you use notes and how critical this information is to your business.
Q: Can I re-import notes if I need to restore them?
A: Yes, if you need to import notes back into the system, you can use the Advanced Contact Import with Notes feature. However, this process requires specific formatting, so it's best to contact support if you need to restore notes from a backup.
Q: Does exporting notes remove them from the system?
A: No, exporting creates a copy of your notes data. All notes remain in the system exactly as they were—the export simply gives you an additional backup file.
Q: What's the difference between exporting contacts and exporting notes?
A: Exporting contacts creates a file with contact information (names, emails, phone numbers, custom fields, etc.). Exporting notes creates a separate file containing only the notes you've written on contact records. These are two different export functions for different types of data.
Q: Can I export notes for a specific tag or category?
A: Yes, by using Group Actions first. Build a workgroup containing only contacts with your desired tag or category, then choose to export notes from Group Actions rather than all contacts.
Q: Will the export include notes from deleted contacts?
A: No, the export only includes notes from contacts currently in your database. If you've deleted a contact, their notes are also removed and won't appear in exports.
Guide Type: How-To Guide
Estimated Time: 3 minutes