While working as a Salesforce admin in a company that uses Salesforce to manage its business, our sales manager wants to review the monthly sales performance of their team.
To achieve this, I created a report in Salesforce that displays the sales team’s performance. Now the manager wants to analyze the report by applying filters and also wants to send the report to users who don’t have Salesforce access.
To meet this requirement, I exported the Salesforce report into Excel format so that the manager could easily analyze the data, apply filters, create pivot tables, and share it with non-Salesforce users.
In this article, I will explain how to export Salesforce reports to Excel so the data can be shared and analyzed outside of Salesforce by users or for further analysis.
Export Salesforce Reports to Excel
Now, let’s understand how to export records by creating a report in Salesforce and then exporting it into Excel/CSV format.
You can create reports from the data of either the standard or the custom object. After creating a report, you can later download the Salesforce report to Excel and perform multiple tasks, such as modifications and sharing.
Click on App Launcher -> Search “Reports” -> Click on Reports. Then click the New Report button to create a report.
Currently, no records are displayed due to the default filters. To see the records, you need to remove these default filters.
Then, under the Category, click the All option. Then, select or search for the Object that you want to create a report for, or search for that object.
Here, I have selected the Lead object. Then click on the Start Report button.
To execute the report, you need to run it in Salesforce. Below are the steps to run the report in Salesforce. Click on Run to run the report in Salesforce.
Then, click the dropdown arrow next to the Edit button on the report and select the Export option.
OR
After creating the report, save it, and then it will get stored in the report folder that you created. After navigating to the report, click the dropdown arrow next to the report you want to export to Excel.
When we click on Export, a new window will appear with two options: Formatted Report and Details Only, allowing us to export the report.
If we select the Formatted Report option, the report will be exported with the header, grouping, and filter settings and will be saved as a .xlsx file.
Then the Details Only option exports each row of data without any formatting, which can be useful for performing calculations in a spreadsheet later on.
This option will export the report in Excel (.xlsx) format only. In the last step, click on the Export button to get a lead’s details in an Excel file.
OR
If you select the Details Only view while exporting a report, Salesforce also provides an option to choose the file encoding, such as UTF-8 or ISO-8859-1.
Encoding determines how characters are stored in the file. For example, if your report contains special characters, such as accented letters (é, ñ), currency symbols (₹, $), or non-English text, the correct encoding ensures that these characters display correctly in Excel.
You can view the exported Lead records in the Excel/CSV file, which includes all the fields you specified in the report.
In this way, we can export leads from Salesforce to the external system.
Conclusion
I hope you now have a clear idea of how to export Salesforce reports to Excel or CSV format. Exporting helps you share data with non-Salesforce users, use it for analysis, or keep it as a backup. This way, Salesforce data can be easily managed and utilized outside the system.
You may like to read:
- Export Data in CSV File From LWC Lightning Data Table
- Export a Report in Salesforce
- Create and Export Unmanaged Package For Flows as Zip File in Salesforce
- Export Contacts from Salesforce
Shubham is a Certified Salesforce Developer with technical skills for Building applications using custom objects, approval processes, validation rule salesforce flows, and UI customization. He is proficient in writing Apex classes, triggers, controllers, Apex Batches, and bulk load APIs. I am also familiar with Visualforce Pages and Lighting Web Components. Read more | LinkedIn Profile
