Back to Blog

How to Export Data from Salesforce: CSV, Google Sheets and Excel Options Explained

Frankly speaking, Salesforce documentation is rather complicated. You have to jump between multiple pages to understand the options you have for exporting data from Salesforce, and how they work. In some cases, Stackoverflow is even a better source of information. We don’t want you to have this experience, so we decided to compile all of the useful instructions into one guide. Read on to discover how you can export Salesforce data manually or automatically; natively or using a third-party app; as a CSV file or directly into Google Sheets, and so on.

Export data from Salesforce: What options you have

You can export data from Salesforce in three formats: CSV, Excel and Google Sheets.

Salesforce export data to CSV

  • Data Export — This is the native Salesforce functionality to download data as a CSV file. You can run export manually or automatically, at weekly or monthly intervals. Weekly data export is available in Enterprise, Performance, and Unlimited Editions. 
  • Data Loader – This is a client application for the bulk import/export of data. We won’t cover this option here, since it deserves a separate guide on how to install, configure, and use the Data Loader. 
  • dataloader.io — This is an app to both export from and import to Salesforce. Data Loader allows you to automate data export/import on an hourly, daily, weekly or monthly basis. After the export, you need to manually download the exported CSV file to your device. Optionally, you can automate data export to an FTP server, DropBox or Box account. 

Export Salesforce to Google Sheets

You’ll need to set up a custom Salesforce-to-Google Sheets integration using Salesforce API and Coupler.io. NO CODING is required. You’ll be able to pull data directly from Salesforce into Google Sheets. 

Export data from Salesforce to Excel

Microsoft Office Professional Edition provides its users with a built-in Salesforce-to-Excel integration. With it, you can pull Salesforce objects, as well as Salesforce reports, directly into your worksheet. 

How to export data from Salesforce using the native Data Export functionality 

Export data Salesforce Classic

Click Setup, then expand Data Management on the left side of the page and select Data export.

You’ll have two options:

  • Export Now
  • Schedule Export

Export Now

This option lets you manually pull your data from Salesforce once per month. You need to select which data you want to export, then click Save. When file(s) are ready for download, you will receive an email notification. 

The files will be available for download for 48 hours. The link in the email will lead you back to your Salesforce Data Export page, where you’ll find a link to download the file(s).

Once you click download, a ZIP archive (containing a CSV file) will be downloaded to your device. 

Warning: The Export Now option is only available once per month. Users of Enterprise, Performance, and Unlimited Editions can export data every week.

Schedule Export

This option lets you automate data export from Salesforce on a monthly schedule. You’ll need to specify the frequency and choose the exported data. Click Save when ready. 

The export file will be exported automatically on the chosen schedule. However, you’ll still need to download it manually to your device.

Export data in Lightning Force 

Salesforce Lightning Experience differs in UI. Here is where you can data export in Lightning Force:

The rest of the flow is mostly the same. 

Export Salesforce data using Dataloader.io

Dataloader.io is a Salesforce-oriented app for data export/import. Its main benefit is that you can export data as CSV as often as you need. In addition, you can pull data directly to Dropbox, Box, or an FTP server. However, the free plan limits the number of exported rows to 10,000. Let’s discover how it works.

Step 1: Login with Salesforce

There is no need to install it. Just click Login with Salesforce to begin.

Step 2: New Export Task

Click New Task and select Export.

Step 3: Connection and Object

Choose your connection and object (data entity) to export from Salesforce. Click Next to proceed.

Step 4: Fields (SOQL Query)

You need to select fields of the Object (that you chose in the previous step). You can also set up filters and how to order the exported data. The parameters you choose will generate an SOQL query. 

You can create a custom SOQL query yourself and paste it in the SOQL query field. In this case, you won’t be able to use the dropdown parameters of the query generator. 

Click Next when you’re ready to proceed.

Step 5: Schedule and Destination

At this step, you can either manually run the export task or automate it on an hourly, daily, weekly, or monthly schedule. To do this, choose the Schedule Task and customize the schedule. 

The Advanced section lets you specify the Date format, Timeout, and other parameters:

In the Add Destination Folder section, you can connect to an FTP server, Dropbox or Box to send a copy of the exported data there.

Note: Database option is not available yet.

