Trying to get your tasks out of HubSpot and into a spreadsheet? Here’s how to export tasks, activities, contacts, deals, and reports from HubSpot, step-by-step, to keep your data organized and accessible. I know, sometimes you just need to get that data out of your CRM, whether it’s for a quick analysis in Excel, migrating to another system, creating a backup, or sharing specific insights with a team member who doesn’t live in HubSpot all day. It might seem a bit daunting at first, but once you get the hang of it, exporting your HubSpot data becomes a powerful tool in your business arsenal. We’ll walk through the specifics, including those tricky task exports, making sure you feel confident pulling out exactly what you need. Think of this as your go-to guide to mastering HubSpot exports, ensuring your data is always working for you.

Table of Contents

Exporting Tasks: Your Go-To Method

let’s start with the one that often throws people off: exporting tasks. Unlike some other CRM objects, HubSpot doesn’t have a direct “Export Tasks” button right there in your task list. I remember my first time looking for it, clicking around, wondering if I was missing something obvious. You’re not! The trick here is to use HubSpot’s reporting features.

Step-by-Step: Creating a Report for Tasks

This method lets you filter and customize which tasks you want to see, making sure your export is super relevant.

Head to Reports: First things first, log into your HubSpot account. In the main navigation, you’ll want to click on “Reporting” and then select “Reports.”
Create a New Report: Look for the “Create report” button, usually in the upper right corner. Go ahead and click that.
Find the Task Report: In the search bar within the report builder, type “Tasks”. You should see a report called something like “Tasks incomplete assigned to all reps by activity date” or similar task-related reports. Select it.
Customize and Save: A dialog box might pop up asking you to save the report. Give it a descriptive name, like “Q3 Sales Team Tasks” or “Pending Marketing Tasks,” and choose if you want to add it to an existing dashboard or just keep it in your reports list.
Refine Your Data Filtering is Your Friend!: Once the report is saved, you’ll be taken to the report editor. This is where you get granular.
- Filters: This is crucial. Use the “Filters” tab to narrow down your tasks. Want to see only tasks assigned to a specific team member? Filter by “Task owner.” Need to export tasks due next week? Filter by “Due date.” You can filter by task status e.g., incomplete, priority, associated object contact, company, deal, and more. This ensures you’re not pulling a massive, unwieldy spreadsheet of everything, but rather a focused list of what you truly need.
- Data Tab: Under the “Data” tab, you can adjust which properties columns are included in your report table. Make sure you select all the task details you want to export, like task name, description, due date, associated contact, and so on.
Export the Report: After you’ve got your report looking just right with all the necessary filters and columns, hover over the report either from your main “Reports” list or within the report itself if you’re viewing it. Click on the “Actions” dropdown menu and select “Export.”
Choose Your Format: A small dialog box will appear. Give your export file a name and then choose your preferred file format: CSV, XLS, or XLSX. For most purposes, especially if you have a lot of data or want to ensure compatibility with other tools, CSV Comma Separated Values is often the best choice.
Initiate Export: Click “Export.” HubSpot will process the file, and you’ll get an email notification with a download link when it’s ready. You can also find the download link in your HubSpot notification center.

And just like that, you’ve got your tasks exported! It’s a little detour through the reporting section, but it gives you incredible flexibility.

Exporting Other Core CRM Data to Excel or CSV

While tasks require a report, exporting other core CRM data like contacts, companies, deals, and tickets is much more direct. This is super handy for things like creating marketing lists, sales team analysis, or just keeping a clean backup. Mastering Task Assignment in HubSpot: Your Ultimate Guide to Organization

Contacts, Companies, Deals, and Tickets

The process for these main CRM objects is pretty consistent, which is great for building muscle memory.

