How to Connect Salesforce to Excel

Salesforce provides go-to-market professionals with the data they need to optimize sales and marketing operations and drive more revenue.

Here’s the catch: Its native reporting capabilities aren’t always the easiest to use.

Fortunately, Salesforce Excel connectors make it easy to seamlessly integrate your data into your spreadsheet.

Read on to find out more about the best methods to link Salesforce CRM to Excel.

TLDR

  • Step 1:

     Find & Install Coefficient from File -> Add-ins in Excel

  • Step 2:

    Once installed, you will see a “Coefficient” tab at the top navigation bar.

  • Step 3:

    Click ‘Open Sidebar’ to launch Coefficient in Excel.

  • Step 4:

    Choose Import Data and select Salesforce as the data source.

  • Step 5:

    Specify your import’s Object fields by Selecting the Fields from window.

  • Step 6:

    Click Run to connect data directly between Salesforce to Excel.

  • Step 7:

    Automate updating your Salesforce data on Excel with auto-refreshes to avoid manual work.

Is There a Salesforce Excel Connector?

Salesforce does not provide a native “Salesforce Excel Connector” in the same way they offer native integration tools for other platforms.

However, several alternatives offer flexibility in integrating Salesforce data into Excel, catering to various needs and technical ability:

  • Third-party Tools and Add-ins: Solutions like Coefficient simplify the importation process, featuring user-friendly interfaces and automated data syncing. Ideal for seamless data analysis without extensive setup.
  • Manual Exports: Users can export Salesforce reports as CSV or XLSX files and open them in Excel. This quick solution is perfect for one-time analyses but doesn’t offer real-time data updates.
  • Salesforce API and VBA: For the tech-savvy, pairing the Salesforce API with Excel’s VBA customizes data queries and enables automation. This method delivers fresh, customized data directly into Excel sheets.
  • Power Query: Microsoft Power Query allows technical users to extract Salesforce data into Excel Desktop, facilitating data manipulation and allowing for scheduled updates.
  • ODBC Drivers: By establishing an ODBC data source for Salesforce, users adept in SQL can directly query Salesforce data from Excel, providing a potent tool for data manipulation.

How do I Link data from Salesforce to Excel? Top 3 Methods

There are several ways to integrate data from Salesforce to Excel.

Here, we will cover the three easiest ways: Coefficient, the XL-Connector, and Manually

Method 1: Coefficient

Coefficient is a no-code, two-way Salesforce Excel Connector trusted by over 300,000 go-to-market professionals and data analysts for live data analysis and reporting.

It’s by far the fastest and easiest way to connect Excel to Salesforce. Let’s walk through how it works.

To install Coefficient, open Excel from your desktop or in Office Online.

Click â€˜File’ > ‘Get Add-ins’ > ‘More Add-Ins.’

Type “Coefficient” in the search bar and click  â€˜Add.’

Coefficient in Microsoft Add-in marketplace

A pop-up will open up. Follow the prompts to complete the installation.

Installing Coefficient from Microsoft Add-in marketplace

Once finished, you will see a “Coefficient” tab at the top navigation bar.

Click ‘Open Sidebar’ to launch Coefficient.

Opening Coefficient Add-in from Excel

Now, you can connect Salesforce and Excel in a few clicks.

Select â€˜Import from…’

Image11

Scroll down until you find Salesforce in the menu.

Adding Salesforce data source to Excel using Coefficient Add-in

There are several ways to import data from Salesforce with Coefficient.

  1. Import from an existing report
  2. Import from objects and fields
  3. Import using SOQL

In this example, we’ll select ‘From Objects & Fields.’

Choosing 'From Objects & Fields' option for Salesforce data import to Excel in Coefficient

If this is your first time connecting to Salesforce, you’ll need to authorize Coefficient to access your data.

Salesforce and Coefficient Excel Add-in Authorization

Click ‘Authorize’ and follow the prompts to continue.

After you’ve granted Coefficient access to your Salesforce account, it will redirect you back to Excel to create your import.

Select an object from the menu and click â€˜Next.’

selecting account object in salesforce data source from coefficient excel add-in

Click â€˜Select Fields’ to reveal a list of fields to add to this import.

Selecting fields in Coefficient Salesforce Excel Connector

Select the fields you want to import by scrolling through the menu. You can also search for each in the menu.

Image23

After making your selections, click ‘Done Selecting Fields’ to continue.  

Note: You can add filters to your import as needed.  

Name your import and click ‘Import’ to continue.

Naming the salesforce excel import

Your Salesforce import will automatically populate in Excel.

imported salesforce data in excel using Coefficient add-in

The last step is to use Coefficient’s auto-refresh scheduler to automatically update your data. Simply choose your cadence (Hourly, Daily, or Weekly) and time – Coefficient will take care of the rest.

Image21

Method 2: Open Database Connectivity (ODBC) Drivers

Excel for Desktop users connect Salesforce to Excel by using an ODBC. In this example, we’ll use the Devart OBDC Driver for Salesforce on macOS..

Note: Ensure you have the necessary Salesforce login credentials and have configured the ODBC data source correctly to facilitate a smooth data import process.

First, open Excel, head to Excel > About Excel to check if your version is compatible with the Devart ODBC driver specifications.

Next, visit the Devart website and navigate to the ODBC Driver for Salesforce page.

Download the driver compatible with macOS, open the file, and follow the instructions through to completion.

odbc driver installation window

To configure the ODBC Data Source, go to your Mac’s System Preferences > ODBC Manager.

In the ODBC Data Source Administrator, under the “User DSN” or “System DSN” tab, click “Add” to create a new data source.

Creating a new data source for Salesforce in ODBC Data Source Administrator

Select the Devart ODBC Driver for Salesforce from the list and fill in your Salesforce connection details, including any necessary authentication tokens.

Salesforce connection details in Devart ODBC Driver setup

To connect Salesforce from Excel, open Excel from your desktop and go to the Data tab.

Select “Get Data” > “From Database” > “From ODBC.”

data import from Salesforce to Excel using "From ODBC" option

Choose the DSN you configured for Salesforce and enter any required login credentials.

