A Simple Guide on How to Export HubSpot Contacts and their Notes

In today’s age, most business activities are carried out online. Naturally, it comes as no surprise that CRMs offer great benefits to businesses. Similarly, HubSpot is a great web-based application that allows you to connect with your clients and manage your sales and marketing channels. 

Furthermore, HubSpot contacts are frequently exported by many companies, whether to share between your teams, give to clients, import into an application, or use their activity to analyze and report on them.

Given the vast volume of company contact data stored in HubSpot, it is extremely important that organizations export HubSpot contacts efficiently so that business data is always accessible. In this article, we will go through manual and automatic methods. For the former, we’ll share how to export HubSpot contacts to Google Sheets, Excel, BI tools, and data warehouses.

Export HubSpot contacts – the basics

Although HubSpot is an excellent platform, it does have certain drawbacks. One of them is the ability to export data – for example, contacts. It’s doable with the built-in functionalities but it will require quite an effort if you wish to do it regularly. 

This post covers both the native method and the automated one using third-party tools that significantly speed up the process.

Native method: 

HubSpot provides an inbuilt manual procedure to export contacts in a spreadsheet format. 

The method is straightforward and simple to execute. You don’t need any technical skills to carry out the task and it’s ideal as a one-time activity. For example, if you migrate contacts to another tool or need to fetch data for an annual report, this approach will do just fine.

The major drawback of the manual method is that it can consume a lot of resources and time if you have to perform the exports more frequently. For example, if you’re collecting fresh contacts every week, it doesn’t make much sense to do it manually.

Automated method: 

Automating exports using third-party tools is the recommended approach if you have to export data more frequently. 

It’s beneficial when you wish to populate reports or dashboards as the data is refreshed automatically, with no effort on your side. Such exports can even be plugged into data visualization tools that offer much richer reporting than the inbuilt Hubspot dashboards.

For example, you can do this with the help of Coupler.io – a popular data analytics and automation platform. In particular, it can be used for automating reporting and for exporting data from HubSpot and other apps. It allows you to automatically transfer your data to Google Sheets, Looker Studio, and Power BI – all this with just a few clicks. HubSpot to BigQuery and HubSpot to Excel integration are also available.

The drawback of using third-party tools is that it’s a bit of a learning curve sometimes, although many solutions for data exports are very straightforward. What’s more, a subscription fee may be associated with a tool, albeit with a free trial often available. 

Automatically export contacts from HubSpot

When it comes to data exporting, automation is paramount. Automation helps you save time, and resources and also results in better accuracy as humans inevitably make mistakes sometimes. 

In our example, we are going to show you how to export HubSpot contacts automatically with the help of Coupler.io. As we already mentioned, this is a popular data automation solution. It allows you to extract data from 70+ business apps and transfer it to spreadsheets, data viz tools, and databases. In addition, it can update your HubSpot data in the destination app automatically on a schedule.

Along with HubSpot contacts, you can export other data entities such as deals, emails, products, tasks, notes, etc. This allows you to generate custom reports and dashboards that update in real-time, providing you with a better understanding of your sales pipeline, procedures, and operations. For example, HubSpot Sales dashboard or HubSpot CRM dashboard (these dashboards are available as free templates).

Now, let’s see how to do this.

1. Extract your HubSpot data

First of all, you need to register for a Coupler.io account, no credit card required. 

Next, you’ll have to select a source and destination. In this case, we will connect HubSpot to Google Sheets, but you can select any other destination. This can be Looker Studio, Power BI, Excel, or BigQuery.

Connect your HubSpot account and select the data type you want to fetch – in our case, it’s “Contacts”.

2. Preview and transform your HubSpot data

In Coupler.io’s data transformation module, you can preview your data before exporting and edit your dataset, if needed. For example, you can:

• Hide columns you don’t need
• Rename and rearrange columns
• Add new formula-based columns
• Filter and sort HubSpot data as needed
• Blend data from several accounts or from different apps

After this, connect your destination account – in our example, it’s Google Sheets.

3. Schedule updates and manage your data

In the final step, you’ll have the option to select the schedule at which you want to import and refresh the data. This option allows you to refresh data at your chosen frequency and will update new contacts. Furthermore, it will automatically update your existing ones. You can select according to your requirements. 

