How to Export Records from Hubspot: Complete Guide

Exporting records from Hubspot is essential when you need offline backups, audits, or to migrate CRM data to other tools. This guide walks you through export options, permissions, supported file types, and how to customize your exports for cleaner reporting.

All steps and capabilities described here are based on the official Hubspot documentation for exporting records, adapted into a practical, step-by-step how-to article.

Hubspot export basics and requirements

Before you export any CRM data, make sure you understand the basic prerequisites and limitations of the export tools available in your Hubspot account.

Hubspot user permissions needed

To export data, your user must have the proper permissions. These are managed by a super admin or a user with permission settings access.

• You need access to the relevant CRM object (contacts, companies, deals, tickets, etc.).
• You must have permission to export for that type of record.
• For some objects, you may need additional permissions if they are tied to paid tools.

If export options are missing from your menus, contact your Hubspot admin to review your permission set.

Record types you can export from Hubspot

From the CRM, you can export many different record types, including:

• Contacts
• Companies
• Deals
• Tickets
• Custom object records (if configured in your portal)
• Calls and other activities from specific tools, depending on your subscription

Supported Hubspot export file formats

When exporting, you can generally choose from common file formats:

• CSV (comma-separated values)
• Excel format (XLS or XLSX, depending on the tool)

CSV is usually best for importing into other systems, while Excel formats are useful if your team will analyze the data manually.

How to export CRM records from Hubspot step by step

You can export directly from the index page of each object, such as the contacts or companies table view. The exact options may vary slightly depending on your subscription level, but the overall process is consistent.

Step 1: Open the correct Hubspot object

1. Sign in to your Hubspot account.
2. In the main navigation bar, go to Contacts, Companies, Deals, or Tickets depending on the data you want to export.
3. Click to open the relevant index page, for example, the contacts table for a contact export.

Step 2: Filter the records you want to export

Every export in Hubspot is based on the records currently in your view. To narrow down your export:

• Use the view dropdown to select an existing saved view.
• Or click filters to build conditions such as lifecycle stage, create date, owner, and more.
• Confirm that the table only shows the records you need, especially if you want to avoid exporting your full database.

Only the records in that view will be included in the final file.

Step 3: Select columns (properties) for your export

Next, select which properties you want in your output file. The columns in the table determine the fields in your export.

1. Click the table settings or column customization menu.
2. Add or remove properties to display in the view.
3. Reorder columns if you prefer a specific structure in the exported file.

Hubspot will export exactly these columns as headers, so take a moment to confirm key properties such as email, company name, deal stage, and any important custom fields are included.

Step 4: Start the Hubspot export process

Once your view and columns are ready, you can initiate the export:

1. On the object index page, click the Export option, typically found under a menu like Table actions or similar.
2. In the export dialog, choose your preferred file format (CSV or Excel).
3. Depending on your Hubspot tools, you may see additional options, such as including association IDs or internal record IDs.
4. Confirm the export settings and click to start the export.

Large exports may take some time to generate.

Step 5: Download your export file from Hubspot

After the export begins, Hubspot usually sends an email to the address associated with your user account when the file is ready. You may also be able to download from an in-app notification area.

• Open the notification or email message.
• Click the download link to save the file to your computer.
• Store the file in a secure shared drive or data folder as required by your internal policies.

Make sure the file is only shared with colleagues who are allowed to access this data.

Advanced Hubspot export options and tips

Beyond simple table exports, there are additional configuration options and best practices to keep data quality high and maintain security.

Exporting with Hubspot record IDs

For data maintenance, migrations, or bulk updates, it is important to include the unique record IDs in your export. When available in the export dialog, select options like:

• Include Record ID or Object ID
• Include association IDs between contacts, companies, and deals

These IDs help you map records accurately when re-importing or when connecting Hubspot data with external systems.

Managing large Hubspot exports

Very large databases may lead to big files that are harder to manage. To keep exports efficient:

• Apply date filters, such as recent activity or create date ranges.
• Segment by owner or team.
• Export in batches based on lifecycle stage or pipeline.

This approach ensures you can work with clean, targeted datasets without overwhelming spreadsheets or other tools.

Protecting sensitive data from Hubspot exports

Exports may contain personal or confidential information. Always follow internal and legal guidelines when handling files exported from Hubspot.

• Limit export permissions to trusted users.
• Remove unnecessary sensitive properties from the view before exporting.
• Store the final files in a secure, access-controlled location.
• Delete local copies when they are no longer needed.

Consult your compliance or legal team if you are unsure how to handle customer data.

Troubleshooting common Hubspot export issues

If your export does not work as expected, review these common scenarios and adjustments.

Missing the Hubspot export button

If you do not see the export option:

• Confirm you are on an index page such as contacts, companies, deals, or tickets.
• Ask a super admin to verify that your user role has export permissions.
• Check if your subscription level includes the specific export feature you are trying to use.

Exported data does not match your Hubspot view

When the data in the file seems incorrect:

• Verify the view filters used before running the export.
• Confirm the correct columns were added to the view prior to exporting.
• Check whether another user modified the view between setup and export.

Creating and saving a personal view can prevent accidental changes by other team members.

Encoding or formatting issues after exporting from Hubspot

If special characters look wrong or numbers appear misformatted:

• Open the file in a different spreadsheet tool to test whether the issue is with the viewer.
• When importing into other systems, confirm that the target tool expects UTF-8 encoding, which is common for CSV files from Hubspot.
• Format date and number columns explicitly in your spreadsheet software.

Where to learn more about Hubspot exports

For the most precise and updated information, always refer to the official documentation:

Official Hubspot export records documentation

If you need strategic help with CRM data design, reporting, or process automation built around Hubspot exports, you can also work with specialized consultants. For example, Consultevo provides CRM and marketing operations consulting that can complement your in-house team.

By setting the right permissions, carefully configuring views, and using the appropriate export options, you can reliably move data out of Hubspot for analysis, reporting, and integration with other tools while keeping your CRM clean and secure.

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