Configuring Salesforce DSN and entering login credentials for ODBC in Excel

Select the tables or queries you want to import from the Navigator window. You can preview your data here and even edit it using Excel’s Query Editor.

Selecting tables or queries for Salesforce data import via Excel's Query Editor

Click “Load” to import your data directly into an Excel worksheet, or “Load To” for more specific placement options.

Loading Salesforce data directly into an Excel worksheet through ODBC connection

Cons

  • Salesforce-Specific: It’s tailored exclusively for Salesforce, limiting its use for organizations that need to integrate multiple data sources within Excel for broader analyses.
  • Setup Complexity: Advanced features might require a good grasp of Salesforce and Excel, posing challenges for non-technical users or those with limited time to learn the tool’s complexities.
  • Version Compatibility Concerns: XL-Connector’s functionality is closely tied to specific Excel versions, which may lead to challenges in maintaining compatibility and optimal performance across different Excel updates or installations.

Method 3: Manually Exporting

Another option is manually exporting your report from Salesforce and importing it into Excel.

To do so, navigate to the Reports tab in Salesforce.

Navigating to Salesforce's Reports tab for data export to Excel

Create or select the report you wish to export to Excel.

Creating or selecting a Salesforce report for export to Excel

Once the report is ready, click on ‘Export’ and choose the Excel format (e.g., .xls or .xlsx).

Open the downloaded Salesforce report in Excel to finish.

Cons:

  • Time and Effort: The need for exporting, possibly reformatting, and then importing data into Excel requires significant manual effort, especially with frequent updates.
  • Risk of Mistakes: Handling data manually increases the chance of errors during export, transformation, or import, potentially leading to inaccurate data and decisions based on outdated information.

The Best Salesforce Excel Connector? Coefficient

Get the most out of your Salesforce data by connecting it to Excel.

Coefficient provides the most seamless and hassle-free way to pull up Salesforce data into Excel with its intuitive UI and quick setup.

Try Coefficient for free today to try it out for yourself!

How to Set Up Salesforce Reporting Snapshots

Salesforce Reporting Snapshots are an essential tool for capturing and analyzing historical data, enabling you to understand trends and make informed decisions. Today, we’ll walk you through the straightforward steps to set up Salesforce Reporting Snapshots efficiently.

Prerequisites
Before diving in, ensure you have Salesforce access, and a basic grasp of reports and dashboards. Ready? Let’s jump in!

Step-by-Step Guide for Salesforce Reporting Snapshots

Step 1: Understanding Reporting Snapshots
First off, reporting snapshots allow you to preserve historical data from standard objects, providing insight into past performances, trends, and patterns.

Step 2: Navigate to the Setup Menu
Head to the setup menu and use the Quick Find box to search for “snapshots.” This is your gateway to creating new reporting snapshot.

Accessing the setup in Salesforce

Step 3: Create a New Reporting Snapshot
Click on “New Re porting Snapshot.” Here, you’ll base the snapshot on an existing report, like one detailing opportunities above $50,000 without a sales team.

Creating a new reporting snapshot in Salesforce

Step 4: Configure the Reporting Snapshot
Name your snapshot, which will auto-generate a unique name. Assign a running user—this will be you, especially crucial if you’re managing these decisions strategically, as a CEO, for instance.

Naming and configuring Salesforce reporting snapshot

Choose your source report and target object, ensuring the report is either tabular or summary to use in a snapshot.

Mapping fields between source report and target object in Salesforce

Step 5: Map Fields Between Source and Target
Select “Save and Edit Field Mappings.” Map the fields you wish to capture in your snapshot, like aligning “Amount” with “Amount” and “Close Date” with “Close Date.”

Choosing your source report and target object

Step 6: Schedule the Reporting Snapshot
Decide on the snapshot’s frequency—daily, weekly, or monthly. Set up the specific day for weekly runs, the start date, and the preferred start time (say, 2 am for minimal disruption)

Scheduling the frequency of Salesforce reporting snapshot

Best Practices and Tips

Consistency in Data Fields
Ensure consistency in the field mappings between the source report and the target object. This consistency is crucial for accurate trend analysis and tracking success metrics over time.

Regular Reviews and Adjustments
Reporting requirements may evolve as business goals change. Regularly review and adjust the reporting snapshots to ensure they stay aligned with your current business objectives.

Optimize Snapshot Scheduling
When setting the frequency of snapshots, consider the impact on system performance and the relevance of the data. For example, a snapshot related to quarterly revenue might only need a monthly schedule, whereas daily sales performance might benefit from daily snapshots.

Leverage High-Quality Reports as Sources
Quality in, quality out. Ensure the source reports are well-constructed and accurate. A snapshot is only as good as the report it’s based on.

Security and Privacy Considerations
When selecting the running user and mapping fields, be mindful of data security and privacy considerations. Ensure that sensitive data is handled according to your organization’s compliance standards.

Expanding Capabilities with Coefficient
Integrate Salesforce with Coefficient for an elevated analytics experience. Coefficient, with its robust integration capabilities, streamlines the process of merging Salesforce data with Google Sheets or Excel, offering unparalleled flexibility in customizing reports.

This tool not only augments the power of Salesforce Reporting Snapshots but also ensures your team, regardless of Salesforce licensing, stays informed with real-time updates through Slack and email notifications.

Benefits of Implementation

Implementing Salesforce reporting snapshots empowers your organization to keep a pulse on historical data, identifying trends and making data-driven decisions.

We hope this guide has illuminated the path to mastering Salesforce Reporting Snapshots in six simple steps. Don’t stop here; take action by exploring Coefficient’s solutions to elevate your Salesforce experience even further.

Get started here and unlock the potential of enhanced data analysis and reporting.

How to Export Data from Salesforce into Excel

Efficient data management is crucial. And Salesforce holds a wealth of value functionality to support it. However, many operators export Salesforce reports and data into Excel for more flexible analysis, reporting, and sharing.

In this guide, we’ll provide a step-by-step walkthrough on exporting reports, objects, and fields into Excel and introduce Coefficient’s two-way Salesforce connector for Excel if you’re interested in automating Salesforce data exports and imports for free.

So let’s start!

TLDR

  • Step 1:

    In Excel, click File -> Add-ins.

  • Step 2:

    Search & Install Coefficient from Excel Add-ins.