Step 6: Save & Run

Click Save & Run when ready and….do not expect to get your CSV file downloaded straight away. Your data export task will be queued. After that, you’ll get a note about a successful run. In our case, it looks like this: 

Task Run 38230965: 19 successes 

You need to click it once again to get the file downloaded to your device.

How to connect Salesforce to Google Sheets for data export

In this section, we’ll show how you can set up a Salesforce to Google Sheets integration using the Salesforce REST API. Before we proceed, check out whether your Salesforce edition provides access to the REST API.  

Editions with API AccessEditions without API Access
– Enterprise
– Unlimited
– Developer
– Performance
– Group
– Essentials
– Professional

API access available? Let’s go then. We’ll need to complete four key steps to connect Salesforce to Google Sheets:

  • Create a Connected App in Salesforce to get authorization parameters
  • Get an access token (we’ll need a Postman app for this)
  • Link Salesforce to Google Sheets using Coupler.io
  • Run Salesforce – Google Sheets integration

Create a Connected App in Salesforce

In this example, we’ll be using the Salesforce Developer edition and Lightning Experience UI since it looks tidier in my opinion. First, we need to switch to Setup by clicking the gear wheel symbol on the toolbar.

Then go to Apps => App Manager, or just find it using the search setup field.

Click New Connected App to create one.

Configure the app by filling out the following fields:

  • Connected App Name – name your app
  • API Name – it will be populated automatically after you name your app
  • Contact Email – specify your email address

You also need to mark Enable OAuth settings checkbox, which expands a few more parameters:

  • Checkbox Enable for Device Flow – it will populate the Callback URL field
  • In the Available OAuth Scopes field, select Access and manage your data (api) and click Add to add it to the Selected OAuth Scopes.

Сlick Save (and then Continue) to save your connected app and get initial credentials: Consumer Key and Consumer Secret. We’ll be using those to get an API token.

IP Relaxation 

We need to edit OAuth Policies before proceeding further. To do this, click Manage and then Edit Policies.

Edit two parameters:

  • Permitted Users to All users may self-authorize
  • IP Relaxation to Relax IP restrictions 

Click Save.

Access token to integrate Google Sheets with Salesforce

Cheer up, we’re almost there! Let’s get an access token to integrate Google Sheets with Salesforce. To do this, you need to send a POST request to the following URL:

https://login.salesforce.com/services/oauth2/token

The request should must supply the following body parameters:

grant_type=password
client_id={insert-your-customer-key}
client_secret={insert-your-customer-secret}
username={insert-your-username}
password={insert-your-password}

To send a POST request, we’ll use Postman, a Google Chrome app for interacting with HTTP APIs. Do the following:

  • Enter the request URL in the field
  • Change the request type from GET to POST
  • Enter the required body parameters 
  • Click Send

The access token, as well as the instance URL, will be provided in the response to our POST request.

Now we can use it to connect to Google Sheets!

Link Salesforce to Google Sheets

Coupler.io is a solution that lets you connect Google Sheets to Salesforce. You can either use the web version of Coupler.io or install it as a Google Sheets add-on from Google Workspace Marketplace.

When installed, go to Add-ons => Coupler.io = Open dashboard. Click the Add importer button and select JSON Client

JSON Client is a tool to connect to third-party apps via APIs. At the same time, Coupler.io provides many ready-to-use Google Sheets integrations, such as Pipedrive, HubSpot, Xero, and so on. Besides, you can connect those sources with different destinations, for example, HubSpot integration with Excel or BigQUery.

Now you need to set up the JSON Client.

Set up Salesforce Google Sheets integration using the JSON Client

To connect Salesforce to spreadsheets, we need to fill out the following fields in the Source section:

  • JSON URL 
  • HTTP headers

JSON URL is a request URL in the following format: 

{instance-URL}/services/data/{API-version}/sobjects/{salesforce-object-resource}
  • {instance-URL} – the instance URL, which you obtained along with the access token 
  • {API-version} – the version of the API; you can learn the available API versions be sending the GET request to {instance-URL}/services/data
  • {salesforce-object-resource} – the type of data you want to export; you can learn the list of objects and resources by sending the GET request to {instance-URL}/services/data/{API-version}/sobjects/

In the HTTP headers field, you need to specify your access token in the following format:

Authorization: Bearer {your-access-token}

It may look a bit intricate at first, but in practice it’s not that hard. Let’s go step by step and learn the API versions you can use.

