To store the backup or to manage or integrate the customer’s contacts, it is important to export contacts from Salesforce.
In this Salesforce tutorial, I will explain several ways how to export contacts from Salesforce and their details. I will also explain the step-by-step proced ure for exporting campaign members to Salesforce.
Export Contacts from Salesforce
It is very easy to export contacts from Salesforce, and there are several ways to export contacts from Salesforce. You can export the contact list from Salesforce in different formats such as Excel, csv, etc.
Let’s discuss various ways of Salesforce export contacts.
1. Export Salesforce Contacts To Excel Using Reports
There are two kinds of reports in Salesforce: Standard and Custom Reports. You can export the contacts from both reports.
The only difference is that there is no standard report type for Contacts. However, you can still do this by applying the filter on the standard report so that it only extracts contacts from Salesforce to Excel.
Salesforce Export Contacts using Custom Reports
If you want to export contact using custom reports in Salesforce for this you need to create the custom report in Salesforce.
Once you have created the custom report type for contact, you need to choose that custom contact report that you have created while selecting the “Report Type”.
For example, I have created the “Contact History” as a custom report type.
Note: The reset of the steps are the same that you are performing while dealing with the standard “Account & Contact” report type.
Export Contact List From Salesforce using Standard Reports
Step-1: Click on the “App Launcher” search for “Reports” and once find click on it. After that, click on the “New Report” button in Salesforce.
Step-2: From the “Create Report” prompt, select the “Accounts & Contacts” category, then from “Select a Report Type”, choose “Contacts & Account” if you are working with a standard report; otherwise, choose your “Custom Report Type”.
Then click on the “Start Report” button.
Step-3: If you do not see a contact record, then set the filter range to all times. For this:
Click on the “Filter” tab -> Click on the “Created Date”, -> Set the “Range” to “All Time” -> Click on the “Apply” button in salesforce.
Step-4: Clean the data by removing columns that are not required in Salesforce. You can also add the required columns. Now, the contacts that appear on the preview panel will be exported to an Excel file.
Step-5: Click on the “Run” button in Salesforce.
Step-6: Click on the “Dropdown Arrow” next to the “Edit” and select the “Save” option.
Note: You can also export the file without saving it. I have saved the file to show you how it can be done from the saved file in Salesforce.
Step-7: Provide the “Report Name”. The “Report Unique” Name will be generated automatically. Using the “Select Folder” button, select the folder where you want to save this report.
Step-8: Click on the “Drop-down” menu present next to the name of the report that we have created in the previous step. Select the “Export” option from there.
Step-9: From the export window, you can either select the “Formatted Report” View or the “Details Only” view.
- Formatted Report – While generating a report if you have applied filters, groupings, headers, etc to the report then in this view those changes will remain applied on excel as well. The formatted Report generates only Excel format.
- Details Only – This type of report purely focuses on the content, no format will be exported. Using the Details Only view we can export files to different formats as well.
Select the “Formatted Report” and click on the “Export” button to export contacts from Salesforce to Excel.
This is how the Excel file will look like; the Excel has a header and filter information at the top. Then each row has a heading or column name in salesforce.
In this way, we have learned how to export contacts from Salesforce to Excel using standard and custom reports.
2. Salesforce Export Contacts using Data Loader
You can also export contacts in Salesforce using the data loader. Data loader in Salesforce is the tool that is used to import, export, and delete data in Salesforce.
The following are some concepts that you need to follow while exporting contacts using a data loader in Salesforce.
Step-1: Click the “Export” button. Then, choose the “Object” whose records you want to export.
For example, as you want to export contacts from Salesforce, you need to choose the data object as “Contacts”. Then, you have to enter the name of the file on which you want to extract Salesforce contacts.
Step-2: Next, you have to select the “Fields” of the data you want to export using the query. For example, you want to export the “Name”, “Email” and “Id” of the contact in Salesforce.
Step-3: Finally, click on the “Finish” button to export contacts from Salesforce.
In this way, you will learn how to export contacts from Salesforce to Excel using the Data Loader.
3. How to Export Contacts From Salesforce Using Data Export Wizard
Data Export Wizard is a built-in tool in Salesforce that exports data from the Salesforce org according to specific requirements. Using the data export wizard, you can also export the records of Salesforce object contacts.
The following are the steps of how to export contacts from Salesforce to Excel using the data export wizard.
Step-1: You can either export the contacts from Salesforce now or also schedule it for later, depending upon your requirement, choose the option.
Step-2: Select the object whose data you want to export as you want to export the contacts in Salesforce check the checkbox next to the “Contacts” object.
To start the exporting process, click on the “Start Export” button.
Step-3: Then again, click on the “Export Now” button, and within some time, you will get the file having contacts from the Salesforce org. To download it in your system click on the “Download” button given next to it.
In this way, you can export contacts in Salesforce using the data export wizard.
Export Campaign Members Salesforce
The campaign object holds the information of advertisements done by a company to make the target audience aware of their products and services.
To export contacts from a campaign in Salesforce, first, we have to create a report of a campaign with Contacts and then export the report to either CSV or Excel format in Salesforce.
The following are the steps to how to export campaign members in Salesforce.
Step-1: Click on the “App Launcher” search the “Reports” object and once find click on it. OR from the Salesforce “Navigation Bar”, click on the “Reports” object.
Now, click on the “New Report” button in Salesforce.
Step-2: Select “Campaigns” from the “Category”; from select a report type, choose “Campaigns with Contacts”, and then click on the “Start Report” button.
Step-3: Adjust the rows and columns as per the requirement. You can remove columns that are not required and add more contact information. Once done, click on the “Run” button to run the report in Salesforce.
Step-4: Click on the “Dropdown” present on the right side of the screen and select “Export’ from there.
Step-5: Choose the “Export View” as “Details Only”. Then, choose the “Format” in which you want to export and click on the “Export” button.
After the file is downloaded you can view the data by opening the file. You may receive a warning about this file not being safe since we are sure about our data so we have to click on the Yes button to start the file.
The below image shows exported contacts from a campaign in salesforce.
In this you can export the contacts of the campaign in Salesforce.
Conclusion
I hope you have understood how to export Salesforce contacts to Excel. I have explained multiple ways to export contacts to Salesforce, such as using the report, data loader, and data export wizard in Salesforce.
Additionally, I have explained how to export campaign members in Salesforce.
You may like to read:
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I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.