  • Step 3:

    Once installed, you will see a “Coefficient” tab at the top navigation bar.

  • Step 4:

    Click ‘Open Sidebar’ to launch Coefficient in Excel.

  • Step 5:

    Click Import Data from the Coefficient sidebar, then select Salesforce as your data source.

  • Step 6:

    Specify your import’s Object fields by clicking Select Fields.

  • Step 7:

    Click Run to start exporting data directly from Salesforce to Excel.

Method 1: Coefficient, a free, no-code option to export Salesforce reports and data

To support a wider spectrum of Salesforce export options, like learning how to export opportunities from Salesforce to Excel or previously built reports in Salesforce, you’ll need an add-on to help you out. 

Coefficient is one of Salesforce AppExchange’s top-rate connectors for Salesforce and spreadsheets.

Here’s a step-by-step breakdown of how it works:

  1. Install Coefficient: Get started for free by installing Coefficient for Excel.
  1. Access Salesforce data: Open up the Coefficient extension in your spreadsheet, select ‘Import From’ -> Salesforce. You’ll be prompted to connect Salesforce.
  1. Select your import type (Reports, Object/Fields, or SOQL): Choose the data or report you want to export to your spreadsheet within a simple WYSIWYG sidebar app.

Your import will automatically populate into a new tab in your spreadsheet. And, you’ll have the option to keep your import on a refresh schedule hourly, daily, or weekly. Here’s a quick walkthrough in Google Sheets; the process will be the same in Excel.

Method 2: Manually in Salesforce

Here’s how to export a report in Salesforce from inside the Salesforce user interface. This option requires more technical chops and familiarity with SOQL.

  1. Install and Launch Data Loader

Access Salesforce’s built-in Data Loader tool. You can install it separately within the Salesforce ecosystem. Once installed, double-click on the Data Loader icon to launch the application.

Launching Salesforce Data Loader tool for data export.
  1. Authenticate Your Account

Click on ‘Export’ on the pop-up window for the Data Loader. 

Clicking on ‘Export’ in the Salesforce Data Loader pop-up window.

It will automatically connect to your logged-in Salesforce account and prompt you to authenticate in several steps. Follow the directions for authentication using your Salesforce account. 

Salesforce Data Loader connecting and prompting for account authentication.

Once done, relaunch the data loader tool. It will show ‘login successful’ this time.

Relaunching the Data Loader tool displaying ‘login successful’ message.

Click on ‘Next’ to start the data export process.

  1. Select Data Objects

The next step is to select which object you need the data from. The drop-down list will show several options, e.g., accounts, Leads, and Opportunities. Select the object that holds your data to export.

Selecting the desired data object from a drop-down list in Salesforce, such as accounts, leads, or opportunities.

If you can not find the object category you need, Click on the ‘Show all Salesforce objects’ checkbox. A complete list will appear in the drop-down menu, including your custom abject categories or unnamed categories.

Clicking on ‘Show all Salesforce objects’ to display a complete list of available data objects, including custom and unnamed categories.
  1. Choose Target Location

In the same window, at the bottom, Click on ‘Browse’ to select the target location for the extraction of your CSV file.

A new pop-up window will appear. Select the folder where you wish to store your exported file and click ‘Save.’

Choosing target location for Salesforce data export.

Once the window returns to export, click ‘Next’ to proceed with the final steps.

  1. Edit Query or Condition 

You can edit your SOQL query for extraction and add conditions to sort and filter out data before saving your CSV file. In the Query drop-down list, you can select a range of fields you want to keep in your export file. 

You can choose selective fields manually or click ‘Select all fields.’

choose selective fields manually or click ‘Select all fields.’

In the conditions section, you can create where clauses for your query. You can add fields, operations, and values to specify the data you want to export. 

For example, to only get Leads from LA, you can fill in Fields: City, Operation: Equals, Value: LA. The resulting data will consist of only what qualifies for this condition.

editing your query

If you don’t wish to add any conditions, simply leave the section blank or click ‘Clear all conditions.’

  1. Save the File 

Once you finish the last step, navigate and click on the ‘Finish’ button.

That’s all! The final window will show how many extractions went into your CSV file based on your criteria. You can also view your file by clicking on ‘View Extraction’ here.

Salesforce Data Export: Best Practices and Tips 

Efficient Salesforce data export is not only about the process itself but also about ensuring data integrity, security, and usability. 

Implementing best practices and tips in your data export strategy will provide a seamless, error-free experience.

  1. Choose Appropriate File Formats

Before exporting data, ensure compatibility between Salesforce and Excel file formats. Choose file formats that preserve data integrity and formatting. Consider using CSV (Comma-Separated Values) for straightforward data transfer within the Salesforce interface for simple data backup.

  1. Maintain Data Integrity

Verify the accuracy of your data during and after the export process. Ensure that data relationships, such as parent-child connections, are maintained. Regularly check for duplicate records and discrepancies to prevent data corruption.

  1. Automate Data Updates

Leverage Coefficient’s automation capabilities to schedule regular data updates. By automating the export process, you reduce the risk of human error, ensure data is consistently up-to-date, and free up valuable time for more strategic tasks.

  1. Implement Data Filters

When exporting specific datasets, utilize Salesforce’s filtering options. Narrow your export to relevant records by applying filters based on criteria such as date ranges, record types, or custom fields. This enhances data relevance and reduces the volume of exported data.

  1. Backup Your Data

Before initiating any significant data export, back up your Salesforce data. This precautionary measure ensures that you have a secure copy of your data to fall back on even in the event of unexpected issues or errors during the export process.

Export Salesforce Data to Multiple Fronts with Coefficient!

By following this comprehensive guide on how to export Salesforce list to Excel, you can scale your business with the tools and knowledge necessary to harness the full potential of your data, lists, reports, and opportunities.

Take the first step by trying Coefficient for free toward streamlined imports and exports from Salesforce to Excel.

How Can I Open a Large Salesforce Export

Struggling to view all your Salesforce data? Salesforce’s limit on displaying report rows can be a real pain, especially when you’re dealing with extensive datasets.

