How to Export Form Submissions in HubSpot

Exporting form submissions from HubSpot is essential when you need offline reporting, backups, or to share form data with other teams and systems. This guide explains, step by step, how to export your submissions, choose the right format, and manage your exports securely and efficiently.

Understanding HubSpot Form Submission Exports

Before you start, it helps to know what happens when you export submissions from HubSpot forms. You are downloading a snapshot of the data collected through a specific form or set of forms at a particular time.

Key points about exports:

• Exports include the fields captured on the form at the time of submission.
• You can filter which submissions are included before exporting.
• You can choose from multiple file formats for compatibility with other tools.
• Exports are generated asynchronously and delivered by download or email, depending on size.

Accessing Your Forms in HubSpot

To begin an export, you first need to open the forms tool in your HubSpot account. Make sure you have the required permissions to view and export data.

Step 1: Navigate to the Forms Tool in HubSpot

1. Log in to your HubSpot account.
2. In the main navigation, go to Marketing > Forms (or the equivalent menu in your subscription).
3. Locate the form whose submissions you want to export. You can search or filter if you manage many forms.

Once you have found the correct form, you can proceed to view its submissions.

Step 2: Open the Form Submissions View

1. Click the name of the form to open its details page.
2. In the form details screen, find the section or tab dedicated to submissions or performance that includes the submissions list.
3. Confirm that you can see individual form submissions and key contact details.

From this view, you can prepare the data that will be included in your HubSpot export.

Filtering HubSpot Form Submissions Before Export

Exporting every submission is not always necessary. Often you only need a specific date range, lifecycle stage, or subset of contacts. Use the available filters to refine your export.

Common Filters for HubSpot Exports

Depending on your subscription and setup, you may be able to filter submissions by:

• Date range: Export submissions from a particular period such as last month or a custom range.
• Contact properties: Include only contacts meeting certain criteria (for example, country, lifecycle stage, or source).
• Submission status: Focus on new, unprocessed, or qualified submissions, if you track them this way.

Apply the filters before you start the export so your file only includes the submissions you care about.

How to Export Form Submissions from HubSpot

Once you have the correct form and filters set, you can start the export process. HubSpot handles the heavy lifting on the back end and gives you a file to download.

Step 3: Start the HubSpot Export Process

1. In the submissions view, look for an Export button or menu option. This is usually located near the top-right of the submissions table.
2. Click Export. A dialog or sidebar panel will open with export options.
3. Verify that the form selection and filters shown in the export dialog match what you intend to export.

If something looks incorrect, close the dialog, adjust your filters, and then reopen the export panel.

Step 4: Choose the File Format for Your HubSpot Export

HubSpot typically supports several export file formats so you can use the data in different tools.

Common export formats include:

• CSV: Best for spreadsheets, BI tools, and importing into databases.
• XLS or XLSX: Ideal for working directly in Excel.
• Other text-based formats: May be available depending on your configuration.

Select the format that fits how you plan to analyze or share the data. CSV is usually the safest choice if you are not sure.

Step 5: Configure Additional HubSpot Export Options

Depending on your HubSpot account and the export dialog, you may see extra settings such as:

• Which columns or properties to include in the export.
• Whether to include contact IDs or internal IDs.
• Localization or formatting options for dates and numbers.

Review these options carefully so your export file has all the data necessary for reporting and integrations.

Step 6: Generate and Download the HubSpot Export File

1. Click the final Export or Download button.
2. HubSpot begins generating the file in the background. Small exports may be ready almost immediately.
3. When the export is complete, you will usually receive either:
   • A direct download in your browser, or
   • An email with a secure download link.
4. Download the file and open it in your preferred tool, such as Excel, Google Sheets, or a BI platform.

Keep export files secure, especially if they contain personal data, to remain compliant with privacy regulations.

Best Practices for Managing HubSpot Exported Data

Once you have exported your form submissions, treat the data carefully and consistently to get accurate insights and maintain compliance.

Organize Your HubSpot Export Files

Use a clear file naming convention that includes:

• The form name or ID.
• The date the export was generated.
• The filter or segment used (for example, “leads-EMEA-Q1”).

This makes it easier to locate the right file later and avoid confusion between similar exports.

Use HubSpot Exports for Reporting and Analysis

With your export, you can:

• Build pivot tables and charts for campaign performance.
• Share offline reports with stakeholders who do not use HubSpot.
• Integrate data with external dashboards, CRM systems, or data warehouses.
• Identify trends in form completion, conversion rates, and lead quality.

If you collaborate with an analytics or RevOps partner, share your export structure so they can automate recurring reports.

Protect Personal Data from HubSpot Exports

Form submissions commonly include personal information such as names, emails, and sometimes sensitive fields. To stay compliant:

• Store exported files in secure, access-controlled locations.
• Limit distribution to stakeholders who genuinely need the data.
• Delete outdated exports according to your data retention policy.
• Consult your legal or compliance team regarding regional privacy requirements.

Advanced Options and Documentation for HubSpot Exports

If you need more advanced capabilities, such as automation, integrator-level access, or detailed field behavior, refer to the official documentation and technical resources.

You can read the original documentation on exporting submissions directly on the HubSpot Knowledge Base at this source page. It provides up-to-date steps, interface screenshots, and notes about limitations or new product changes.

For broader strategy on how to use exported data in your marketing, sales, and RevOps reporting stacks, you can also review resources and services provided by specialized consultancies such as Consultevo.

Summary: Getting the Most from HubSpot Form Exports

Exporting form submissions from HubSpot gives you flexible, portable access to critical lead and customer data. By carefully selecting the correct form, applying filters, choosing the right file format, and managing your exports securely, you can:

• Build richer reports and dashboards.
• Share information with non-HubSpot users.
• Support data warehousing and advanced analytics.
• Maintain control over how and where your data is used.

Use the steps in this guide whenever you need to pull submission data out of HubSpot for analysis, collaboration, or long-term storage.

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