[Updated 2/4/2020] Ever spent time creating the perfect view of data in Salesforce only to realize you have to recreate the criteria within a report in order to export it to Excel? It’s doable, but the creation of a report for the average user is a bigger ask. In this post, we’ll show how to export Salesforce data in a few clicks using Ascendix Search app.
Before I show how to export selected reports from Salesforce, let me explain how to export all your Contacts, Accounts, or any other objects if you have Salesforce Admin rights.
How to Export or Back up Your Data from Salesforce?
If you wish to export all Contacts, Leads or actually all your data from Salesforce, Salesforce got you covered.
Watch the video on how to accomplish it (only for Salesforce Admins):
Step 1. Go to Setup
Step 2. Type Export in the Quick Find and select Data Export
Step 3. Click on Export Now if you want to get data immediately or on Schedule Export to schedule your export
Step 4. Select what Objects you wish to export and click Start Export. Here you can also include documents and attachments.
It might take some time to export your data from Salesforce.
Once it is done, you’ll get an email from Salesforce with a hyperlink and this hyperlink will direct you back to the Data Export.
Here you’ll be able to download your files.
👉 You can learn more about Salesforce Backup Data Export here
Exporting Selected Salesforce Reports
But what if you don’t need to export ALL data? Or, wish to customize exported columns?
Assuming you still want to move forward with building the report, the user better hopes the appropriate report type is available; otherwise, the task becomes a bit trickier.
Incredibly frustrating, especially if all you wanted to do was simply mine some data and send it to Excel.
So, what is an enterprising user of Salesforce to do? You guessed it – “Google” it.
Here is what you can find when typing ‘Exporting salesforce list views to Excel’:
From there you find a variety of workarounds, one more confusing than the next.
Orbits of codes or options that aren’t worth the hassle.
You also see many frustrated users and Salesforce admins – this creates a lot of work for them each day.
If you go through the comments on the various posts and forums, you see how-to requests and workarounds dating all the way back to 2011!
We decided to do something about it and created Ascendix Search, an advanced searching tool for Salesforce.
Have a search result that you want to print oﬀ, share with the team, or manipulate outside of Salesforce?
Ascendix Search lets you quickly export Salesforce contacts to Excel or any other objects so you can have your data on the go.
- Users with rights to Export can easily create lists of objects using multi-criteria
- You can customize fields to export and add columns from related objects, e.g., you can add columns from the Account level when exporting list of your Contacts.
- You’ll be able to export only the data you need and will save time on deleting unnecesary columns or rows.
- Admins can define who can export and how many records at a time.
- You can save your lists, use relative data criteria to be able to export lists with actual data once you need it.
- Speed up transfer of your data to other tools your team uses, e.g., Mailchimp or SendGrind.
- It is easy and doesn’t require training. What’s else, you can use all functionality for free the first 30 days.
Exporting Contacts from Texas that work in Financial Industry
How to Export Salesforce Data to Excel with Ascendix Search:
- Search data you need or simply open your saved list view.
- From the search results page select Export to Excel* from the top right.
- From here you can choose what kind of data will be exported (selected records, all records in the current view, or all records matching the search criteria)
- Export when done.
*This option is only available for those with the export permission enabled. Speak with your admin to enable.
Not only you can avoid creating a report or view to export Salesforce data to Excel, but you can also either export selected records or all records associated because Ascendix Search makes the process easier overall.
Salesforce Data Export Limits
Using Ascendix Search app, you can export up to 50,000 records in a single action. Admins can set the maximum number of records a user can export or disable this function.
We let you select a format of the exported list: Excel 2007+, Excel 97-2004, Comma Separated Values or HTML Document.
Also, you can customize the name of the exported list
Ascendix Search is an easy, but powerful app that will completely change the way you use Salesforce.
Apart from Salesforce data export, you can perform granular data searches, create related lists, mass edit records, add multiple activities in a single action, locate your Salesforce data on a map, get quick insights of your data and much more for only $15/mo.
Need help with your Salesfoce? Ascendix is a Salesforce consulting partner that can help you with anything about Salesforce: from new implementations, customizations to AppExchange app selection and development from scratch.
Contact us for a free consultation today.