Export CRM Data

Zoho CRM allows you to export and take a backup of all your CRM data in a few simple steps. The different export options available in Zoho CRM are:

• Export data
• Request CRM data backup

The Export Data feature allows you to export data (in CSV format) from individual CRM modules. After exporting the data, you can further validate or store the data in your own server(s).

The table below provides information on the availability of Export feature in various editions.

To export data from the modules (through Data Administration Tools)

1. Click Setup > Data Administration Tools > Export Data.
2. In the Export Data page, select the module from which you want to export data from the Select Module list.
3. Click Export.
   
4. In the dialog box, click Save File, and then click OK.
   The records will be exported and saved in .CSV format in your local disk.
   
   
   

The Request Data Backup feature allows you to take a complete backup of your CRM data.  Zoho CRM allows you to request for a data backup in two different ways:

• Manual
• Automatic

Data Backup Guidelines

• Only User(s) with Administrator privilege can request for data backup.
• On successful payment, data will be uploaded to the Secured Zoho CRM - File Server and a notification e-mail with the download link will be sent to the CRM Administrator.
• After receiving the notification e-mail, the CRM Administrator must sign in to their Zoho CRM account and download the data within 48 hours.
  

This method allows you to take a manual data backup, whenever required.

To request a Manual data backup

1. Sign in to your Zoho CRM account with the Administrator's privilege.
2. Click Setup > Data Administration Tools > Request Data Backup.
3. In the Request Data Backup page, click Manual, and then click Submit to enter your credit card information.
4. In the Credit Card information page, do the following:
1. Enter the Street Address and the Zip/Postal Code in the respective boxes.
2. Select the Country from the list.
3. Enter the State and the Phone number in the respective lists.
   
4. Select the Card Type from the list. (Visa, for example)
5. Enter the Card number and the Card verification number (CVV) in the respective boxes.
6. Select the date, month, and year from the Card expires on lists to specify the card expiry details.
7. Select the check box to agree to the terms of service, private policy, and anti-spam policy.
8. Click Update.
   Note, that the 'Update' button will be enabled only after you select the check box.
   Your request for manual data backup will be processed and a notification e-mail with the download link will be sent to your Email ID.

This method allows scheduling your data backup request at a specified time. The request is processed automatically by the system according to the User specified schedule.

To request an Automatic data backup

1. Sign in to your Zoho CRM account with the Administrator's privilege.
2. Click Setup > Data Administration Tools > Request Data Backup.
3. In the Request Data Backup page, click Automatic, and then click Submit.
   The system will display the No. of Export Request, Start Date, and Repeat Type fields.
4. Select the number of data backup requests from the No. of Export Request list.
5. Enter the Start Date, or select the date from the calendar displayed that you want to schedule for the data backup.
6. Select the option from the Repeat type list if you want to schedule the request to be repeated every week, month or year.
   
7. Click Submit.
   You will be prompted to enter your credit card information.
8. In the Credit Card information page, do the following:
1. Enter the Street Address and the Zip/Postal Code in the respective boxes.
2. Select the Country from the list.
3. Enter the State and the Phone number in the respective lists.
4. Select the Card Type from the list. (Visa, for example)
5. Enter the Card number and the Card verification number (CVV) in the respective boxes.
6. Select the date, month, and year from the Card expires on lists to specify the card expiry details.
7. Select the check box to agree to the terms of service, private policy, and anti-spam policy.
8. Click Update.
   Note, that the 'Update' button will be enabled only after you select the check box.
   Your request for automatic data backup will be will be scheduled and processed accordingly.

Note:

• You can select a maximum of 50 data backup requests.

File Format:
The exported CRM data will be in .CSV format, compressed in a single archived (*.ZIP) file. You can open the file in Text Editor or in spreadsheet program.

Listed below are the steps to open the CSV file in Microsoft Excel:

For Microsoft Excel 2007 users:

1. Open Microsoft Excel.
2. On the Data tab, select From Text, from the 'Get External Data' section.
3. In the Import Text File dialog box, select the exported CSV file, and then click Import.
4. In the Text Import wizard dialog box, specify the following:
   
   1. File type : Choose the file type as "Delimited"
   2. File Origin: Select the file origin as "Unicode(UTF-8)", and then click  Next
   3. Delimiters: Select the delimiter as "Comma", and then click Finish.
      You will be prompted to select the range of cells.
5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

For Microsoft Excel 2003 users:

1. Open Microsoft Excel.
2. Click the Data tab and select the option Import External Data.
3. In the Import Text File dialog-box, select the exported CSV file, and then click Import.
4. In the Text Import Wizard dialog box, specify the following:
   
   1. File type : Choose the file type as "Delimited"
   2. File Origin: Select the file origin as "Unicode(UTF-8)", and then click Next
   3. Delimiters: Select the delimiter as "Comma", and then click Finish.
      You will be prompted to select the range of cells.
5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

For Microsoft Excel 2002 / older:

1. Open the exported file in Microsoft Excel.
2. Save the file as Web Page Type.
3. Click Tools, and then select Options.
4. Select the General tab and click Web Options.
5. Select the Encoding tab and choose the file type as "Unicode (UTF-8)".
6. Click Ok and save the file in your local machine.