If you’ve ever found yourself wanting to analyze or edit more than 2,000 records from your Salesforce reports, you’re in the right place. This guide will walk you through the steps to export and manage large Salesforce data sets with ease, transforming what seems like a daunting task into a straightforward process.

Understanding Salesforce Export Limits

First off, it’s crucial to understand why you’re hitting this roadblock. Salesforce has a display limit that only allows up to 2,000 rows to be viewed directly from the platform’s report view.

This limitation ensures platform performance and stability but can be a hurdle when you need to work with large data sets.

Prepping Your Salesforce Report for Export

Before you dive into exporting, you need to prepare your report. Ensure your report is configured to display all the data you need, keeping in mind the types of data you’ll be analyzing or editing once exported.

Step-by-Step Guide to Exporting Your Report

Navigating the Export Process

Once your report is ready, locate the ‘Export’ button. This option is typically found near the ‘Edit’ button within your report view.

Salesforce provides a straightforward way to export your data, ensuring you can access your entire dataset without being capped by the viewing limit.

Locating the 'Export' button in Salesforce report view to begin exporting large datasets.

Choosing Your Export Format

When prompted, select Excel as your export format. This choice is popular among Salesforce users due to Excel’s flexibility and powerful data manipulation features.

Click ‘Export’ to initiate the download of your report file.

Selecting Excel as the preferred format for Salesforce report data export for enhanced data manipulation.

Handling Your Large Salesforce Export in Excel

Upon downloading your report, open the file in Excel. Here, you’ll notice all your records are present, surpassing the 2,000 record viewing limit enforced by Salesforce.

Scrolling down to the bottom, you can see the total count matches the expected number of records, confirming that you now have access to your full dataset.

Opening a large Salesforce data export in Excel, showing access to full dataset beyond the 2,000 record limit.

Tips for Managing and Analyzing Large Data Sets in Excel

  • Utilize filtering and conditional formatting to navigate through your data efficiently.
  • Use pivot tables to summarize and analyze specific data segments.
  • Consider breaking down large datasets into manageable chunks by splitting your data into multiple sheets if necessary.

Using Coefficient to Simplify Data Management

While exporting and managing your data in Excel is a solid solution, consider elevating your Salesforce data management experience with Coefficient.

As a highly acclaimed 5-star rated tool on AppExchange, Coefficient offers seamless integration with both Google Sheets and Excel, allowing you to effortlessly import, analyze, and report your Salesforce data.

With features like real-time data refreshes, automatic data import, and direct updates from spreadsheets, Coefficient streamlines complex processes into user-friendly operations, empowering your team to stay ahead with timely insights.

Conclusion

Exporting large Salesforce reports and managing them in Excel might seem daunting, but it’s an achievable task with the right steps. By following this guide, you can bypass Salesforce’s display limitations, gaining full access to your valuable data.

For an even more streamlined experience, consider exploring Coefficient’s powerful integration solutions, designed to revolutionize your Salesforce strategy and elevate your data management processes.

Get started for free today!

How to Import Leads in Salesforce

Efficiently managing leads is crucial in today’s business landscape, and Salesforce is a key tool in this process.

However, many businesses face challenges in utilizing Salesforce for optimal lead management. 

This blog aims to tackle these issues, offering clear, actionable strategies for organizing and converting leads within Salesforce. Learn how to fully leverage Salesforce’s CRM capabilities to streamline your lead management and drive business growth.

Understanding the Basics

Leads are the default objects created when your database receives new contact information. 

They refer to prospective customers who might be interested in your products or services but have not become paying customers. By employing diverse engagement strategies, sales teams often aim to convert leads into customers. 

Importing leads, manually or automatically, requires meticulous attention and precision because it is a key element in building sales and marketing strategies. It ensures the data is accurate, clean, and reliable, making it crucial for effective communication. 

Knowing how to import leads into Salesforce enables marketing and sales teams to target the right audience with relevant and custom-made campaigns. This leads to higher engagement and conversion rates. 

Preparing Your Data for Import

Before importing leads into Salesforce, choose the right format. Salesforce supports CSV, Excel, and ZIP files, and even CSV data from Outlook. 

Here’s how to ensure your data is import-ready:

  • Eliminate Duplicates: Clean your source data to avoid duplicates in Salesforce.
  • Data Cleanup: Address errors, replace missing values, and aggregate your data on a master spreadsheet.
  • Automation: For regular imports, consider automating the process in Salesforce.

Step-by-Step Guide to Import Leads in Salesforce

Struggling to import leads? Here’s a detailed guide on how to upload leads into Salesforce.

  1. On the Leads home page, Navigate to Setup > Data Import Wizard
Accessing the Data Import Wizard in Salesforce

Click on Launch Wizard. 

launching import wizard from the salesforce menu
  1. Click Leads > Add New Records > Fill in the specified fields

Select the lead file format to upload.

Uploading CSV File for Leads Import

Click Next after uploading from your computer.

  1. Salesforce auto-maps your file to existing fields. Edit these mappings if necessary. Click Next.
Field Mapping during Salesforce Import
  1. On the ‘Review and Start Import’ page, verify your information and click ‘Start Import’.
Starting the Import Process in Salesforce
  1. Go back to the Setup page to view the details of the data load job.
Viewing the details of the load job in salesforce
  1. View the result, download the CSV file, and check for any errors.
View the result, download the CSV file, and check for any errors.
  1. Refresh the Leads home page to see your newly imported leads.
Viewing Newly Imported Leads in Salesforce

Common Mistakes and Troubleshooting

  • Mismatched Fields: Validate field mappings before import.
  • Duplicate Data: Use Salesforce’s tools to remove duplicates.
  • Incorrect Data Types: Match your data types with Salesforce fields.
  • Missing Required Fields: Fill in all necessary fields in your datasets.

Import Leads in Salesforce: Use Cases

Using imported leads for sales strategies requires a strategic approach to improve engagement and convert them into customers.

