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How to Back Up HubSpot CRM Data

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How to Back Up HubSpot CRM Data Safely

Backing up your HubSpot CRM data is essential for long-term record keeping, audits, and peace of mind. This guide walks you through exporting your CRM records, properties, and history so you always have a secure offline copy of your most important information.

The steps below are based on HubSpot's official export tools, showing you how to pull data from specific objects, all objects at once, or from individual views such as filtered lists and reports.

Before You Export Data from HubSpot

Before you start the backup process, review the following requirements and limitations. These points come directly from HubSpot's export features and help avoid errors or missing data.

  • Only users with the proper Export permissions can export records.
  • File formats include .xlsx, .csv, and .xls depending on the export option.
  • Certain exports (like all CRM records) may take time; HubSpot will email you when the file is ready.
  • Some exports are limited to specific views, filters, or pipelines.

If you need help deciding what to export or how to structure your backup workflow, you can also consult specialists at Consultevo for broader CRM data management best practices.

Exporting All HubSpot CRM Records

When you want a comprehensive backup, you can export all records of key CRM objects from HubSpot in a single process. This includes contacts, companies, deals, tickets, products, and custom objects (if available).

Steps to Export All HubSpot CRM Objects

  1. In your HubSpot account, go to Settings.

  2. In the left sidebar, navigate to Account Setup (or similar account settings area, depending on your subscription).

  3. Look for a section labeled Export or Export Data.

  4. Choose the option to export all CRM data or all records.

  5. Select which objects you want to include, such as:

    • Contacts
    • Companies
    • Deals
    • Tickets
    • Products
    • Custom objects (if enabled in your HubSpot portal)

  6. Pick your preferred file format, usually .zip containing CSV files for each object.

  7. Confirm the export. HubSpot will prepare the files and send an email with a download link once the export finishes.

This method is ideal for periodic full backups of your HubSpot CRM data.

Exporting Individual HubSpot Objects

Sometimes you only need data from one object type, such as contacts or deals. HubSpot lets you export records directly from each object's index page.

How to Export Contacts from HubSpot

  1. In your HubSpot account, navigate to Contacts > Contacts.

  2. Use filters or saved views to narrow down which contacts you want to back up.

  3. In the top right, click Export (usually found in the table actions menu).

  4. Choose the columns (properties) you want included in your file.

  5. Select a file format such as .xlsx or .csv.

  6. Click Export. HubSpot will email you a download link when the file is ready.

Exporting Companies, Deals, and Tickets

The process for other CRM objects in HubSpot is similar:

  1. Go to the relevant page:

    • Contacts > Companies for company records.
    • Sales > Deals for deal records.
    • Service > Tickets for ticket records.

  2. Adjust filters or views to include exactly the records you need.

  3. Click the Export option in the table actions menu.

  4. Choose your properties and file format, then confirm.

Using filtered views helps you create focused backups inside HubSpot, such as data for one region or a specific pipeline.

Exporting HubSpot Properties and Property History

Backing up field definitions and history is as important as backing up records. HubSpot allows you to export property settings and, in some cases, historical values.

Exporting Property Definitions from HubSpot

  1. Go to Settings in your HubSpot portal.

  2. In the left sidebar, select Properties.

  3. Choose the object whose properties you want to export (contacts, companies, deals, tickets, products, or custom objects).

  4. Click the Export button above the property table.

  5. Select your desired format and confirm.

This creates a file listing each property's internal name, label, field type, options, and other configuration details. It is very useful when auditing or rebuilding your HubSpot setup.

Exporting Property History from HubSpot

Certain objects in HubSpot support exporting property history, giving you a record of how values changed over time.

  1. From the object index page (for example, Contacts), click the Table actions menu.

  2. Look for an option like Export property history.

  3. Select the property or properties whose history you want to download.

  4. Confirm the export. HubSpot will send the history file to your email.

This is especially valuable for compliance, performance tracking, and troubleshooting changes within your HubSpot CRM.

Exporting HubSpot Notes and Timeline Data

Not all timeline activities can be exported in the same way as standard records, but HubSpot offers options for specific activity types.

  • Notes: You can often export them indirectly through record exports that include note data or via specialized exports where available.
  • Other activities: Email logs, calls, and meetings frequently appear in exported files as related activities, depending on your view and property selections.

Always review the available columns while exporting to ensure you capture all the activity details you require from HubSpot.

Automating and Scheduling Backups in HubSpot

Native export tools in HubSpot are mainly manual. However, you can create a more automated backup routine by combining these exports with external tools or integrations.

  • Set a recurring reminder (weekly or monthly) to run full CRM exports.
  • Use integration platforms to sync HubSpot data to external databases or cloud storage.
  • Store export files securely with clear naming conventions and dates.

For critical operations, create multiple backups and locations so that your HubSpot data is always recoverable.

Best Practices for Managing HubSpot Data Exports

Once you have downloaded your backup files, follow these best practices:

  • Secure storage: Keep exports in encrypted drives or secure cloud folders.
  • Access control: Limit who can view or download HubSpot backup files.
  • Versioning: Label backups by date and type (for example, hubspot-contacts-full-YYYY-MM-DD.csv).
  • Testing: Periodically open exported files to make sure the data is complete and readable.

If you need additional explanation or want to confirm the latest capabilities, always review the official documentation at HubSpot's CRM data backup guide.

Keep Your HubSpot CRM Protected

Regular exports ensure you always have an offline copy of your customer and business data. By following the steps above, you can back up individual objects, all CRM records, and property configurations from HubSpot with confidence. Combine these exports with secure storage and clear internal processes to build a reliable, repeatable backup strategy for your entire CRM environment.

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