Navigate to the Object: In your HubSpot account, go to “CRM” in the main navigation. Then, select the object you want to export: “Contacts,” “Companies,” “Deals,” or “Tickets.”
Select Your View: You’ll see a list or board view of your records.
- List View: If you’re in a list view which is usually the default for contacts and companies, you can use existing filters or create new ones to narrow down the records you want. For example, you might want to export only “Customers” or “Leads in the past month.” To export all records of that object, make sure you’ve selected the “All ” view.
- Board View: For Deals and Tickets, you might be in a board pipeline view. To export from here, look for “Board options” or “Table actions” if you switch to list view in the top right corner and then select “Export view.”
Click “Export”: Once you have the desired view open and any filters applied, look for the “Export” button. In list view, it’s typically in the top right corner of the table.
Configure Export Options: A dialog box will appear with several choices:
- File format: Again, choose between CSV, XLS, or XLSX. I always lean towards CSV for broad compatibility, especially for larger datasets.
- Properties to Include: This is important. You usually have options like:
  - “Only properties in the view”: This will export only the columns you currently see in your table.
  - “All properties on records”: This will export every single property associated with those records. Be careful with this one – it can create a massive file!
  - “Customize”: Some exports, like contacts, allow you to specifically choose which properties to include, which is often the sweet spot between too much and too little data.
- Associated Records: HubSpot is great for linking data. When exporting, you can often choose to include associated record names like the company name linked to a contact or even all associated records. This can sometimes generate separate files for the associations, so keep an eye out for that if you pick this option.
- Language of column headers: You can pick the language for your column headers here.
Start the Export: Click “Export.” Just like with tasks, HubSpot will process the file, and you’ll receive a download link via email and in your notification center.

Exporting a Specific List of Contacts

If you’ve already organized your contacts into specific lists within HubSpot e.g., “Newsletter Subscribers,” “Demo Requests”, exporting them is super efficient.

Go to Lists: Navigate to “CRM” > “Lists.”
Select Your List: Find the list you want to export and click on its name to open it.
Actions > Export: In the list view, click on the “Actions” dropdown menu and then select “Export list.”
Configure and Export: The subsequent steps are similar to exporting general CRM objects – choose your file format, select properties, and confirm the export. Remember, exporting from a list is specifically for that list’s members, not necessarily all contacts.

Exporting Deals

When you’re trying to analyze your sales pipeline, exporting deals is a must. You can quickly pull out all deals, or filter them by pipeline, stage, owner, and more.

Navigate to Deals: Go to “CRM” > “Deals.”
Choose View and Filters: You can view your deals in a board view pipeline stages or a list view. Apply any filters you need, such as “Closed Won” deals from last quarter, or “Deals in Negotiation” for a specific sales rep.
Export: In the top right corner, click “Export” if in list view or “Board options” then “Export view” if in board view.
Finalize Export: Select your file format CSV, XLS, XLSX, choose which properties to include, and click “Export.” You’ll get the download link once it’s ready.

Getting Your HubSpot Activity Data Out

Exporting all activities directly in one go can be a bit more complex, as HubSpot often ties activities to specific records. If you’ve ever tried to just get a giant spreadsheet of every email, call, and note, you know what I mean. It’s currently not possible to export all contact engagements notes, tasks, emails, meetings, calls out-of-the-box in a single, comprehensive file. However, there are a couple of powerful workarounds to get the activity data you need. Mastering HubSpot Tracking in React: A Comprehensive Guide

Exporting Individual Contact Activities

If you need a into one specific contact’s interactions, HubSpot has a fantastic feature for that.

Go to the Contact Record: Navigate to “CRM” > “Contacts” and click on the name of the contact you’re interested in.
Actions > Export Contact Data: In the top left corner of the contact record, you’ll see an “Actions” dropdown menu. Click it and select “Export contact data.”
Choose Your Data: A dialog box will appear, letting you choose exactly what to include:
- Custom contact properties and history: This is great for seeing how certain fields have changed over time.
- Contact activities: This is the big one! Check this box to include all the emails, notes, calls, meetings, and tasks associated with that contact.
- Associations: You can also include data about associated companies, deals, or tickets.
Export: Click “Export.” HubSpot will send you an email with separate files for properties, activities, and associations, allowing you to thoroughly review all interactions for that specific contact. This is super useful for privacy requests or detailed client reviews.

Using Custom Reports for Activities

For a broader view of activities across multiple records or specific types of activities, custom reports are your best bet.

Navigate to Reports: Go to “Reporting” > “Reports”.
Create a Custom Report: Click “Create report” and choose “Custom Report Builder.”
Select Data Sources: You’ll need to choose your primary data source e.g., Contacts, Companies, Deals and then add “Activities” as a secondary data source. This links the activities to the main CRM objects.
Build Your Report:
- Data Tab: Drag and drop the properties and activity measurements you want to include. For instance, you might want “Activity Type,” “Activity Date,” “Activity Owner,” “Notes body,” “Email subject,” etc.
- Filters Tab: This is crucial for activities. You can filter by “Activity type” e.g., only “Tasks,” “Calls,” “Emails,” “Notes”, by date range, by owner, or by any property of the associated contact/company/deal.
Save and Export: Once your report displays the activity data exactly how you want it, save the report. Then, hover over the saved report, click the “Actions” dropdown, and select “Export.” Choose your file format CSV or Excel and download. This method gives you a much more comprehensive and filtered view of activities than individual contact exports.