  • Segmentation: Create segmented lists with the imported data using criteria like income, geography, industry, etc. Ensure that marketing and sales campaigns are tailored for each segment.
  • Personalized outreach: Strong relationships with leads and customers can be facilitated with personalized outreach. This can be achieved by creating dynamic content, custom-made email campaigns, customer journey mapping, personalized follow-ups, etc. 
  • Lead Nurturing: Lead Nurturing is essential for fostering relationships with prospective customers and guiding them through the sales funnel. Salesforce can store and analyze leads’ data, and the information can be used to personalize content in nurturing campaigns. Create triggers in Salesforce to respond to leads’ activities and ensure proper alignment between the marketing and sales teams on Salesforce. 
  • Regular Optimization: Sales strategies can be improved over time when you optimize your sales approach. This can be achieved with regular data analysis, A/B Testing, Performance Metrics Tracking, User Feedback Integration, etc. 

Advanced Importing

Mastering Salesforce custom report types is crucial for any business aiming to harness the full potential of its data. These custom reports provide invaluable insights, aiding in more informed decisions and efficient operations.

To take your Salesforce data management skills to the next level, try Coefficient, rated 5-stars on AppExchange. With Coefficient, you can import leads, or any other type of data, into Salesforce manually, or on a schedule. See it in action just below, then get started today to transform how you interact with your Salesforce data.

Common Methods to Export and Import Salesforce Data

Do you want to shorten your long-winded Salesforce data export and import processes?

We’re here to help you.

When you’re done reading this guide, you’ll have actionable tips to streamline your data export and import processes so you don’t spend countless hours inputting and updating data.

Top 3 methods to export and import Salesforce data

There are several ways to export and import data into your Salesforce account, including using built-in tools and third-party data connectors for Salesforce. However, in this guide, we’ll focus on the three common ways to export and import your Salesforce data.

  1. Native Salesforce Data Management – Import Wizard & Data Export Service
  2. Coefficient – Top-rated data automation solution for Salesforce imports and exports
  3. Dataloader.io – Third-party data loading app

TLDR

  • Step 1:

    Get Started by installing Coefficient Add-on for Google Sheets or Excel

  • Step 2:

    Launch Coefficient from Extensions Menu.

  • Step 3:

    Click Import Data from the Coefficient sidebar, then select Salesforce as your data source.

  • Step 4:

    Select the Salesforce account you want to connect and click Connect.

  • Step 5:

    Specify your import’s Object fields by clicking Select Fields

  • Step 6:

    Click on Import to start pull data from Salesforce into your spreadsheet.

  • Step 7:

    Set an auto-refresh schedule hourly, daily, or weekly. This automates updating your Salesforce data on Google Sheets or Excel when your source data changes.

Video Walkthrough: How Export Data from Google Sheets to Salesforce

Method 1: Salesforce native data management functionality

Salesforce has two native features that allows its users to export and import data: the Salesforce data import wizard and Salesforce data export service.

A. Export Salesforce Data using Import Wizard

To import using Salesforce data import wizard, follow these steps.

Step 1: Prepare your file for import

In our example, we’ll show you how to import leads into Salesforce. 

To prepare your file for import, be sure to:

  • Clean your import file for consistency and accuracy, such as deleting unnecessary details, enforcing name conventions, updating the info, removing duplicates, and correcting any spelling errors.
  • Change any configurations necessary to ensure successful Salesforce import. For instance, you may need to add new values to your picklists, make new custom fields, or temporarily deactivate some workflow rules.
  • Compare your import file’s data fields with the Salesforce fields you’re importing into to verify and ensure your data gets mapped into the right fields.

After preparing your import data, save it as a CSV file.

Step 2: Launch the Salesforce Data Import Wizard

Click the Setup icon on the Salesforce interface, type in “Data Import Wizard” in the Quick Find search box, and select Data Import Wizard

The search box from Salesforce showing the data import wizard integration
Use Salesforce’s search box to find the Data Import Wizard integration.

Review the Salesforce field names in your import file to ensure they match the standard Salesforce field names by clicking the View a list of Salesforce data fields link. 

Reminders from Salesforce before you import data
Follow the data import reminders before you begin importing.

Click Launch Wizard! and choose the data to import. Under Standard Objects, click Leads. Other options under this tab include, Solutions, Accounts, Contacts, and Campaign Members. 

Specify if you want to update your existing Salesforce records, add new records, or perform both simultaneously. 

The Salesforce interface for data imports
These are the fields you need to set up for data imports.

Select matching and other required criteria and upload the file where your data is located. 

Drag and drop your CSV lead import file in the space provided or choose from the data source options, specify the character encoding method, and select your file. 

Salesforce interface for uploading CSV files
Uploading your CSV file to Salesforce is easy.

Click Next when you’re done. 

Step 3: Map your import file data fields to Salesforce data fields

The data import wizard will automatically map as many data fields to Salesforce standard data fields as possible. If it can’t, you’ll need to do it manually since unmapped fields won’t be imported to Salesforce. 

Salesforce will mark your unmapped fields. Click Map under the Edit column to change and map the fields to an existing Salesforce field.

Salesforce interface for edit mapping
The edit mapping interface is intuitive and easy to set up.

In our example, you’ll need to change the unmapped field by selecting Map and choosing the First Name in the Salesforce standard list fields.

Changing your unmapped field in Salesforce
Change your unmapped field.

You can also change the automatic mappings performed by Salesforce by clicking Change under the Edit column beside the field you want to modify.

After reviewing your import information, you can go back to the previous steps to change unmapped data and ensure all the information is correct. Click Start Import.

B. Export Salesforce Data using in-built Data Export

Follow the steps below to export data from Salesforce via the data export service. 

Step 1: Navigate to the Data Export option on Salesforce

On the Salesforce interface, navigate to Setup and enter Data Export in the search box. 

Salesforce search box with Data Export
Find Data Export by using the search box.

Choose Export Now, which prepares your data for export immediately, or select Schedule Export, which lets you schedule your file exporting to weekly or monthly intervals.

Step 2: Choose the types of information to export

Choose your preferred encoding for your export file.

Click the box beside Replace carriage returns with spaces, so your export files have spaces instead of line breaks or returns. This is useful for importing and for other integrations.

Several fields for data export setup
Set up details on the data export setup page.

Select the types of info you want to include in your export. If you’re not familiar with Apex API names, choose Include all data and click Start Export.

Multiple options for data export
Select which type of information to include in your export.

Step 3: Schedule your export

Configure your export schedule by setting the frequency, start and end dates, and the time.  

