Book a 30-Minute Call With Our Certified Consultant
Connect directly with our accredited consultant to get clear answers on
your HubSpot underutilized features, integrations, reporting and automation.
In this Consultation, you can discuss:
HubSpot Consulting Needs
Custom Automation Plan
How to Export Contacts from HubSpot: A Step-by-Step Expert Guide
Exporting contacts from HubSpot can be a routine but crucial part of managing customer data especially for marketers, sales teams, or business owners transitioning between tools. Whether you need to create custom reports, import data into another CRM, or sync contacts with Mailchimp, understanding how to export contacts from HubSpot correctly ensures data accuracy and saves time.
At Mpire Solutions, our HubSpot integration services help businesses automate and streamline these workflows minimizing manual work while maintaining clean, organized data.
Why Exporting Contacts from HubSpot Matters
Real-world example: imagine Sarah, a marketing manager, who needs to run a segmented email campaign in Mailchimp but wants to use HubSpot CRM data. Without exporting her contact list properly, she risks missing key leads or duplicating records.
Here’s why exporting is essential for professionals like Sarah:
Data backup: Secure your contact lists outside the HubSpot ecosystem.
Integration with other tools: Move data to Excel, Google Sheets or Mailchimp.
Reporting and analytics: Create detailed offline reports for decision-making.
CRM migration: Transfer customer information when switching platforms.
Step-by-Step Guide: How to Export Contacts from HubSpot
This section provides a practical walkthrough for exporting your contacts accurately.
Step 1: Go to Your Contacts Dashboard
Log in to your HubSpot account.
Navigate to the Contacts section from the main menu.
Click Contacts > All Contacts to view your full list.
Real-world scenario: A sales rep named Ahmed uses this step weekly to review his leads before sending them to a third-party tool for lead scoring.
Step 2: Apply Filters (Optional but Recommended)
Before exporting, it’s best to narrow down your list. You can filter contacts by:
Lifecycle stage (Lead, Customer, Subscriber)
Deal status or activity
Creation date or owner
This ensures you’re only exporting relevant data not your entire CRM.
Step 3: Select the Contacts to Export
You can export:
All Contacts: Perfect for full backups.
Filtered Lists: Ideal for campaign-specific exports.
Single Contact View: For individual customer data transfers.
To select contacts, check the boxes beside each record or choose “Select All.”
Step 4: Click the Export Option
Once your contacts are selected, click the Export button located in the upper right corner of the contacts table.
A pop-up window appears asking for export format preferences.
Step 5: Choose Export Format
HubSpot allows you to export data in several formats, including:
CSV: Ideal for Excel or Google Sheets.
XLS: Directly opens in Microsoft Excel.
XLSX: Suitable for newer versions of Excel.
If you want to know how to export contacts from HubSpot to Excel, select CSV or XLSX for compatibility with most spreadsheet software.
Step 6: Select Properties to Include
HubSpot gives you two options:
All properties: Exports every field available in your CRM.
Selected properties: Exports only specific fields (e.g., name, email, company, phone).
For example, when Fatima from customer support exports contacts for renewal reminders, she only includes names, subscription dates, and account managers — no extra data.
Step 7: Confirm and Download
Click Export, and HubSpot will send you an email with the download link.
You can also download it directly from the notification in HubSpot.
The exported file is now ready to be opened in Excel or uploaded to other platforms.
How to Export Contacts from HubSpot to Mailchimp
If your goal is to sync contact lists with Mailchimp, here’s the easiest process:
Export your HubSpot contacts in CSV format (as shown above).
Log in to your Mailchimp account.
Go to Audience > All Contacts.
Click Import and choose CSV File Upload.
Upload the exported file from HubSpot and map fields correctly (email, first name, etc.).
Pro Tip: For advanced users, Mpire Solutions can help automate HubSpot–Mailchimp synchronization through custom HubSpot API integrations saving hours of manual work every week.
Common Problems When Exporting HubSpot Contacts
Even experienced HubSpot users sometimes face these issues:
Problem
Likely Cause
Solution
Export button greyed out
No export permissions
Ask your admin to grant export access.
Missing contact fields
Filters or limited property selection
Recheck export property settings.
Corrupted CSV file
Incomplete export or encoding issue
Re-export as UTF-8 CSV.
Duplicate contacts in Mailchimp
Repeated imports
Clean duplicates before import.
Advanced Tip: Automate Exports Using HubSpot Workflows
For businesses that regularly move data to external systems (like Excel or marketing platforms), manual exports can become repetitive. HubSpot allows automation through workflows or integrations that push contact data to external storage on a set schedule.
Mpire Solutions specializes in custom HubSpot automation and integration services, connecting your CRM to tools like Mailchimp, Google Sheets, and ERP systems without repetitive exports.
Best Practices to Keep Contact Data Clean
Always verify contact ownership before exporting.
Remove inactive or unsubscribed contacts to avoid bounces.
Maintain consistent field naming (e.g., “Phone Number” vs. “Mobile”).
Schedule periodic data reviews to ensure export accuracy.
Real-World Example: How a Small Business Saved Time
Ali, a small business owner, was manually exporting HubSpot contacts weekly to share with his marketing team. After implementing a custom integration built by Mpire Solutions, his contacts automatically synced to Google Sheets and Mailchimp every night. The result?
Learning how to export contacts from HubSpot is more than just a technical task; it’s about empowering your marketing, sales, and operations teams with accessible, accurate data.
By exporting correctly, using filters, and following best practices, you can ensure clean data movement across tools like Excel or Mailchimp.
And if you’re ready to move beyond manual exports, Mpire Solutions offers HubSpot services that automate contact syncing, improve CRM workflows, and help you get the most from your HubSpot investment.
FAQs
Open your HubSpot Contacts dashboard, click Export, select your preferred file type (CSV or XLSX), and then download your contact list instantly.
To export all contacts, go to your HubSpot dashboard → Contacts → Actions → Export. Select your desired export format either CSV or Excel to quickly download your full HubSpot contact list in one file.
Open the desired list in HubSpot, click Actions → Export, and select Microsoft Excel (.xlsx) as the file type. HubSpot will email you a download link once the export is ready.
Navigate to Contacts → Lists → Create List, then apply filters to include every contact or customize them based on specific conditions. Save the list to easily manage or export it later.
Yes, HubSpot allows mass emailing via its Marketing Hub. You can send personalized bulk emails, track engagement, and automate follow-ups based on recipient behavior.
I am a certified HubSpot Consultant, Full Stack Developer, and
Integration Specialist with over 15 years of experience successfully transforming
business-critical digital ecosystems. My expertise spans the entire software lifecycle,
ranging from high-performance web application development to managing large-scale
migrations, enterprise-grade CRM integrations, and secure compliance-driven solutions.
HubSpot Consulting Needs