Exporting HubSpot Reports and Dashboards

HubSpot’s reporting tools are powerful for visualizing your data, but sometimes you need to share those insights outside of HubSpot, or just have a static copy. You can easily export individual reports or even schedule dashboards to be emailed regularly.

Exporting Individual Reports

If you’ve got a specific report that’s gold, you can grab a snapshot of its data. Level Up Your HubSpot Game: Master Templates and Snippets for Ultimate Productivity!

Go to Reports: Navigate to “Reporting” > “Reports.”
Hover and Export: Find the report you want to export. Hover over it, click the “Actions” dropdown menu, and select “Export.”
Choose Format: You’ll be prompted to choose between CSV or Excel. Pick what works best for you and click “Export.” HubSpot will process it and send you a download link. This is perfect for sharing raw data or doing further analysis in a spreadsheet.

Scheduling Reports and Dashboards via Email

For recurring updates, scheduling is a lifesaver. This way, your team or stakeholders can get the latest data automatically without you lifting a finger.

Access Share Options:
- For individual reports: Hover over the report, click the “Actions” dropdown, and select “Share.” Then choose “Email this report.”
- For dashboards: Go to your dashboard, and look for the “Share” button in the upper right corner. Click it, then select “Email this dashboard.”
Configure Email:
- Recipients: Add internal HubSpot users or, with Professional and Enterprise accounts, external email addresses.
- Frequency: This is the cool part. You can choose to send it as a one-time email or set up a recurring schedule: daily, weekly, or monthly.
- Attachment: Make sure to select “Attach a downloadable file” and choose your preferred format CSV or PDF for dashboards, CSV or Excel for reports.
- Subject and Message: Customize these so the recipients know exactly what they’re getting.
Schedule It: Click “Schedule email” or “Send now” for a one-time send. Now, that report or dashboard will land in inboxes automatically, keeping everyone updated without any manual effort on your part. It’s one of my favorite automation tricks for keeping stakeholders informed.

Essential Tips for Smooth HubSpot Data Exports

Exporting data isn’t just about clicking a button. a little preparation and understanding of HubSpot’s nuances can save you a lot of headaches.

Permissions are Key

Before you start, make sure you have the right access. You’ll typically need Super Admin or CRM export permissions to perform data exports. If you’re hitting a wall and don’t see the export options, check with your HubSpot administrator. They can usually adjust your user role to grant you the necessary permissions. It’s a common sticking point, so always worth checking first!

Data Cleaning: Before You Export

“Garbage in, garbage out,” right? This couldn’t be truer for data exports. Before you hit that export button, take a moment to clean up your data. Mastering Your Marketing: The Ultimate Guide to Teams Webinar HubSpot Integration

Remove duplicates: Exporting a contact list full of duplicates just makes your job harder later.
Fill in missing values: If you know a field is important, try to populate it before exporting.
Update outdated information: Ensure addresses, phone numbers, and job titles are current.
Clean data means your exported file is immediately useful and doesn’t require extra scrubbing in Excel. This saves so much time!

Filtering and Segmenting: Get Only What You Need

I can’t stress this enough: don’t export everything if you don’t need everything. HubSpot’s filters are there for a reason.

Custom Views: Create custom views in HubSpot to pre-filter records based on specific criteria before you export.
Property Selection: When exporting, carefully choose which properties columns to include. Exporting “all properties” can result in huge, unwieldy files with dozens, if not hundreds, of empty columns that you’ll just end up deleting later. Be strategic!

Understanding File Formats and Limits

The choice of file format matters, especially for large datasets.

CSV Comma Separated Values: This is generally the most compatible and recommended format for large exports because it doesn’t have a column limit. It’s plain text, so almost any spreadsheet program or data tool can open it.
XLS Excel 97-2003 Workbook: This older Excel format has a strict limit of 65,535 rows and 256 columns. If your data exceeds this, you’ll lose information.
XLSX Excel Workbook: The newer Excel format supports up to 1,048,576 rows and 16,384 columns. It’s much better for larger files but can still hit limits.

Important Limits: HubSpot also has some technical limits you should know about:

You can complete up to 300 exports within a rolling 24-hour window.
You can run up to three exports concurrently. Any additional exports will be queued.
If you’re exporting more than 1,000,000 rows for CSV/XLSX or 65,535 rows for XLS, HubSpot might split the data into multiple files within a ZIP folder.
CSV files over 2MB are automatically zipped.