Choose your data export frequency
Choose the frequency and preferred start time of your data export.

Click Save when you’re done (or Start Export if you’re not scheduling, but instead exporting your Salesforce files immediately).

You’ll receive an email from Salesforce when your zip archive of CSV files is ready. Large exports are usually broken into multiple files, and you can download the zip files from the link within the email.

Want to learn how to export leads from Salesforce quickly? Open your report, click the dropdown arrow beside the Edit button, and select Export

Export leads from Salesforce
Export leads from Salesforce easily.

Choose your export view, click Export, and you’ll instantly get a downloaded CSV or .xlsx spreadsheet file.

Two export views
Salesforce presents two export view options.

Pros

  • The Salesforce data import wizard and export data service are native Salesforce tools. This means you won’t need to install third-party apps for your Salesforce data export and import. 

Cons

  • Both methods are tedious and time-consuming since you’ll need to set up your data import and export manually. What’s more, whenever you want to update the data on your Spreadsheets, you’d have to repeat the import/export process every time.
  • You might also need to map some of your data if Salesforce fails to do it automatically, which can be cumbersome and labor-intensive. 
  • Your exported files in zip format will only be available for 48 hours upon exporting and will be deleted afterwards. 
  • You can only import up to 60,000 records at a time. Also, all the objects for importing must be supported by the Wizard. The process is not fully automated since you’ll need to set your data importing manually.

Method 2. Coefficient

Out of the three methods presented, Coefficient is the best option to export and import Salesforce data from Google Sheets and Excel, especially for businesses dealing with massive data volumes with a simple six step process that’d take 2-3 minutes. Companies like Klaviyo reclaimed two months worth of manual operations work using Coefficient.

Coefficient’s solution makes building your dashboards and reports effortless and analyzing data a breeze since it gets updated in real time, let alone automatically. In fact, you can give a Google Sheets Salesforce dashboard template a try in just a few clicks.

For instance, if you want to export Salesforce data and import it into Google Sheets, simply open a new Google Sheets file and launch the Coefficient Data Connector Add-on.

Note: You can follow the same steps in Excel as well after installing the Coefficient for Salesforce Excel Add-in.
Click
Import Data, select Salesforce as your data source, and choose whether to import from reports, objects or specific fields, or a custom SOQL query.

import-data-from-salesforce
Coefficient lets you choose from several data sources.

After authorizing the connection, your data instantly exports from Salesforce to your Google Sheets file.
You can add and remove data fields as you go along, so you only work with the data you need without repeating the exporting process.

Coefficient also auto-refreshes your exported data on Google Sheets, so you never have to build the same analysis or keep exporting your file every time your Salesforce data changes or gets updated. 

schedule-salesforce-data-imports
Schedule your data imports in Coefficient easily.

Schedule live data refreshes hourly, daily, or weekly by setting the frequency, day, and time in the Scheduled Run option. This ensures your data is always accurate and up-to-date.

Coefficient’s powerful features make your Salesforce data exporting (and importing) quick, easy, automated, and completely effortless, bolstering your data workflows and analysis.

Pros

  • Coefficient is uber-easy to set up and install and you can get it up and running in seconds. 
  • It’s a powerful tool that requires little to no effort when exporting and importing your Salesforce data. 
  • Build once and refresh forever with auto-refresh schedules to ensure you always work with the latest and most accurate data.  
  • You can use AI to build custom SOQL queries.
  • Coefficient supports multiple data source integrations to your spreadsheet like Hubspot, Stripe, Quickbooks for advanced data analysis.
  • No object data mapping and manual query building required since Coefficient works instantly and on the fly as soon as you set up your data source connections. 
  • Upserts and writebacks are native to the Coefficient app

Cons

  • Coefficient has a free plan which is limited, but it offers affordable pricing plans.  

Method 3. Dataloader.io

Dataloader.io is a third-party data loader app for Salesforce that lets you import and export your data in bulk.

It allows you to update, insert, export, import, upsert, and delete your Salesforce records for standard and custom objects with ease. 

In our example on importing Salesforce contacts, we’ll use the Upsert operation. That means we’ll create a new record or update an existing one. We’ll also enable email notifications so reports are automatically sent when the import is complete. 

We’ll also show how you can schedule daily imports, so your CSV file gets imported to your Salesforce account automatically.

Step 1: Select your Salesforce connection, operation, and object type

After installing and logging into Dataloader.io, select New Task, then Import.

In this example, we’ll use the default connection. Select Upsert, then search for the object type you want to import (in this case, Contacts), and click Next

 Connection and object stage
Use Dataloader.io to import data in bulk.
Image source: dataloader.io.

Step 2: Choose a CSV file

Dataloader.io offers direct connectivity to File Transfer Protocol (FTP), Secure FTP, Dropbox, and Box. Select where your CSV file is stored for uploading.

Multiple sources for files to be uploaded
Select your file source.
Image source: dataloader.io.

You can also configure a third system, such as Database or another Salesforce instance (the server your Salesforce organization lives on), to upload the CSV file in the same location automatically.

This allows Dataloader.io to automatically import your up-to-date data from their data sources directly into Salesforce.

Step 3: Define the mapping

Dataloader.io automatically inputs your data into the matching Salesforce fields: First name, Last name, Email, and Phone.

Modify Email to map to a Contact ID and configure a Lookup via email to set the email address as a unique identifier.

Select the check box on the left side of Insert as new if no match is found and click Next

Contact upsert section
Set up your contact ID.
Image source: dataloader.io.

Step 4: Schedule importing task

Set a schedule in the Summary page so Dataloader.io automatically performs the import task into Salesforce with your defined mapping configurations daily (or hourly, weekly, monthly). 

Import-data-to-salesforce
Schedule your data imports.
Image source: dataloader.io.

Select bulk API for faster importing and enable the Send me the results via email option to get automatic email reports every time the task runs. You can also configure the advanced settings based on your preferences. 

Click Save and Run once you’re done. Your new records should be uploaded instantly to Salesforce and existing records should be updated.

The general steps to export data from Salesforce using Dataloader.io include creating an export task, selecting your connection and object, building your custom query, then saving and running your task. 

The tricky part is the custom query building aspect of the process since you need to understand SOQL well to review and ensure you’re asking your query properly.

