How to Export Data from Tableau

In certain cases, you may need to do more with your data than just view it in Tableau. You may want to share it with others, build dashboards in another tool, create a backup copy, combine it with data from other sources, etc. This is where exporting comes in. In this article, we explore the different methods to export data from Tableau so you can choose the best option for your needs. Let’s dive in!

How to export data from Tableau – options available

• Native Method: Tableau provides an in-built process to export data. The flow may differ slightly depending on the Tableau product used. From your Tableau desktop, you can:
  • Export data in data source.
  • Export data used in view.
  • Export views to another application as a PDF, image file, PowerPoint, etc.

For your Tableau Cloud(online) or Tableau Server, you can export your views as PDF, PowerPoint, images, crosstab, etc. 

If you want to build a self-updating dashboard or report that requires frequent Tableau data exports, then this method is not recommended as it will consume a lot of time and resources. 

• Automated Method: When the manual data exporting method isn’t meeting your needs, you should automate the process. By using a good third-party data tool, you can easily and quickly automate the export of your Tableau data to your desired destination. Very little on your part is required for this method, making it a top choice for convenience. 

Your choice would most likely depend on what your needs are. While the manual method is effective, it actually adds more work to your plate and has certain limitations. As a result, the most time- and cost-effective solution is to rely on automated data export. Let’s delve further into these methods.

Automate Tableau export data on a schedule

To automate your data export, finding the right solution is one way to get started. There are several options available to choose from. In our example, we’ll use Coupler.io. This is a data analytics and automation platform that provides a comprehensive toolset for tackling any data-related tasks. 

In particular, Coupler.io offers an easy-to-use data integration solution that can transfer your data automatically from 30+ sources to Google Sheets, Excel, or BigQuery. In addition to this, the platform provides data analytics consulting services for advanced data management, such as data visualization, business analytics, or setting up data infrastructure. 

We will use Coupler.io’s data integration solution to automatically export data from Tableau and set up a schedule for regular updates. 

Export your dashboard from Tableau to your chosen destination

To illustrate how to use Coupler.io to export data from Tableau, let’s look at this use case. Assuming you have a dashboard in Tableau and you want to share the data collected in that dashboard with others (stakeholders, colleagues, etc.) in a spreadsheet for analysis. One of the major requirements is for the spreadsheet to always display up-to-date information. The easiest and fastest way to do this is to automate the Tableau export of your dashboard to your spreadsheet using the solution we mentioned above.

As an example, we will be looking at how to carry out a Tableu export a dashboard that contains the population and birth rate from Tableau Cloud (Online) to Google Sheets. You can easily set up an automated integration in just several minutes.

• Sign up to Coupler.io
• Click Add new importer, and select Tableau as a data source. 
• Select the desired destination app, for example, Google Sheets.

• Connect your Tableau account. Enter your access token to sign in to Tableau Cloud. Then copy and paste the URL link of your Tableau dashboard, also known as Tableau view.

Here is what your source configuration in Coupler.io should look like:

• Next, proceed to the destination settings, where you’ll need to connect your Google account and select the spreadsheet and sheet to load data.

• Toggle on the Automatic data refresh and configure the desired frequency for automated exports.  You can set a custom schedule and select the update intervals from every month to every 15 min. After this, Coupler.io will keep updating your Tableau data in the spreadsheet automatically.

• Click Save and Run. And there you have it! 

Here’s an example of data exported from Tableau to Google Sheets.

Note: You can repeat the same process to automatically carry out Tableau export of your data from Tableau to Excel or connect Tableau to BigQuery on a custom schedule. You’ll just need to select the destination you need when creating a new importer.

Native options to export Tableau data 

When it comes to manually exporting data from Tableau Desktop, Tableau  Online, or Tableau Server, there are a lot of options. In this section, we will highlight the different options available.

Export data from Tableau Desktop

Export data in data source 

• Export your Data Source: You can save and export your data source as a Tableau data source (.tds) file after establishing a connection. Here’s how to do this:
  • At the Data pane, right-click the name of the data source and then select Add to Saved Data Sources.
  • Enter a filename, select the file type (.tds or .tdsx), and then click Save.
• Extract your Data Source: You can create an extract (.hyper) file to migrate all or a subset of your data within the data source. This can be done using the Hyper API to create new extract files.
• Export data as CSV Files: You can export your data in the data source to a CSV file in two main ways: from the view or the Data Source page.
  • From the View: To do this, click the View Data icon in the Data pane, and then click on Download (see the screenshot below).
  • From the Data Source Page: To export all the data in your data source to a CSV file from the Data Source page in Tableau, simply select Data > Export Data to CSV.