Click “Save and Run” and you’re done.

After processing, your contacts will be exported to Google Sheets, and it will look something like this.

How to export all contacts from HubSpot manually (with the native functionality)

Let’s jump to how you can export all contacts from HubSpot to your desired destination manually.

In this section, we explain how to manually export contacts from HubSpot with the help of native functionality.

Log in to your HubSpot account. Click on “Contacts” in the drop-down menu on the top right corner and then select “Contacts”.

Click and make sure you’re in the “All Contacts” Tab

Click on the “Actions” button on the right side of the table and select “Export View”.

In the pop-up Export View window, select the following:

• The file format in which the records should be exported. 
• The properties that should be included in the export. 
• Whether all the email addresses of contacts with multiple emails should be included. 
• And the language in which the column headers in your exported file should appear.

Click “Export” from the drop-down menu. You will receive an email and a notification with a link to download your export file.

That’s how your contact export file will look like after you download and open it.

How to export contacts list from HubSpot CRM?

Moving on, there’s another manual way to export contacts and their information from HubSpot CRM.

The first step is to filter contacts with the properties that you want to see with them. You can create two kinds of lists, active and static.

• Active lists, automatically update over time, records will join or leave the list as their properties change.
• Static lists do not automatically update as your records change. A static list represents a single moment in time. 

Then, you can export such filtered lists in the way we’ll describe below. Let’s see how you can create a list first:

Go to your account’s contact list menu and click on “Create list”.

Provide a name for your list and select whether you want an active list or a static list. Then click “Next”.

Next, you’ll have to filter your contacts by using their properties. We will choose contact properties, however, you can filter them using other properties as well.

Let’s say we want to create a list of the contacts added before a given date. Add the “create date” filter and a preview of the contacts list will be shown on the right side. Then click “Save list”.

After processing your new contact list will be created.

You can find all your lists in your HubSpot account, if you click Contacts in the left-hand menu of the interface, then Lists from the dropdown.

The HubSpot navigation menu on your account’s interface will open, displaying lists from the contacts dropdown.

Move your mouse over the list you want to export, then select “Export” from the “More” dropdown menu.

Click the designated checkbox below to include all properties in your HubSpot export contacts, or choose each specific property individually by selecting the checkbox next to each contact information.

Remove properties from your export list that you don’t want by clicking the “X” next to them, then click “Next”.

The export dialogue box should appear, and you can then choose a file format from the selection. In this example, we’ll use XLSX (Excel format).

When you click “Export”, a HubSpot export contacts file will be sent to your account’s email address.

How to export HubSpot contact activity

Keeping track of your HubSpot contacts activities can be extremely beneficial. You can monitor and report deals and potential customers better and in a more effective manner. 

HubSpot does offer an inbuilt manual feature to extract and export contact activity to your desired destination.

You need to follow the same steps as you have for the contact list. However, in the properties section, HubSpot provides various contact activities. 

Note: Make sure you’ve created your contact list using the contact properties filter.

Scroll down and select all of the contact activities that you want to export with the contact and click “Next”.

All the HubSpot contacts including their activities will be exported in a spreadsheet format.

How to export HubSpot contacts’ notes? 

In this section, we will show how to export HubSpot notes to Google or Excel spreadsheets. If you need to access the HubSpot contacts notes outside of the HubSpot CRM, then you can export them using Coupler.io. The method to export HubSpot notes is similar to that of contacts. 

You have to follow the same steps as we explained earlier when exporting contacts using Coupler.io.

But in the data entity section, you’ll select “Notes” instead of “Contacts”.

Here’s a piece of a notes export from HubSpot:

Export contacts from HubSpot with ease

Manually exporting contacts can take a lot of time, especially when you’re doing it frequently and dealing with a huge contacts list. You can possibly spend that time doing something more productive such as reaching out to potential clients or analyzing reports.  

Furthermore, manually exporting HubSpot contacts can have disastrous consequences if you end up processing incorrect data, this could waste significant amounts of money and resources due to inaccurate data, and possibly this could also damage your customer relationships as a result.

Coupler.io is a dependable tool for accomplishing this with minimal effort. This tool automates the process of pulling data from HubSpot into Google Sheets, Excel, and BigQuery, ensuring that you always work with the most up-to-date and accurate data. 

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