How to Export a Salesforce Report to Excel

Published: January 2, 2024 - 4 min read

Julian Alvarado

Salesforce report export involves extracting data for different purposes like system integration, data backup, etc. The process of exporting reports from Salesforce to Excel can be quite sophisticated, and not everyone may know how to navigate the tools and functionalities that facilitate this export. 

Knowing how to export data from Salesforce into Excel is vital for data analysis and reporting, and the ease of this process has many reasons. First, it encourages user adoption. When more people can export Salesforce report to Excel, they become more invested in data analysis, fostering a culture of data-informed decision-making. Also, simplifying this process saves more time, enabling users to focus on analyzing data. 

Salesforce and Excel integration offers various benefits like efficient reporting, data synchronization, streamlined processes, offline accessibility, etc. After reading this post, you will find it easier on how to download a Salesforce report to Excel. 

Why Export Salesforce Reports to Excel

Businesses benefit significantly from exporting Salesforce reports to Excel. Here’s why:

  • Creation of Custom Reports: Excel’s versatility allows for custom report creation, tailoring analysis to specific needs.
  • Data Manipulation: Excel’s functions like IF, CONCATENATE, and VLOOKUP streamline data analysis.
  • Offline Analysis and Accessibility: Exported data in Excel can be analyzed offline, ensuring constant access.
  • Ease of Collaboration and Sharing: Sharing Excel files enhances collaboration and informed decision-making.

Step-by-Step Guide to Exporting Salesforce Reports to Excel

Navigate to the Opportunity Data page in Salesforce and choose the ‘Export’ option.

Navigating to the Opportunity Data Page and Choosing the 'Export' Option in Salesforce

Select any of the Export View options and export the file to Excel. However, the file remains unconnected to Salesforce.

Selecting an Export View Option in Salesforce for Excel Export

Open the downloaded Salesforce report in Excel.

Opening the Downloaded Salesforce Report in Excel

Open Coefficient in Excel.

Launching Coefficient within Excel

Click ‘Import from…’

Clicking 'Import from…' in Coefficient on Excel

Select Salesforce from the drop-down options.

Selecting Salesforce from the Drop-Down Options in Coefficient

Select ‘From Existing Reports’

Choosing 'From Existing Reports' in Coefficien

Select the Salesforce report you downloaded earlier.

Selecting the Previously Downloaded Salesforce Report in Coefficient

Your Salesforce report will automatically appear in Excel! 

Salesforce Report Automatically Displayed in Excel via Coefficient

Troubleshooting Common Issues

Data Volume Restrictions

During the exportation of huge Salesforce reports to Excel, users may encounter data volume constraints, leading to partial exports. This can be corrected with the utilization of filters and segmentation.

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Before exporting, apply filters on Salesforce to reduce the data volume. You can segment the reports into subsets based on criteria like regions, record types, and date ranges. Then, export each segment separately to manage the data volume. 

Formatting Inconsistencies

Formatting irregularity between Salesforce and Excel can cause skewed data. Therefore, ensure the Salesforce data is consistently and correctly formatted. Generate and pre-format Excel templates to align with Salesforce data formats and types. 

Take note of Excel’s formatting restrictions and differences because they differ from Salesforce. Hence, adjust the formats when exporting to ensure consistency. 

Lost Calculations and Formulas

If there are complex calculations and formulas in Salesforce reports, they might be inaccurate when transferred to Excel. Instead of exporting complex Salesforce functions or formulas, recreate the formulas in Excel. 

Take note of the underlying logic in Salesforce and reproduce it in Excel to preserve the integrity of calculations. Another close alternative is to export the raw data without calculations and manually perform the vital calculations. 

API Limits and Performance

Users can hit Salesforce API limits when exporting large datasets to Excel, inducing performance issues. Hence, this can be solved by scheduling exports within off-peak hours. This may reduce the prospects of hitting API limits and ensure a seamless export process. 

Another solution is to apply incremental exports. Rather than exporting the complete dataset, perform incremental exports. This means the retrieval and exportation of data that has been modified since the latest export. Doing this reduces the load on Salesforce APIs and enhances overall performance. 

Advanced Tips and Tricks

  • Salesforce Data Export API: Automate and schedule exports for more control.
  • Power Query in Excel: Use Power Query for advanced data transformations.
  • Dynamic Filters in Excel: Apply filters in Excel for more flexible data analysis.
  • Data Validation Feature: Maintain data consistency with Excel’s data validation rules.

Conclusion

Exporting Salesforce reports to Excel improves performance and collaboration across teams. It enables the creation of custom reports, efficient data manipulation, and convenient offline analysis. 

To further streamline your data processes, get started with Coefficient for free.

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Julian Alvarado Content Marketing
Julian is a dynamic B2B marketer with 8+ years of experience creating full-funnel marketing journeys, leveraging an analytical background in biological sciences to examine customer needs.
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