How to Export Contact Data from Hubspot

Exporting contact data from Hubspot lets you back up your CRM, analyze performance in spreadsheets, or move information into other tools while keeping your database organized and secure.

This guide walks you through every step to export your contacts, choose the right file format, and manage your export files safely.

Before You Export Contacts from Hubspot

To successfully export contacts, you need to understand permissions, available formats, and what exactly is included in the export file.

Required permissions in Hubspot

Not every user can export records. Your user must have CRM export permissions enabled in your account settings. If you do not see the export options described here, contact your Hubspot administrator to update your permissions.

What data is included in a contact export

When you export contact records, Hubspot includes:

Standard contact properties, such as email, first name, and last name.
Custom properties that exist in your CRM at the time of export.
Associated company and deal IDs when available, depending on the type of export you run.
Lifecycle, engagement, and other property values that are stored on the contact.

The export does not include files or email attachments; it focuses on structured record data.

Available file formats

Hubspot contact exports are typically downloaded as CSV or Excel-compatible files. These formats open easily in tools such as:

Microsoft Excel
Google Sheets
Other spreadsheet or BI tools that support CSV imports

How to Export All Contacts from Hubspot

If you want a complete backup or a broad dataset for analysis, you can export all contacts from the main contacts index page.

In your Hubspot account, navigate to Contacts > Contacts.
Ensure the table is not filtered in a way that hides records you need. The export will respect your current view and filters.
In the upper right corner, click the Export button.
In the dialog box that appears, choose the File format for your export (for example, CSV).
Select whether to include:
- All properties, or
- Only properties in the selected columns of your current view.
Confirm your email address if prompted, then click Export.

Hubspot will prepare your file in the background. When the export is complete, you will receive a download link by email and in your notifications center.

How to Export a Filtered List of Hubspot Contacts

Often you only need a segment of contacts, such as leads from a specific campaign or customers in a particular region. In this case, export from a saved view or list instead of the full contacts index.

Exporting from a saved view in Hubspot

Go to Contacts > Contacts.
Select a saved view from the view dropdown, or create filters to match the segment you need.
Adjust the table columns so that only the properties you want to export are displayed, if you plan to export visible columns only.
Click Export in the upper right corner.
Choose your File format.
Under Properties to include, select one of these options:
- All properties to export every property for the filtered contacts.
- Only properties in the selected columns to export just what you see in the table.
Click Export to start the process.

Exporting from a list of Hubspot contacts

In your Hubspot account, go to Contacts > Lists.
Open the list you want to export. This can be an active or static list.
Once the list opens, click the More dropdown or settings icon in the upper right, then choose Export.
Select the File format.
Choose whether to include all properties or only the properties currently displayed as columns.
Click Export to confirm.

Exporting from lists gives you precise control, because the list rules in Hubspot determine exactly which contacts are included.

How to Customize Hubspot Contact Export Columns

To keep exports lean and useful, customize the columns in your view before starting the export. This is the best way to avoid large, cluttered files.

From the contacts index or a list, click Edit columns in the table toolbar.
Search for and add properties you need, such as:
- Lifecycle stage
- Owner
- Lead status
- Recent conversion
Remove properties that are not necessary for your export.
Save the view if you will reuse this column layout later.
Run the export and choose Only properties in the selected columns when prompted.

This method ensures the export from Hubspot mirrors the column structure you rely on most often.

Downloading and Managing Your Hubspot Export Files

After you trigger an export, Hubspot handles the file generation automatically and delivers it securely.

Where to download your export

You receive an email with a secure link to download the export file.
You can also access recent exports through the notification bell in your Hubspot account.

Export links are time-limited for security. Download and store the file promptly if you need long-term access.

Best practices for storing exported contact data

Because contact exports often contain personal and sensitive information, follow these practices:

Save exported files only in secure, access-controlled locations.
Avoid emailing raw files unless necessary; use secure file transfer where possible.
Delete local copies when they are no longer needed for analysis or migration.
Review your organization’s data protection and retention policies before storing exports.

Troubleshooting Hubspot Contact Exports

If your export does not behave as expected, there are a few common areas to check.

Export button missing or disabled

If you do not see the export option in Hubspot:

Confirm that you are viewing the Contacts index or a List, not another tool.
Check with your administrator that you have permission to export.
Refresh the page or try another browser to rule out temporary UI issues.

Export does not include expected properties

If some fields are missing in your file:

Verify that the properties exist on the contacts you exported.
Confirm that you selected All properties instead of visible columns only, if you needed the full set.
Check your view columns before exporting to ensure the correct properties are visible if you selected the visible-columns option.

Large exports are slow or fail

When exporting a large number of Hubspot contacts:

Use filters or lists to break the export into smaller segments when possible.
Avoid selecting unnecessary properties to keep file size manageable.
Wait for the email notification instead of repeatedly clicking export.

Next Steps After Exporting from Hubspot

Once your contacts are exported, you can import them into other systems, analyze performance trends, or clean and standardize data before reimporting.

If you need expert help designing CRM processes, migration plans, or data quality workflows around your Hubspot instance, you can learn more at Consultevo.

For the most detailed and up-to-date technical instructions, always refer to the official Hubspot documentation on exporting contact data at this support article.

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