How to Export Data from Salesforce: A Comprehensive Guide

Your marketing director needs a complete export of all leads generated in Q3 for an upcoming board presentation. Your sales ops team is trying to analyze opportunity data in Excel but can’t figure out how to get the right fields. Meanwhile, your IT department is scrambling to create a backup before a major system update this weekend.

All these scenarios share one critical need: getting data out of Salesforce quickly and accurately. But when you search for solutions, you’re bombarded with conflicting advice about which export method to use. Should you use Data Export Service? Data Loader? Reports? Something else entirely?

What seems like a simple task quickly becomes overwhelming as you discover the maze of options, each with different limitations, prerequisites, and use cases. Choose wrong, and you might miss critical data, hit API limits, or create files too large to open.

The truth is that exporting data from Salesforce isn’t just about clicking an “Export” button. It’s about understanding which method matches your specific needs, knowing the technical limitations of each approach, and implementing the right process to ensure you get complete, usable data every time.

This comprehensive guide walks you through every Salesforce export method available, from basic built-in tools to advanced techniques. You’ll learn exactly when to use each option, how to avoid common pitfalls, and how to build reliable export processes that deliver the data you need, when you need it.

Understanding Your Data Before Exporting

Assessing Data Types and Volumes

Before diving into any export method, take a moment to understand what you’re actually trying to export. This preliminary assessment saves hours of frustration later.

Start by identifying exactly which objects you need. Are you exporting standard objects like Accounts and Contacts, or custom objects unique to your organization? Each object type may require different export approaches, especially when dealing with custom objects that have complex relationships.

Next, estimate your data volume. Salesforce organizations can range from a few thousand records to millions, and volume directly impacts which export method will work best:

• Small exports (under 10,000 records): Almost any export method will work efficiently
• Medium exports (10,000-100,000 records): Consider Data Loader or specialized tools
• Large exports (over 100,000 records): Require careful planning and possibly batch processing

Finally, identify any special content types. Standard text fields export easily, but attachments, Chatter posts, and rich content fields require special handling. If your export needs to include files or documents attached to records, you’ll need to use methods that specifically support attachment export.

Preparing Data for Export

Clean data leads to successful exports. Before starting any export, take these preparatory steps:

1. Verify permissions: Ensure you have the necessary object-level permissions to view and export the data you need
2. Clean up unnecessary records: Consider archiving or deleting obsolete data before export to reduce file size
3. Identify required fields: Make a list of exactly which fields you need to include in your export
4. Check relationships: Understand how related objects connect if you need to preserve relationships in your export

This preparation phase often reveals potential issues before they become problems. For instance, you might discover that certain users don’t have access to fields you need to include, or that your organization has field-level security preventing export of sensitive information.

Methods for Exporting Data from Salesforce

Using Salesforce Data Export Service

The Data Export Service is Salesforce’s built-in tool for creating comprehensive backups of your entire organization’s data. It’s accessible directly through Setup and requires no additional software installation.

Step-by-step Guide

1. Navigate to Setup in your Salesforce organization
2. In the Quick Find box, search for “Data Export“
3. Select Data Export from the results
4. Choose either Export Now (for immediate export) or Schedule Export (for recurring exports)
5. Configure your export settings:
   • Select data encoding (UTF-8 recommended for most users)
   • Choose whether to include images, documents, and attachments
   • Decide whether to replace carriage returns with spaces
   • Select whether to export all data or specific objects
6. Click Start Export or Save (for scheduled exports)
7. Wait for the export to complete (this can take minutes to hours depending on data volume)
8. When complete, you’ll receive an email with download links to your export files
9. Download all ZIP files within 48 hours (they expire after this period)

Pros and Cons

Pros:

• No software installation required
• Supports scheduled, recurring exports
• Includes attachments and special content
• Creates comprehensive backups of your entire organization

Cons:

• Limited frequency (weekly for Enterprise/Unlimited, monthly for Professional)
• No filtering capability – exports entire objects
• Export files available for only 48 hours
• Large organizations receive multiple ZIP files that must be managed

The Data Export Service works best for creating complete backups or when you need to export attachments. It’s less suitable for targeted exports of specific records or when you need immediate results.

Exporting Data with Salesforce Data Loader

Data Loader is Salesforce’s client application for importing and exporting data. Unlike the Data Export Service, it runs on your local computer and offers precise control over which records and fields to export.