The Dataloader.io data exporting feature also lets you use its SOQL Query editor to write your custom queries. 

Pros

  • The app’s interface is easy to navigate and understand.
  • It automatically translates the query into SOQL as you select your preferred object fields to build your query. 
  • Cons
  • While Dataloader.io offers essential automation features for exporting and importing, setting these up can still take up your time.
  • You need to build your query when exporting, which can be complicated and confusing if you don’t know a lot about object fields and types and what they are specifically, including SOQL. 
  • You can access basic Salesforce data importing and exporting features with Dataloader.io’s free version. However, you need the paid plans to get a bigger file size limit and schedule more than one task and email notifications (among others).

How to bulk update records in Salesforce?

Salesforce offers a Writeback Object node feature to update, create, or upsert your Salesforce org records with transformed data.

Several fields for Writeback Object
Set up your Writeback Object node.
Image source: Salesforce.com.

Salesforce lets you create a maximum of five Writeback Object nodes within a Data Processing Engine definition. This allows you to write back your transformed data to custom or standard objects, updating them in bulk. There are a few tools out there that can help with writing back to Salesforce, however, Coefficient takes the cake with its writeback feature for Salesforce. 

import-data-to-salesforce-via-one-click-push
Update your Salesforce data in bulk through Google Sheets using Coefficient.

Open your Spreadsheet file, and from the Coefficient window, select Push to Salesforce, select your preferred action, and you can update bulk Salesforce from Google Sheets quickly and easily.

This is a huge time- and energy-saver since it only takes a few clicks (and seconds) to do bulk Salesforce record updating. 

Conclusion

We hope you feel enabled to choose the best-suited Salesforce export and import option to leverage the right tools for your organization that automate and streamline data handling, sharing, and analysis.

The more efficiently you can move and sync your data, the better its quality. This can help revolutionize your company’s Salesforce adoption, boosting your ability to generate accurate dashboards and reports.

Ultimately, seamless Salesforce data importing and exporting amplifies your data flow, allowing you to derive insights effectively and efficiently.

Try Coefficient for free today!

How to Connect Salesforce to Google Sheets

Salesforce offers a treasure trove of data you can use to optimize your sales and marketing operations.

But there’s a catch. It’s not always easy to make the most of your Salesforce data from the platform alone.

The good news is you can connect Salesforce with Google Sheets, allowing you to pull and manipulate your SFDC data easily using the various familiar spreadsheet tools and functions.

Read on to find out more about the best methods to link Salesforce CRM to Google Sheets.

VIDEO: How to Connect Salesforce to Google Sheets in Clicks

Can You Connect Salesforce to Google Sheets?

Linking your Salesforce data with Google Sheets involves several methods.

You can select specific Salesforce objects and reports, download them as a CSV, XLXS, or XLS file, and open them on Google Sheets to export your data.

An easier method is to use a data connector app, which simplifies and even automates some parts of pulling up Salesforce data into a Google spreadsheet.

However, the best method is the one that facilitates your preference and business needs and, in turn, streamlines connecting Salesforce to Google Sheets for you.

Ultimately, you’re better off choosing an intuitive tool that lets you automate Salesforce to Google Sheets integration. This allows for seamless and quick data linking, requiring minimal training and with as few usability errors as possible.

Common Ways to Sync Salesforce and Google Sheets

Let’s dive into the two best options for linking Google Sheets to Salesforce, including the pros and cons of each method.

Method 1. Coefficient Pros & Cons

Pros

  • Offers a clean, simple interface for a bi-directional sync with Salesforce and Google Sheets
  • Allows you to set up automated notifications to Slack or email when your data changes
  • Lets you set up Salesforce data retrieval on Google Sheets on a schedule
  • Supports auto data snapshotting on a schedule to power historical trending reports
  • Allows you to import your Salesforce data directly into a pivot table
  • Integrates with many business systems using only one add-on
  • Has an around the clock support team available by clicking on the chat icon right within your spreadsheet extension
  • Offers a free plan
  • Offers pre-built Salesforce dashboards
  • 4.9/5 star rating on AppExchange and Google Marketplace

Cons

  • Not a big-name publisher such as Google Cloud

Coefficient is a powerful app that offers simple, easy-to-understand functionalities for pulling up datasets from your data sources, platforms, and other channels into Google Sheets.

Coefficient’s Salesforce connector has an intuitive UI that allows you to connect your Salesforce account and import data to your Google spreadsheet almost instantly with a few clicks.

Step 1: Get started free here in just a few clicks. You’ll sign up with your email, click on the blue install button, and accept the prompts.

Step 2: Click Add-ons on the Google Sheets menu, select Coefficient, then click Launch.

Step 3: Click Import From and Choose Salesforce from the list of Coefficient’s supported data sources and platforms.

You can either import Salesforce data from reports, objects, or through SQL, but we’ll use Import from report for this example.

Select a report, preferably something from the Recent reports or All reports tabs. You can also use the search bar to find reports quickly. After choosing a report, click Import Report.

Your report should populate your Google spreadsheet within a few seconds. You can also schedule your data to auto-refresh after running an import.

Step 4: Configure when to refresh data – hourly, daily, or weekly, and click Yes, refresh. You’ll also have the opportunity to refresh your data at any time using the Refresh button at the top of your import.

You’ll be directed to an extended import menu where you can easily make additional changes and rerun the report.

Step 5: Now, we’ll try to import a Salesforce report in Google Sheets using the Import from objects function. This time, select the second option from the dropdown menu as highlighted below.

You can search and choose any object, but let’s pick Contact for this example. Click Next once you’ve made your selection.

Step 6: Choose the fields you’d like to see in your report.

Coefficient also lets you enable Pivot Mode so you can automatically generate a pivot table of your reports, making it easy to analyze your data through category groupings.

You can also add filters. For example, you can try filtering for contacts located in the state of California, those that are missing email or phone numbers, active contacts, the list goes on.

Step 7: Once you’re happy with your setup, name your import and click Import.

The sample dataset below shows how a finished import would look like. You can easily adjust the criteria and re-run the import at any time without extra hassle.

Step 8: Enable automatic updates or snapshots of your report by re-opening the import you created and expanding the Refresh Schedule section.

