You can export Contact, Company, or Opportunity data from your list views, up to 15,000 records at a time. The steps are the same for all three. In the Exporter, you choose which data and which records to export, the file type, and the format options.
How do I export records from a list view?
You select Export in the top right corner of the list view, answer the questions in the Exporter panel, and then select Start Export. The steps are the same in the Contacts, Companies, and Opportunities views.
Open the list view for the records you want to export, such as your Contacts view.
Select the Export button in the top right corner of the screen. The Exporter panel opens.
Under What data would you like to export?, choose Current View or All Columns.
Under What would you like to export?, choose All Records, Selected Records, or Current Filter. If you choose Selected Records, select the records in the list. You can do this before or after you open the Exporter.
Under What file type would you like to export to?, choose Comma-Separated, Microsoft Excel 2016, or Microsoft Excel 2019+.
Under Format Options, select the options you want.
Select Start Export at the top of the panel.
Select the information icon next to a question to see more about it.
How do I export Companies and Opportunities?
You export them the same way as Contacts. Open the Companies or Opportunities view instead, and follow the same steps.
Open the Companies view or the Opportunities view. [Verify: the names of the views, since your other articles call the tab Jobs.]
Select Export in the top right corner of the screen.
Answer the questions in the Exporter, choose a file type, and select Start Export.
The columns in the file depend on the record type and on your view. A Companies export has Company fields, and an Opportunities export has Opportunity fields. Break out address fields into separate columns applies to any address on the records you export.
💡 Pro Tip: To export only the Companies or Opportunities you care about, filter the view first, and then use Current Filter. The file contains only what you see.
What do the export questions mean?
The Exporter asks two questions, and your answers decide what ends up in the file. The first question decides the columns, and the second question decides the records.
Question | Choice | What it exports |
What data would you like to export? | Current View | Only the columns that are in your current view. |
| All Columns | Every column available for the record type. |
What would you like to export? | All Records | All the records in the list. |
| Selected Records | Only the records you selected. The number next to it shows how many you selected, such as Selected Records (3), and it updates as you select. |
| Current Filter | The records that match your current list, filter, or search. |
Current View and Current Filter are selected by default. Select the information icon next to a question to see more about it.
Which combination should I choose?
You combine one answer from each question. These are the most common combinations:
I want to export... | Choose these |
What I see on my screen, in the columns I see | Current View and Current Filter |
Every record in the list, with every column | All Columns and All Records |
Only the records I selected, with every column | All Columns and Selected Records |
Only the records I selected, in the columns I see | Current View and Selected Records |
💡 Pro Tip: To export only some of your records, select them in the list. Selected Records shows how many you selected, such as Selected Records (3), and the count updates as you select, even when the Exporter is already open.
Which file types can I export to?
You can export to a Comma-Separated file, Microsoft Excel 2016, or Microsoft Excel 2019+. Comma-Separated is selected by default.
File type | What you get |
Comma-Separated | A CSV file that opens in Excel and other spreadsheet and data tools. |
Microsoft Excel 2016 | An Excel file for Excel 2016. |
Microsoft Excel 2019+ | An Excel file for Excel 2019 and later. |
What are the Format Options?
You can add three options to the file.
Break out address fields into separate columns (Line 1, City, State, etc.): Adds separate columns for each part of the address, such as City, State, and Zip Code.
Include a link URL with each record: Adds a column with a link to the record in Crelate.
Include Id with each record: Adds a column with the record’s Id.
💡 Pro Tip: Select Include a link URL with each record when you want to open a record from your spreadsheet. Select the link in the column, and Crelate opens the record.
How many records can I export?
You can export up to 15,000 records at one time from a list view, and up to 10,000 records from Search.
To export more, narrow your view and export in batches, or use Exporting Your Database for a full backup.
How do I change which columns are exported?
You change your view before you export. With Current View selected under What data would you like to export?, the file has the columns that are in your view. To add or remove columns, see Customizing and Modifying Column Display.
💡 Pro Tip: Set up a view with only the columns you need, and then choose Current View. Your export has fewer columns to clean up, and the file is smaller.
Where else can I export data in Crelate?
What you want to export | Where to read about it |
Your entire database | |
A report, a chart, or a report page | |
A dashboard page, such as Recruiting, Sales, or Business Development | |
A Job dashboard | |
Placement relationships and splits for commissions | |
Time cards | |
Billable Items for QuickBooks | |
Tags | |
Other Settings grids, such as Tag Categories, Email Templates, Privacy Requests, Users, and Manage Duplicates | Exporting from Settings |
Troubleshooting
Why does my export have fewer records than I expected?
Current Filter exports only the records that match your current list, filter, or search. Choose All Records to export every record in the list, up to 15,000.
Why does my export have fewer columns than I expected?
Current View exports only the columns that are in your view. Choose All Columns to export every column.
Why does my export have no records when I choose Selected Records?
No records are selected in the list, so Selected Records shows (0). Select the records in the list. The count updates, even with the Exporter open. Then select Start Export.
Why does my export stop at 15,000 records?
A list view exports up to 15,000 records at one time, and Search exports up to 10,000. Narrow your list and export in batches, or use Exporting Your Database for a full backup.
Why is my address in one column?
Select Break out address fields into separate columns under Format Options before you start the export.
Why does my Companies or Opportunities export have different columns than my Contacts export?
Each record type has its own fields. The file contains the columns from your current view for that record type.
What to share if it still does not work: the view you exported from, your answers to the two questions, the file type, how many records you expected, and a screenshot of the Exporter panel.
Key takeaway
Select Export in the top right corner of a Contacts, Companies, or Opportunities view, choose the data and the records to export, choose a Comma-Separated, Microsoft Excel 2016, or Microsoft Excel 2019+ file, and then select Start Export. The steps are the same for all three record types. Format Options add separate address columns, a link to each record, and each record’s Id. You can export up to 15,000 records at one time from a list view. For a full backup, see Exporting Your Database.
What's Next?
Need a full database export? Or looking for other areas to export? Check out our content below!