For businesses today, efficient data management is crucial. And Salesforce holds a wealth of valuable information. However, many professionals must export Salesforce data into Excel for more flexible analysis and reporting.
Excel’s flexibility allows for in-depth data exploration and quick report generation, making it a preferred choice for professionals across all industries.
In this guide, we’ll explore the significance of Salesforce data export, provide a step-by-step walkthrough on exporting reports, lists, and opportunities, and introduce Coefficient’s two-way Salesforce connector for Google Sheets or Excel if you’re interested in automating Salesforce data exports for free.
So let’s start!
Understanding Salesforce Data Export
Salesforce data export is a fundamental process of transferring Salesforce object data to external formats, often Excel or other spreadsheets like Google Sheets. However, when exporting data from Salesforce, you can only save it as a CSV file on your device.
While you can convert CSV files to Excel, understanding how to export data from Salesforce into Excel directly instead is pivotal for businesses seeking a more versatile and user-friendly environment to analyze, manipulate, and visualize their data.
But why is it so important?
There are several reasons, including:
- Comprehensive Data Analysis: Salesforce is a powerhouse of information containing crucial details about customers, leads, opportunities, and more. Exporting this data allows for a comprehensive analysis, enabling businesses to uncover patterns, trends, and insights that inform strategic decision-making.
- Customized Reporting: While Salesforce offers robust reporting tools, exporting data to Excel provides a more customizable and flexible reporting environment. Excel’s familiar interface empowers users to create tailored reports and dashboards that suit their analytical needs.
- Offline Accessibility: Exporting Salesforce data to Excel facilitates access to critical information offline. This is particularly valuable for professionals who must work on and store data analysis and reporting on the go.
- Enhanced Data Visualization: Excel’s robust visualization features allow users to create compelling charts, graphs, and pivot tables. This enhances the interpretability of Salesforce data, making communicating insights across teams and stakeholders easier.
While there’s no direct method to download a Salesforce report to Excel, you will need an additional tool. We also live in the era of automation, so Coefficient emerges as a powerful tool to simplify exporting Salesforce lists to Excel.
Coefficient is a Google Sheets add-on designed to streamline data workflows, allowing seamless integration between Salesforce and Excel. It’s an intuitive, no-code connector that makes it easier for users to push data back to Salesforce, ensuring a smooth and efficient data management experience.
How to Export a Report in Salesforce
Here’s how to export a report in Salesforce the simpler way inside the Salesforce user interface:
- 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.
- Authenticate Your Account
Click on ‘Export’ on the pop-up window for the Data Loader.
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.
Once done, relaunch the data loader tool. It will show ‘login successful’ this time.
Click on ‘Next’ to start the data export process.
- 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.
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.
- 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.’
Once the window returns to export, click ‘Next’ to proceed with the final steps.
- 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.’
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.
All of the core charts, metrics, and filters you need to monitor performance and grow your sales. Sync your live data in just a few clicks.
If you don’t wish to add any conditions, simply leave the section blank or click ‘Clear all conditions.’
- 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.
Exporting Salesforce Data to Excel
For the wider export of Salesforce data, like learning how to export opportunities from Salesforce to Excel, you’ll need an add-on to help you out.
Coefficient is one of the best integrations for any spreadsheet or CRM platform to streamline data sharing.
Here’s a step-by-step breakdown of how it works:
- Access Salesforce Objects: Open up the Coefficient extension in your spreadsheet, select ‘Import From’ -> Salesforce. You’ll be prompted to connect Salesforce.
- Select Records: Choose the records or reports you want to export to your spreadsheet.
Your import will automatically populate your spreadsheet. Here’s a quick walkthrough in Google Sheets; the process will be the same in Excel.
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.
- 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.
- 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.
- 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.
- 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.
- 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.
The seamless integration of Salesforce and your spreadsheet with Coefficient is a valuable ally, simplifying the export process and enhancing overall workflow. Along with Excel, Coefficient enables data export to Google Sheets and the ability to blend data with over 30 additional spreadsheet connectors seamlessly, ultimately driving informed decision-making and business success.
Take the first step by trying Coefficient for free toward streamlined data analysis and management!