Export a list to Excel or CSV

1. 1Filter the list to what you want. The export follows the filter — the rows you can see are the rows you get.
2. 2Open the export option on the list.
3. 3Choose the columns. The left side lists every field the record has, your own custom fields under their own heading. Type in the search box to find one, or use Select all and Clear all to move quickly. A field marked Always included is always in the file.
4. 4Put them in order. Columns in your file on the right is the file, left to right. Drag to change the order, or take a column out with its cross. A field you tick joins at the end.
5. 5Pick CSV or Excel at the bottom: Excel for anything a person will read, CSV for anything that has to be read by another system.
6. 6Export. The button says how many rows you will get, and Export Complete confirms Successfully exported {{records}} record(s) with {{columns}} column(s).

The columns you picked, and their order, are remembered for that list the next time you export it.

Save the column set if you will do it again. Save these columns, name it — Name this export — and Saved “{{name}}”. Pick it from the list next time. Next time, Choose a saved export under Saved exports rather than ticking twenty boxes from memory. This is what makes a monthly export a ten-second job.

Excel or CSV? Excel keeps numbers and dates as numbers and dates, so it is the right choice for anything a person will read. CSV is the safer choice for feeding another system, but be aware Excel will mangle long numbers in a CSV — an organisation number can lose its leading zero.

No data available to export means the filter matched nothing. Check the people filter as well as the conditions: Show only your records, your team's, or everyone's.

Exported data leaves the app's protections behind. A spreadsheet of customer contact details on a laptop is exactly the kind of thing data protection rules are about. Export what you need, not everything.

For a number rather than a list, a report is usually the better tool — it can be scheduled and shared without anyone downloading anything: Reports