How to Export Lists from Hubspot Step by Step

Exporting your lists from Hubspot is essential when you need to analyze data outside the CRM, share contacts with other teams, or back up specific segments. This guide walks you through every step to quickly and safely export your list data into a spreadsheet file.

Before You Export Lists in Hubspot

Before starting the export process, make sure you understand what data you truly need. This helps you avoid creating large, cluttered files and reduces errors in reporting tools.

Key prerequisites

• You must have permission to export records from your Hubspot account.
• Know which list you want to export (static list or active list).
• Decide which object type you need to export, such as contacts, companies, or deals.
• Confirm how the exported file will be used (analytics, imports into another system, or data review).

Understand export formats

When you export a list from Hubspot, your data downloads as a spreadsheet file that you can open with Excel, Google Sheets, or similar tools. You can typically choose from different export formats, such as CSV or XLSX, depending on your reporting needs.

How to Export a List from Hubspot

Use the following workflow to export list data efficiently and accurately.

Step 1: Navigate to your lists

1. Log in to your Hubspot account.
2. In the main navigation menu, go to Contacts, then select Lists.
3. Locate the list you want to export. You can filter or search by list name to find it faster.

Step 2: Open the list to export

1. Click the name of the list you want to work with.
2. Review the records included to ensure the criteria are correct.
3. Confirm that the list is up to date, especially if it is an active list that updates automatically.

Step 3: Start the export from Hubspot

1. In the list view, look for the More or options menu near the top right.
2. Select Export from the dropdown.
3. A dialog box will appear, prompting you to configure your export settings.

Configure Hubspot Export Settings

Configuring the export correctly ensures you only pull the data that matters, in the right format, and with the right level of detail.

Choose the export file format

In the export dialog, you will typically see one or more file format options, such as:

• CSV — Ideal for importing into other systems or large-scale reporting.
• XLSX — Convenient for direct analysis in Excel.

Select the format that best fits how you and your team will use the exported list from Hubspot.

Select which properties to include

You can decide exactly which fields to export rather than downloading every property stored on the records. This keeps your file smaller and easier to work with.

• Choose All properties if you need a full snapshot of every record.
• Choose Selected properties to narrow the export to only the data you need, such as:

• Contact ID, First name, Last name, Email
• Lifecycle stage, Lead status
• Company name, Industry
• Deal properties if you are exporting deals lists

Carefully selecting properties is also good practice for compliance, especially when working with personal data exported from Hubspot.

Decide how to handle associations

When exporting data, you may have the option to include associated records in the file. For example, if you are exporting contacts, you might include associated companies or deals so your analytics can show relationships between objects.

Consider whether the target system or report needs these associations. Including unnecessary associations can make the file complex to interpret.

Run and Download Your Hubspot List Export

Once your settings are configured, you are ready to run the export and download the resulting file.

Step 4: Confirm and run the export

1. Review your chosen file format and selected properties.
2. Click Export to start the process.
3. Hubspot will prepare the file. For larger lists, it may take a few minutes for the export to complete.

Step 5: Access the exported file

• Once ready, the export file will be available for download.
• In many cases, you will receive an email with a secure download link.
• Click the link to download the file to your computer.

After downloading, open the file in your preferred spreadsheet tool to review the data. Confirm column names, row counts, and data quality.

Best Practices for Managing Hubspot List Exports

Consistent processes for exporting help keep your reports accurate and compliant, especially when multiple teams rely on the same CRM data.

Keep exports organized

• Use clear file names, including the list name and export date.
• Store exports in a shared, secure drive so the right stakeholders can access them.
• Document which properties you included, particularly for recurring analytics workflows.

Protect sensitive data

When exporting lists from Hubspot that contain personal data, apply security best practices:

• Limit access to exported files to only those who need them.
• Avoid sending raw files as email attachments when possible.
• Delete old exports that are no longer required for operational or legal purposes.

Refresh your exports regularly

List data changes frequently as new contacts are added, deals close, or properties are updated. To keep your reports accurate:

• Schedule regular exports for key lists.
• Replace old files with updated versions in your reporting tools.
• Align export schedules with your reporting calendar, such as weekly or monthly reviews.

More Resources on Hubspot List Management

To explore the original product documentation, review the official article on how to export your lists on the Hubspot knowledge base. It offers up-to-date details on available export options and any recent interface changes.

If you need strategic help building reports or optimizing CRM processes around your exports, you can also consult a specialist agency such as Consultevo for tailored support.

Summary

Exporting lists from Hubspot is a straightforward process when you plan your data needs up front, configure export settings carefully, and follow consistent practices for security and organization. By choosing the right format, selecting only necessary properties, and managing files responsibly, you can turn raw list data into reliable insights across your entire organization.

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