How to Export Data from Salesforce into Excel 

Last Modified: March 19, 2024 - 7 min read

Hannah Recker

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. 

Why? 

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.

Exporting Salesforce Data to Excel (Free, No Code Option)

For the wider export of Salesforce data, 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 the best integrations for any spreadsheet or CRM platform to streamline data sharing.

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

  1. Install Coefficient: Install Coefficient into Google Sheets or Excel.
  1. Access Salesforce Objects: Open up the Coefficient extension in your spreadsheet, select ‘Import From’ -> Salesforce. You’ll be prompted to connect Salesforce.
  1. Select Records: Choose the records or reports you want to export to your spreadsheet within a simple WYSIWYG sidebar app.

Your import will automatically populate your spreadsheet. Here’s a quick walkthrough in Google Sheets; the process will be the same in Excel.

How to Export a Report in Salesforce (Manual, Technical Option) 

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.

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  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.

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!

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When did you last hit a blocker with native Salesforce reports? Find yourself manually exporting data to spreadsheets to make reports there? Or manually pushing data updates back to Salesforce?

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Hannah Recker Growth Marketer
Hannah Recker was a data-driven growth marketer before partying in the data became a thing. In her 12 years experience, she's become fascinated with the way data enablement amongst teams can truly make or break a business. This fascination drove her to taking a deep dive into the data industry over the past 4 years in her work at StreamSets and Coefficient.
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