Get a list of API versions

For our instance

https://zrecords-dev-ed.my.salesforce.com

we need to configure the JSON Client as follows:

JSON URL.../services/data
HTTP headersAuthorization: Bearer {your-access-token}

Click Save & Run and a list of available API versions will be exported to Google Sheets:

Get a list of Salesforce objects

Let’s pick the latest API version, 50, and retrieve a list of all data that we can export from Salesforce. Here is the configuration for JSON Client:

JSON URL.../services/data/v50.0/sobjects/
HTTP headersAuthorization: Bearer {your-access-token}

Click Save & Run, and a list of exportable Salesforce objects and their URLs will be exported to Google Sheets:

Let’s go further and import something substantial – for example, a Salesforce report.

How to import a Salesforce report into Google Sheets

To get a report from Salesforce to your spreadsheet, you need to know its ID. The simplest way to learn the report ID is to open the report and check the URL bar. 

Now you can apply the following configuration for JSON Client:

JSON URL.../services/data/v50.0/analytics/reports/{report-ID}
HTTP headersAuthorization: Bearer {your-access-token}
PathfactMap.T!T

*If you don’t specify the Path parameter, all the records will be exported in one row.

How to import Salesforce tables into Google Sheets

If you want to export other data from Salesforce (let’s say, Contacts), you’ll need to use a query (like we did when we exported data with Dataloader.io). 

The logic of getting data from Salesforce via API is query based. This means you need to build a query that specifies the fields and/or filters to export data. Once you have the list of fields, you can build a custom query to retrieve data using the following template:

query/?q=SELECT+{names-of-fields-separated-by-comma}+FROM+{Salesforce-object}

For example, here is a custom query to export Contacts with three fields – id, name, and email:

q=SELECT+id,name,email+FROM+Contact

And here is the configuration of the JSON Client 

JSON URL.../services/data/v50.0/query/?q=SELECT+id,name,email+from+Contact
HTTP headersAuthorization: Bearer {your-access-token}

Check out the Salesforce API documentation to learn other cases and objects you can export to Google Sheets using Coupler.io.

Can I auto-pull Salesforce data to Google Sheets?

Coupler.io allows you to automate data export from Salesforce on a custom schedule. You simply need to enable Automatic data refresh functionality and customize the export frequency. 

However, the access token stops working when the session expires. Once the session is logged out or expires, you have to obtain a new access token. The maximum session timeout value that you can set is 24 hours.

If you really want to have a ready-to-use Salesforce – Google Sheets integration to simplify your experience, tell us about it by filling out this form. The Coupler.io team is constantly working on new importers, and your opinion is valuable to us.

Export data from Salesforce to Excel

Well, there are a few options here. The easiest one is to use the built-in Salesforce to Excel connector. But it’s a premium feature and has two prerequisites:

  • Microsoft Office Professional Edition
  • Microsoft Office 365 ProPlus subscription

Here is how it looks. Open your Worksheet, go to Data => New Query => From Online Services => From Salesforce Objects.

In some editions, the path is a bit different:

Data => Get Data => From Online Services => From Salesforce Objects

After that, you’ll need to connect to the Salesforce account. The rest of the flow is quite intuitive:

  • Select the objects to export
  • Mark the Select multiple items checkbox if you’re going to select more than one object to export
  •  Click Load and welcome your Salesforce data into your worksheet

Unfortunately, most regular Excel users do not have access to this Salesforce to Excel connector. You’re lucky if you have it. 

If you don’t, you can try to connect Excel to Salesforce via ODBC (you need to install an ODBC driver) or Microsoft Query Wizard. But we’d recommend you use the Google Sheets option and then, if necessary, convert Google Sheets to Excel

Which is the best way for exporting Salesforce data?

It depends on multiple factors and your requirements. If you don’t want to bother with APIs, do it the regular way using the native Data Export functionality, but it only lets you import data once a month (or week). Dataloader.io is good, but the free subscription is rather limited. Coupler.io and the Salesforce API looks better from the perspective of direct data import to Google Sheets. And Excel is definitely the best if your edition supports Salesforce integration. Otherwise, it is not good as the other options. You can give each solution a try to find out which one will work best for you. Good luck with your data!

Back to Blog

Comments are closed.

Access your data
in a simple format for free!

Start Free