How to Export Leads in Salesforce

In this Salesforce Tutorial, we will learn to Export Salesforce Leads in Salesforce. We will discuss the process of Exporting leads in Salesforce Lightning and Salesforce Classic.

Export leads in Salesforce

There are two ways to export leads from Salesforce to an external file. One way is to export leads with the help of Data Export and another way is to export leads is by exporting Reports of leads. First, let’s understand both methods and how they function.

Export leads from Export data: In Salesforce, the process of extracting data from Salesforce to an external file is referred to as Data export, and with the same method we can export Salesforce leads. In data Export, we schedule an Export record of standard and custom objects, attachments, documents, and files in weekly or monthly data export.

Export Leads from Report: In Salesforce we can extract data from reports, which allows us to create custom reports and display data based on filters we applied in data extraction. After creating a lead report, we can export this lead report in various formats in an external file, including Excel (XLS or XLSX), CSV, or PDF.

Export Leads from Data Export in Salesforce

We will see the method of exporting leads through Data Export in Salesforce Lightning and Salesforce Classic respectively.

Export Salesforce Leads to external files in Lightning

To export Salesforce Leads to an external file, first log in to your Salesforce account and follow the below steps.

Step 1- Go to the Setup page of Salesforce Lightning by clicking on the gear icon, which is on the right side of the screen, and in the dropdown select the option Setup.

Step 2- Now on the Setup page search Data in the Quick Find box and from the dropdown select the option Data Export.

Step 3- In the Data Export Setup window, click on the button Export Now.

Step 4- In this step, first select the Lead from the list of data types and then activate the checkboxes of the information you want to include in the file and last click on the Start Export button.

Step 5- On clicking Start Export, we will get a message on the screen displaying that Your export has been queued. You will receive an email notification when it is completed. That means you will get an email when the export will be complete.

Step 6- Go to the email id, that you have registered with your salesforce developer account. In the Inbox open the email from Salesforce and click on the link to Export the data report.

Step 7- As we click on the link, it will redirect to a new window and there click on the Download button under the Action column to export the leads into the external file

As we click on download, the leads file will be downloaded in an external file or a .csv file. With this, we have successfully exported the Salesforce leads.

Export Salesforce Leads to an external file in Classic

First login to your Salesforce account and there switch to the Salesforce Classic version and then follow the steps below to export Salesforce leads.

Step 1- On the home page of Salesforce Classic click on the Setup tab.

Step 2- On the Setup page of Salesforce Classic, click on the Quick Find box and search for data export, and from the options in the dropdown click on Data Export under the heading Data Management.

Step 3- In this step, we can see two buttons Export Now and Schedule Export. Here to export data click on the Export Now button but if you already scheduled any other export before this then click on the Schedule Export button.

In my case, I have already scheduled an export before this data export so I will click on Schedule Export.

Step 4- Now we will schedule the data export for the leads with the following steps.

• Activate the checkboxes Include Images, documents, and attachments, and another checkbox named Include Salesforce Files and Salesforce CRM Content document versions to include this data in the export file.
• Set the date duration for the data you have to export by setting dates in Start and End fields.
• Then select the time to schedule the export.
• Now from the list of data types select Lead so that we can export data related to lead
• At last click on the Save button.

Step 5- As we click on the Save button, we will get a message of scheduled Data Export as shown in the below picture.

Now go to the email you have registered with your Salesforce developer account and there access the email sent from Salesforce. In that email click on the given link, and it will redirect you to the window from where you can download the export leads data by clicking on the download button.

Export Leads from Reports in Salesforce

We will see the method of exporting leads through Reports in Salesforce Lightning and Salesforce Classic respectively.

Export Leads from Reports in Salesforce Lightning

Step 1- Go to the Setup page of Salesforce Lightning by clicking on the gear icon on the upper right side of the screen and in the dropdown select the option Setup.

Step 2- On the Setup page of the Salesforce Lightning click on the App Launcher (9 dots) and search for reports and then select Reports in the dropdown.

Step 3- Now we have to first create a New report for leads to export later so, click on the New Report button to create a lead report.

Step 4- In this step, select the category of the report from the Category section in the left sidebar. Since we are creating a report for lead, so we will select the Leads option.

Step 5- In Leads, we have to select the Report Type Name. In this case, I have selected the option Leads as a report type name.

Step 6- After selecting Leads as the report type, click on the Start Report button.

Step 7- Now we can see a report of leads, here we can select a time duration from Create date field to generate a report for that selected duration and then click on the button Save & Run.

Step 8- Now enter the details to save the reports. In the Report Name field enter the name of the report and in the Report Description field write the description of the report and then click on the Save button.

Step 9- Now the report of Leads is generated and to export this report, click on the dropdown button on the upper right side of the screen and select Export from the options.

Step 10- As we click on Export, in the next window we will get two options Formatted Report and Details Only to export the report.

If we select the option Formatted Report then the report will be exported with the header, grouping, and filter settings. This option will export the report in Excel (.xlsx) format only. In the last click on the Export button to get a lead’s details in an Excel file.

If we select the second option Details Only, then it exports details rows only, and here we have the option to export this file in a .csv, .xls, and .xlsx format. After selecting the format click on the Export button.

As we click on the Export button the details of the lead will be downloaded in an external file based on the format you have selected to export the leads.

Now we have successfully exported Leads from reports in Salesforce Lightning.

Export Leads from Reports in Salesforce Classic

Step 1- On the Home page of Salesforce Classic click on the Reports tab.

Step 2- Now first we will create a report for leads and later export that lead details report so, click on the button New Report to create a report.

Step 3- In this step, we have to select a report type. Since we are creating reports for leads so, select the Leads folder from the option, and in the dropdown of the leads select the option Leads to get all details related to leads. At the last click on the Create button.

Step 4- Now a Preview of the report will be visible on the screen. Here we can set a Time range for the Lead’s details by setting dates in From and To date fields. We will get the report of the leads within the time range we have applied and after setting the time range click on the Run Report button.

Step 5- As we click on Run Report, a lead details report will be generated according to the filters we have applied. Now, to export this leads details report click on the button Export Details.

Step 6- In this step, we have to select the file format to export the Lead Details Report, and for that click on the dropdown of the Export File Format field. In the dropdown choose an option from .csv and .xls and then click on the Export button.

As we click on the Export button, the leads will be downloaded in the file format you have selected.

Now we have successfully exported leads through reports to an external file in Salesforce Classic.

Conclusion

In this Salesforce tutorial, we have learned about two methods to export data of leads in Salesforce Lightning and Salesforce Classic as well. We also learned about what is export data in Salesforce and for what purpose it is used in Salesforce and later exported data of leads through it.

We also learned the method of exporting lead details or data from the reports in Salesforce Lightning and Salesforce Classic respectively.

You may like to read:

• How to Export Contacts in Salesforce
• How to Export a Report in Salesforce