How to Export Your Contacts
Why This Matters
Exporting contacts creates a backup of your database or lets you move data to other systems. You can export your entire contact list or specific filtered groups as CSV files that open in spreadsheet programs like Excel or Google Sheets. Regular exports are an important part of your data backup routine and give you flexibility to work with your contact data outside the system.
Before You Begin
Before you export contacts, decide what you need:
- All contacts or a filtered group? If you want a specific group, build your workgroup using Group Actions first
- Which fields to include? Think about what data you need in the export (email, phone, custom fields, tags, etc.)
- Where you'll use the file? Make sure you have spreadsheet software like Excel or Google Sheets to open CSV files
Step-by-Step Instructions
1. Access Data Migration
Click on your Profile Picture Menu in the top-right corner and select Data Migration from the dropdown.
This is where you manage all data import and export tasks.
2. Choose Export Contacts
On the Data Migration page, click Export Contacts.
This opens the export configuration screen.
3. Choose Export Options
Decide whether to export All Contacts or only Filtered Contacts (contacts in a Group Actions workgroup you've built in advance).
If you're exporting a specific group, you must build that workgroup first using Group Actions before starting the export process.
4. Select Fields to Export
Choose which contact fields you want included in your export. Customize which columns appear in the CSV file—standard fields, custom fields, tags, categories, and source data are all available.
For custom fields, you can choose how headers will appear (labeled or generic) to make importing into other systems easier.
5. Export Your File
Click Export Contacts. The CSV file will download to your computer.
Open it in Excel, Google Sheets, or another spreadsheet program to review your data. The file is now ready to use as a backup or for importing elsewhere.
How to Build a Workgroup for Filtered Exports
If you want to export a specific group of contacts instead of your entire database, follow these steps to build your workgroup first:
1. Navigate to Group Actions
Go to Contacts in the main menu and click Group Actions.
Group Actions lets you build filtered groups of contacts for bulk operations.
2. Clear Your Workgroup (Optional)
Click Clear Workgroup to start with an empty group if needed.
This ensures you're working with exactly the contacts you want.
3. Add Contacts to the Workgroup
Click the Add Contacts tab. Select the group you want to export using Categories, Tags, Sources, or Saved Searches. The contacts will be added to your workgroup.
You can refine your workgroup by using additional filters or removing specific contacts.
4. Confirm Your Workgroup
Check the Contacts in Workgroup counter to see how many contacts have been added. Make adjustments as needed before proceeding.
Once your workgroup is ready, return to Data Migration to export these filtered contacts.
Tips for Exporting Contacts
Use for Backups — Regularly export your contacts to keep an offline copy, especially before major updates or changes to your database.
Filter Before Exporting — Use Group Actions to narrow down exactly which contacts to export rather than sorting through a massive file later.
Custom Field Headers — Choose how custom fields appear in your exported file for easier mapping when importing into other systems.
Save Securely — The system doesn't store copies of exported files, so save your download to a secure location.
Questions and Answers
Q: What file format is the export?
A: CSV (Comma Separated Values). This is a universal format supported by most spreadsheet and database tools.
Q: Does exporting remove contacts from the system?
A: No. Exporting simply creates a copy of your data. Your contacts remain in the database.
Q: Can I export only a specific group of contacts?
A: Yes. Build a workgroup using Group Actions first, then choose Contacts in Group Actions during the export.
Q: What fields can I include in the export?
A: You can select from standard fields, custom fields, tags, categories, and source data.
Q: Can I export contacts without email addresses?
A: Yes. The export will include any contacts in your group, even if some fields are blank.
Q: How many contacts can I export at once?
A: You can export the entire group in your workgroup, up to the system's limits (typically thousands at once).
Q: Can I include tags in the export?
A: Yes. Tags are an available field you can choose to include in your export.
Q: Can I choose the order of fields in the CSV?
A: The system allows you to select which fields to include, but ordering depends on the export template and cannot be rearranged during export.
Q: How often should I export my contacts?
A: It's recommended to export periodically as a backup, especially before major updates or changes to your database.
Q: Can other team members export contacts?
A: Permissions may vary. Account administrators can control who has access to export features.
Q: What happens if the file won't open?
A: Ensure you're using software that supports CSV files like Excel or Google Sheets. If special characters aren't displaying correctly, open the file in a UTF-8 compatible editor.
Guide Type: How-To Guide
Estimated Time: 8 minutes
Next Guides: How to Import Contacts, Using Group Actions, Understanding Custom Fields