Export CRM Data

TABLE OF CONTENTS  [Hide]

Export Data (Free)
Request CRM Data Backup
Manual data Backup
Automatic Data Backup
Related Links

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

Export Data (Free)

The Export Data link 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).

To export data from individual modules (through Data Administration Tool):

1. Click on Setup > Data Administration Tools > Export Data.
2. In the Export Data page, Select Module from the drop-down list.
3. Click on Export > Save file in your local machine.
   The records are saved as .CSV file.

Request CRM Data Backup

  ($ 10/ CRM Data Backup request)

The Request Data Backup link 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 notification email, with the download link will be sent to the CRM Administrator.
• After receiving the notificatioin email, CRM Administrator must log in to their Zoho CRM account and download the data within 48 hours.

Manual data Backup

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

To request a Manual data backup:

1. Log in to your Zoho CRM account with Administrator privilege.
2. Click on Setup > Data Administration Tools > Request Data Backup.
3. In the Request Data Backup page, click on Manual option.
4. Click on Submit and you will prompted to enter your credit card information.
5. In the Credit Card information page, enter the details in the corresponding fields .
6. Click on Update.
   Your request for manual data backup will be processed and a notification email with the download link will be sent to your Email ID.

Note:
You are prompted to enter your credit card information only for the first time. For further requests, the data backup fee ($10) gets automatically transacted from your credit card account.

Automatic Data Backup

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. Log in to your Zoho CRM account with Administrator privilege.
2. Click on Setup > Data Administration Tools > Request Data Backup.
3. In the Request Data Backup page, click on Automatic option and specify the following:
   
   • No. of requests: Select the number of data backup requests from the drop-down list.
   • Start Date: Specify the start date for the data backup schedule.
   • Repeat Type: You can schedule the request to be repeated for every week, month or year by selecting the correspondig options.
4. Click on Submit and you will be prompted to enter your credit card informations.
5. In the Credit Card information page, enter the details in the corresponding fields.
6. Click on Update.
   Your request for automatic data backup will be scheduled and will be processed accordingly.

Note:

• You can select a maximum of 50 data backup requests.
• You are prompted to enter your credit card information only for the first time. For further requests, the data backup fee ($10) gets automatically transacted from your credit card account.
  

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. Click on Data tab and select the option From Text.
3. In the Import Text File dialog-box, select the exported CSV file and click on Import.
4. In the Text Import wizard, specify the following:
   
   • File type : Choose the file type as "Delimited"
   • File Origin: Select the file origin as 'Unicode(UTF-8)" and click Next
   • Delimiters: Select the demiliter as "Comma" and click Finish.
     You will be prompted to select 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 on Data tab and select the option Import External Data.
3. In the Import Text File dialog-box, select the exported CSV file and click on Import.
4. In the Text Import wizard, specify the following:
   
   • File type : Choose the file type as "Delimited"
   • File Origin: Select the file origin as "Unicode(UTF-8)" and click Next
   • Delimiters: Select the demiliter as "Comma" and click Finish.
     You will be prompted to select 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 on Tools and select Options.
4. Select the General tab and click on 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. 

Related Links