Export your records

You can export your records (e.g., contact records) in your HubSpot account. You can also view a list of your account's past exports.

Activities on records, such as notes or emails, cannot be exported. To retrieve activities, you can export certain activity reports or use the engagements API.

Export records

• Navigate to your records:
  • Calls: In your HubSpot account, navigate to CRM > Calls.
  • Contacts: In your HubSpot account, navigate to CRM > Contacts.
  • Companies: In your HubSpot account, navigate to CRM > Companies.
  • Deals: In your HubSpot account, navigate to CRM > Deals.
  • Payments: In your HubSpot account, navigate to Commerce > Payments.
  • Tickets: In your HubSpot account, navigate to CRM > Tickets.
  • Custom objects: In your HubSpot account, navigate to CRM, then select the custom object.
• To open the view you want to export:
  • In listViewlist view, click the view's tab, or click + Add view then select the view from the dropdown menu. To export all records of that object, open the All [records] view.
  • In grid board view (deals, tickets, or custom objects only), click pipeline dropdown menu and select the pipeline with the view you want to export, then click the view dropdown menu and select the view. To export all records in the pipeline, open the All [records] view.
• To export the records:
  • In listView list view, in the top right of the table, click Export.

• • In grid board view, in the top right of the board, click Board options, then select Export view.
• In the dialog box, to choose the format of your exported file, click the File format dropdown menu and select the format.
• To choose the language for the column headers in the exported file, click the Language of column headers dropdown menu, then select the language. By default, the dropdown menu will show the default language you've selected in your settings. The column headers of default properties will be translated, but the property values within each column will not be translated to the selected language.

• By default, only the properties and associations in the view will be included in the file, and for associations, this will include up to one thousand associated records per association column. To edit which properties and associations are included, click Customize, then select from the following options:
  • Contacts with multiple email addresses: select the Include all email addresses checkbox to include all email addresses for contacts with multiple emails in the export file.
  • Companies with multiple domains: select the Include all domains checkbox to include all domain names for companies with multiple domains in the export file.
  • Properties included in export: options include Properties and associations in your view (default), All properties on records (i.e. no associations), or All properties and associations on records. The order of the columns in the export file depends on the option you select:
    • If you export only properties in the view, the columns are displayed in the same property order set for the view.
    • If you export all properties, the columns are displayed in alphabetical order, with the exception of Record ID which will be the first column in the file. If you export all properties and associations, associations are included at the end.
  • Associations included in export: options include Up to 1,000 associated records (default), or All associated records (CSV files only).

• Click Export. You'll receive an email with a download link to your export file. Download links to export files will expire after 30 days.

If the records you export have associated records, each associated object will have its own column within the file. Depending on the object you're exporting, you can export information about associated contacts, companies, deals, tickets, custom object records, line items, subscriptions, or payments. For each associated object, the exported file contains the following headers and information:

• Associated [Object] IDs: the IDs of the associated records. Multiple ID values are separated by semi-colons.
• Associated [Object]: the associated record's name (e.g., contact name, company name, etc.). Multiple record names are separated by semi-colons.

Set up a large export warning notification

If you're a super admin, you can set up a large export warning notification to know when users are taking record data out of your account. Each super admin can customize their notification to their own needs.

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Import & Export.
• Under Export, type or use the arrows to adjust the number. Any record exports equal to or greater than the number specified will cause you to receive a notification. 

Technical limits

The following is expected when completing record exports:

• You can complete up to 300 exports within a rolling 24 hour window, and up to three exports at the same time. Any additional exports will be queued until one of the three concurrent exports is completed.
• If you're completing a large export, it may take a few hours to complete the export and you may receive multiple files delivered in a zip file. Multiple files are expected when exporting more than 1,000,000 rows in a CSV or XLSX format, or more than 65,535 rows in XLS format.
• For XLS and XLSX files, there's a limit to the number of columns that can be exported (256 for XLS and 16,384 for XLSX). If your export contains more columns than the limit, the additional columns won't be included in the file. For exports with a large number of columns, it's recommended to export CSV files which won't have a column limit.