You can configure and set your schedule and Snapshot frequency using the available options.

Additionally, if you want to perform analyses or use your Salesforce data with other datasets from another platform, re-open the Coefficient sidebar and choose a new data source to import into Google Sheets.

You can find many ways to combine data from Salesforce and other platforms in both Google Sheets or Excel. You can find all of our pre-built spreadsheet integration here.

Coefficient provides one of the easiest ways to get data from Salesforce and sync it with Google Sheets.

Setting it up is a no-brainer, allowing even non-technical users to pull Salesforce data into Google Sheets, conduct analyses, create visualizations, and other data manipulation purposes on the fly.

The process leaves little to no room for error because, unlike manual data importing, you won’t need to map object fields — the Coefficient app does the heavy lifting for you.

Another advantage of using Coefficient is it lets you set notifications that automatically trigger an email or Slack message when your import data on the spreadsheet updates.

Just enter the email addresses of your recipients for email alerts or link the Slack channels to where the notifications would be sent.

For instance, an email alert or Slack message is sent as soon as a new row gets added to your spreadsheet.

Alert types are based on your preferences or you can select from Coefficient’s recommended notifications. Set the frequency as soon as it happens or at a specific time.

With this feature, you can easily keep track of any data changes and stay on top of your Salesforce data analyses, reports, and dashboards with minimum effort on your part.

Method 2. Data Connector for Salesforce Pros & Cons

Another nifty way to link your Salesforce data with Google Sheets is via a data connector. We outline the steps below, including the pros and cons of using this method.

Pros

  • Lets you create, read, update, and delete data in Salesforce from Google Sheets
  • Allows you to retrieve data on a schedule
  • Most apps are created and updated by a big-name publisher
  • Totally free
  • 4/5 star rating

Cons

  • 2000 row limit
  • Limited or no support
  • Only works with Salesforce; you’ll need separate add-ons to link other data sources to Google Sheets
  • No data snapshotting functionality
  • No cloud pivot tables
  • Lack of frequent updates and fixes

Data connector for Salesforce is a Google add-on that you can download from the Workspace Marketplace.

The app is simple, providing essential functions, such as importing a report and adding, updating, and deleting data within Salesforce.

Data connector for Salesforce is quite utilitarian. As such, other tools stand on the other side of the spectrum, catering to a niche of needs and providing a fairly complex tool at a not-so-low cost.

Step 1: Head to the top menu bar on Google Sheets and click Add-ons.

You will be taken to the Google Workspace Marketplace. Type in “Data Connector for Salesforce” in the search bar and select the add-on.

Go over the terms of service and click Allow.

The Data connector for Salesforce appears as a sidebar on the right-hand side of the Google Sheets interface.

Step 2: Select the Salesforce environment (usually Production), and click the Authorize button at the bottom.

You should see a menu showing the Reports and Import options.

Step 3: Select Reports as your operation.

For this tutorial, we will choose a recently run report, the first option: Contact Data Quality Score. You can select the current sheet or create a new page.

Step 4: Once you’re done with your selection, import the report by clicking the blue button at the bottom of the menu.

Your import will look similar to this one (depending on the report you chose).

Step 5: Now, let’s use the Import option.

Choose a source object. We’ll use Contact for this example to match the results with the previous exercise.

Step 6: Choose the fields you’d like to include in your import by clicking each one. When you’re done, the confirmation screen will appear, and then click Next.

Verify the criteria established for this import. You can also choose filtering conditions accordingly.

Step 7: Run the report by clicking the blue button at the bottom of the Data connector for Salesforce sidebar menu.

Your import report should look something like this.

Data Connector is free and from a trusted source, but it is somewhat clunky and not very accessible. The UI is monotonous and lacks good user experience practices.

It’s easy to get lost or make an error, and the options it provides are also pretty basic. This would be better suited for tech users or admins as opposed to business users.

If you want to set up snapshots using the Data Connector tool, you’ll need to configure this by creating a time-triggered script. The script copies the import sheet’s data into a new sheet (and renames it with a timestamp).

Another option is to use another add-on to perform the spreadsheet snapshotting for you.

Importing data from another platform, such as Looker, Google Analytics, or MySQL, is also not available. In this case, you’ll need to either import the data manually or use another add-on to load your data.

Why connect Salesforce to Google Sheets?

Salesforce offers a lot of data configuration options, allowing you to analyze and generate reports to gain valuable data insights. This can even make reporting in the Salesforce admin space a specialty of its own.

However, Salesforce reporting can get complex for non-technical users across your company. This often makes it challenging for them to get the exact data and insights they need from Salesforce’s reporting and dashboard tools. (That’s why we love pre-built Salesforce Google Sheets templates.)

Additionally, users might need to apply many changes to your data at once. While Salesforce offers some tools for updating records en masse, it doesn’t work for all fields in the User Interface (UI).

This poses a few challenges since you’re not likely to give all your business users access to the Salesforce Data Loader.

Also, data changes may require a more formulaic approach to updates. For instance, “If the amount is more than $60,000 and less than $260,000 do x unless the Industry is ‘Government’”. Salesforce simply doesn’t have a good solution for this, which adds to the complexity for non-technical users.

Pulling up your Salesforce data to Google Sheets makes reporting, creating charts and dashboards, and other analyses a lot easier, especially for non-Salesforce not-so-savvy users.

With Google Sheets, you can manipulate your Salesforce data beyond using the built-in features, merge information, utilize its functions, and create reports in an environment that your users are more familiar with.

Benefits of Connecting Google Sheets to Salesforce Now

Get the most out of your Salesforce data by connecting it to Google Sheets.

It would help you make sense of your Salesforce data much faster and more easily because of Google Sheets’ familiar functions and tools. Extracting valuable insight to optimize your sales and marketing operations has never been this simple!

Supercharge connecting Salesforce to Google Sheets by leveraging the power of Coefficient.

Coefficient provides the most seamless and hassle-free way to pull up Salesforce data into Google Sheets, even allowing you to automate updates of your imported dataset.

With Coefficient, you get a great user experience, intuitive UI, quick setup, and fast operation, saving you tons of valuable time and money.

Try Coefficient for free today!