How to export your data from HubSpot: contacts, companies, deals and activities

HubSpot lets you export any record view to CSV or Excel, and a Super Admin can download a full backup of the CRM. This guide shows both, how associations between records come out, and what you have to export separately.

• Contacts
• Companies
• Deals
• Tickets
• Tasks and calls
• Associations
• Full backup

Before you start

• You need the Export permission (in the CRM tools section of your user permissions). A Super Admin can require approval for large exports, and exports that contain sensitive data always need approval.
• A full backup needs a Super Admin.
• Exports arrive as a download link by email. The link works for 30 days, and you can run up to 300 exports in 24 hours.

Export contacts, companies or deals from a view

1. Click More, go to CRM and choose the object: Contacts, Companies, Deals or Tickets.
2. Open the view All contacts (or all companies, deals, tickets) so the export contains every record, not a filtered part. In board view, choose the pipeline in the dropdown at the top left first.
3. In list view, click Export above the table. In board view, click Board options, then Export view.
4. Choose the File format (CSV is safest, see below), an Export name and the Language of column headers.
5. Click Customize and choose to include all properties and associations. For contacts, tick Include all email addresses; for companies, Include all domains.
6. Click Export and download the file from the email.
7. Repeat for each object you need. Export contacts, companies and deals at least.

Export tasks and calls

1. Click More, then CRM, then Tasks.
2. Choose the view and click Export. CSV is the default format.
3. Under Customize, export all associated records instead of the first 1,000.
4. Calls can be exported the same way from their own view.

Make a full backup of the CRM

1. Click the settings icon, then under Data management choose Backup & Restore.
2. Click Create manual backup, then Create backup.
3. When the notification says it is ready, download the backup within 14 days.

The backup is a .zip with one CSV per object (contacts, companies, deals, tickets, custom objects, products, calls, conversations and tasks). HubSpot states that associations and activity data aren't included in a backup, so keep the view exports above for anything you need connected.

What the exports leave out

• Notes, emails and meetings in bulk: HubSpot does not offer a bulk export for these in its interface. Its documented routes are a custom report or its API.
• Files and attachments: not part of these exports.
• Columns: a default export contains only the columns of the view. Choose all properties to include custom properties.
• Unsubscribed contacts: an export of all contacts includes them. Filter on Unsubscribed from all email is not equal to True if you want to leave them out.

Troubleshooting

• Columns are missing in Excel: XLS files hold 256 columns and XLSX 16,384; extra columns are dropped. CSV has no column limit.
• The export arrived as several files or a zip: large exports are split (above 1,000,000 rows for CSV and XLSX) and CSV files over 2 MB are zipped.
• The export is slow: leave out associated record names when you only need IDs.
• Accents or special characters look wrong: HubSpot's export pages do not state the encoding. Open the CSV in a text editor to check before you import it elsewhere; see Excel and CSV.