Export data used in view

In addition to creating a Tableau view, you can also easily export the specific data used to generate that view

• Export View data to Microsoft Access: To export the data used to generate a Tableau view as a CSV file (Mac only) or an Access database (Windows only), you can do so by following a few simple steps.
  • Go to Worksheet > Export > Data. Choose a location and name for your file or database, and then click Save. 
  • On Windows, you’ll also have the option to immediately use the new Access database and continue working in Access without interrupting your workflow.
• Export a crosstab of your View to Excel: To do this, choose Worksheet > Export > Crosstab to Excel. If you’re using a Mac, you’ll need to save the file and then open it in Excel manually. However, be aware that this method can impact performance if the view contains a lot of data. To enhance performance, you can choose to exclude formatting from the export. 
• Copy Data or crosstab in view to clipboard: To do this, create a view and select Worksheet > Copy > Data. To copy crosstab, select Worksheet > Copy > Crosstab. Then, open up your application, such as Word or Google docs, and paste the data into the document. 

Export views to another application

• Export as a PDF file: To carry out Tableau export of your data as a PDF, simply tailor the layout of page elements using the File > Page Setup dialog box, then select File > Print to PDF. 
• Export Data as a PowerPoint presentation (PPT):  To export a workbook in PowerPoint, choose File > Export as PowerPoint, then select the sheets you wish to include in the presentation. 
• Export Data as images: You can export data as an image in JPEG, BMP, or PNG format on macOS, or in EMF format on Windows. To do this, select Worksheet > Export > Image, choose the elements to include in the image, and click Save. In the Save Image dialog box, specify the file name, location, and format, then click Save.

Export views in Tableau Cloud and Tableau Server

To export views from your Tableau Online or Tableau Server, Click Download or this download button:

Select the format to download your views. Keep in mind that the formats available to you are based on the permissions granted by the Tableau content owners and site administrators.

How to export the interactive Tableau dashboard

We have seen that it is possible and very easy to export the data we have in Tableau to our spreadsheet apps or data warehouse. But what if you want to export your live dashboard to your blog or website to enable readers to interact with it and see real-time updates?

All that is needed for this to work is the embedded code from Tableau to add to your blog, website, or any other platform. This can be gotten from Tableau Cloud, Tableau Public, and Tableau Server. If your dashboard is on Tableau Desktop, you’ll need to publish it to the Tableau version product mentioned above. 

To export your interactive dashboard:

• Go to your dashboard and click Share or the Share icon

• Next, copy the embedded code. This is how it looks for Tableau Public

This is how it looks on Tableau Online

This approach is good for making a simple dashboard that can be shown on a blog or website. However, if you require a more advanced dashboard that can handle a variety of data and assist in decision-making, you will need to possess a certain level of data analytics skills. 

To ensure that your dashboard meets your needs, you can request the data analytics consulting services offered by Coupler.io. Below is an example of a dashboard created by the data professionals at Coupler.io.

This is an interactive self-updating dashboard that presents metrics in an easy-to-understand summary, allowing you to quickly view important information. Take a look at the interactive version in Power BI.

Tableau export calculated fields

With Tableau export of calculated fields, you can share your data and analysis with others in a way that they can easily understand and use, even if they don’t have Tableau. To export calculated fields in Tableau:

• Open your workbook in Tableau Desktop and go to the Data pane and click on view data icon.

• Select the calculated fields you want to export and click Download.

• Choose a location to save the CSV file, and click Save.

You can also use the Tableau API to extract calculated fields programmatically. This can be useful if you want to extract calculated fields from multiple workbooks at once.

Tableau export users

The ability to export Tableau users depends on the Tableau product you’re using and the permissions you have. For example, in Tableau Cloud, user data export is possible, but for Tableau Server, you’ll need to enable access to Tableau Desktop and then follow these steps below:

• ​Open Tableau Desktop and choose New Data Source > PostgreSQL.
• Verify that you have port 8060 running, then create a read-only username and password.
• Go to the user’s data you want to export and navigate to the worksheet. 
• Drag the desired fields onto the worksheet. 
• Select worksheet > export.

To export users from Tableau Cloud, you’ll need to be the creator or have admin access. There are three ways to do this: From the Explore Menu, Admin Insight, or Tableau Rest API. There are no significant differences between the three methods; you can make a choice based on what you feel like using.

First approach – Explorer Menu

• On the left pane, go to the Explore menu.
• Select a new workbook. 
• This opens a data connectivity window. From that window, select the TS user data source from the list and click on the connect button in the lower right. Alternatively, you can search for TS and choose the TS User data source from the list.
• Drag the desired user fields you want to export (user email and site role) to rows.
• Click on the download icon and choose the format you want to export your data.

Second approach – Admin Insight

• From your Tableau Desktop, connect to Tableau Server.
• Search for TS, and from the list, choose TS Users data source and click on connect.
• Drag the desired field you want to export (User email and site role) to the dashboard.
• Click worksheet > export > to export user list.

Third approach – Rest API

You can decide to use the Tableau Rest API “Query user on site” to export your user list from Tableau Cloud.

Tableau export for your dashboard

The choice of the best Tableau data export method should rest on your goal. 

If you need to export your data from Tableau once a month or once a year, it probably does not make sense to automate it. However, if you need to export data often and don’t want to waste time, money, or resources on inaccurate data, then Coupler.io is a reliable tool for accomplishing this with minimal effort. 

With just a few clicks and less time invested, you can rest assured you are working with the most up-to-date and accurate data. 

Have fun with your data 😀