Keep these in mind, especially if you’re dealing with a massive CRM database.

Large Export Notifications for Super Admins

If you’re a Super Admin, you can set up a notification to alert you when users perform large data exports. This is a fantastic security and oversight feature. Go to “Settings” > “Data Management” > “Import & Export” and adjust the “Large export notification threshold” to your desired number of records. This way, you’re always in the loop if significant amounts of data are being pulled out of your HubSpot account. HubSpot Ticketing System Pricing: Your Ultimate Guide

Check Your Past Exports with the Export Audit Log

Ever wonder what you or someone else exported last week? HubSpot keeps a record. When you initiate an export, you’ll often see a link to “track export in export audit” in the notification. This log shows you details of past exports, which can be super helpful for accountability and knowing what data has been pulled.

Automating Exports with Third-Party Tools

While HubSpot’s native export features are robust for one-off needs, if you find yourself regularly pulling the same reports or needing to sync data between systems, manual exports can become a real time sink. This is where third-party integration tools really shine.

Tools like Coupler.io, Bardeen, or Skyvia can automate data exports from HubSpot, connecting directly to your spreadsheets like Google Sheets or Excel, data warehouses, or BI tools. They allow you to set up recurring schedules, map fields, and transform data on the fly, ensuring your external reports are always up-to-date without any manual intervention. If you’re dealing with complex reporting, large volumes of data, or need constant data synchronization, exploring these automation solutions is a smart move. They help minimize human error and free up your time for more strategic tasks, letting you focus on analyzing the data rather than just collecting it.

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Frequently Asked Questions

Can I export all data from HubSpot at once?

No, unfortunately, there isn’t a single button to export all data contacts, companies, deals, tasks, reports, etc. from HubSpot simultaneously. You need to export each object type contacts, companies, deals, tickets, lists, tasks via reports, etc. separately. However, Super Admins can access a “Full CRM Data Export” option in Settings > Data Management > Import & Export which bundles many CRM object types, but it’s still not a “one-click-everything” solution and might not include all reporting data or activities.

What’s the difference between exporting a list and exporting all contacts?

When you export a specific list from CRM > Lists, you’re only exporting the contacts that are members of that particular list. If you go to CRM > Contacts and choose to export from the “All contacts” view, you’ll export every single contact record in your CRM, regardless of list membership. Both methods allow you to select properties, but exporting a list is for a pre-segmented group, while exporting all contacts covers your entire database.

Why is my exported file missing some columns or data?

There are a few common reasons for missing data:

Permissions: You might not have the necessary permissions to export certain data types or properties.
Property Selection: When configuring your export, you might have selected “Only properties in the view” instead of “All properties on records,” or you simply didn’t check the boxes for the specific properties you needed.
Filters: If you applied filters to your view or report before exporting, the exported file will only contain data that matches those filters.
File Format Limits: Older Excel formats XLS have strict row and column limits. If your data exceeds these, some information might be truncated. CSV is recommended for large datasets as it has no column limit.
Associated Records: If you’re looking for associated data like company details linked to contacts, ensure you’ve selected the option to include associations during the export process.

How often can I export data from HubSpot?

HubSpot allows you to complete up to 300 exports within a rolling 24-hour window. Additionally, you can run up to three exports at the same time. any further exports will be queued until one of the active exports finishes. These limits are generally sufficient for most users’ needs. HubSpot Transactional Email Add-On: What You Need to Know About the Cost

Can I automate data exports from HubSpot?

Yes, you can! While HubSpot’s native platform allows for scheduling reports and dashboards to be emailed on a recurring basis daily, weekly, monthly, for more advanced, real-time automation and integration with other tools like Google Sheets, Excel, or data warehouses, you’ll often use third-party integration tools like Coupler.io, Bardeen, or Skyvia. These tools can connect directly to your HubSpot account and automate data transfers on a set schedule.

What are the file size or row limits for HubSpot exports?

HubSpot handles large exports by splitting files or zipping them.

For CSV and XLSX files, exports over 1,000,000 rows will be split into multiple files.
For XLS files the older Excel format, exports over 65,535 rows will be split.
CSV files that result in a file size greater than 2MB will be automatically zipped.
There are also column limits: 256 columns for XLS and 16,384 columns for XLSX. If your export has more columns than these limits, the additional columns won’t be included. For exports with many columns, CSV is recommended as it doesn’t have a column limit.

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