Step-by-step Guide

1. Download and install Data Loader from Salesforce
2. Launch Data Loader and log in to your Salesforce organization
3. Select Export from the initial screen
4. Choose the object you want to export from the dropdown list
5. Specify where to save the exported CSV file
6. Create a SOQL query to define which fields and records to export:
   • Basic query example: SELECT Id, Name, Industry FROM Account
   • Filtered query example: SELECT Id, Name, Email FROM Contact WHERE CreatedDate > 2023-01-01T00:00:00Z
7. Click Next to preview the data that will be exported
8. Click Finish to start the export
9. When complete, Data Loader will show a success message with the number of records exported

How to export attachments from Salesforce using Data Loader

Exporting attachments requires a special approach:

1. In Data Loader, select the Attachment object for export
2. Create a query that includes the Body field: SELECT Id, Name, ParentId, Body FROM Attachment
3. Optionally filter by ParentId to get attachments for specific records
4. Complete the export as normal
5. The resulting file will contain Base64-encoded attachment data that requires decoding to restore the original files

For most users, the Data Export Service provides an easier way to export attachments, as it packages them in a more readily usable format.

Pros and Cons

Pros:

• Precise control over which records and fields to export
• Supports filtering with SOQL queries
• Handles large data volumes (up to 5 million records)
• Can be automated via command line

Cons:

• Requires software installation
• Learning curve for SOQL query syntax
• Limited support for attachments
• No built-in scheduling capability

Data Loader is ideal when you need specific subsets of data or when working with large volumes that would be unwieldy to filter after export.

How to Export Data from Salesforce to Excel

Exporting Salesforce data to Excel is one of the most common requirements, especially for analysis and reporting. There are several approaches, each with different capabilities.

Using Report Export

The simplest way to get Salesforce data into Excel is through report exports:

1. Navigate to the Reports tab in Salesforce
2. Open an existing report or create a new one with the data you need
3. Click Export (in Lightning) or the Export Details button (in Classic)
4. Select Excel Format (.xlsx) or Comma Separated Values (.csv)
5. For detailed data without formatting, choose Details Only export type
6. Click Export to download the file
7. Open the downloaded file in Excel

This method is perfect for business users who already use reports and need quick exports without technical complexity. For more advanced Excel integration, check out how to export Salesforce reports to Excel for detailed techniques.

How to export data using Apex

For developers, Apex provides programmatic ways to export data:

1. Create an Apex class that queries the desired data
2. Format the data as CSV within the Apex code
3. Generate a downloadable file using the ContentVersion object
4. Create a Visualforce page or Lightning component to trigger the download

This approach requires development skills but offers complete customization of the export process. It’s particularly useful for complex data transformations or when you need to embed export functionality directly in custom Salesforce pages.

Export Data from Salesforce Using Dataloader.io

Dataloader.io is a popular third-party alternative to Salesforce’s native Data Loader, offering a web-based interface with no software installation required.

Step-by-step Guide

1. Visit dataloader.io and log in with your Salesforce credentials
2. Click New Task and select Export
3. Choose the Salesforce object you want to export
4. Select fields to include in your export
5. Add filters to limit which records are exported (optional)
6. Choose your export destination (download, cloud storage, or email)
7. Run the task immediately or schedule it for later
8. When complete, download your export file or access it at your chosen destination

Pros and Cons

Pros:

• Web-based interface with no installation required
• User-friendly field selection without SOQL knowledge
• Built-in scheduling capabilities
• Direct export to cloud storage services

Cons:

• Free version has limitations on record counts
• Less powerful for complex queries than native Data Loader
• Requires granting access to your Salesforce data
• May have performance issues with very large exports

Dataloader.io is excellent for users who need regular exports without the technical complexity of SOQL queries or command-line operations.

Exporting Data with Workbench

Workbench is a free, web-based tool provided by Salesforce that offers powerful data manipulation capabilities, including exports.

How to export data from Workbench in Salesforce

1. Visit workbench.developerforce.com
2. Log in with your Salesforce credentials
3. Accept the terms of service
4. Navigate to Queries > SOQL Query
5. Select an object from the dropdown or write a custom SOQL query
6. If using the object selector, choose fields to include
7. Add filter conditions as needed
8. Click Query to execute
9. When results appear, click Export and select your preferred format (CSV, XML, or JSON)
10. Download the exported file

Workbench is particularly valuable for developers and admins who need to test SOQL queries before implementing them in Data Loader or code. It provides immediate feedback on query results and supports complex queries that might be difficult to construct in other tools.

Additional Export Considerations

Understanding Salesforce Data Export Limits

Salesforce imposes various limits on data exports that can impact your approach:

• API Request Limits: Each Salesforce organization has daily API request limits based on their edition and license types
• Export Frequency Limits: Data Export Service allows weekly exports for Enterprise/Unlimited and monthly exports for Professional Edition
• File Size Limits: Individual export files are limited to 512MB, with larger exports split across multiple files
• Report Export Limits: Reports can export up to 2,000 rows in formatted exports or up to the limits of your spreadsheet application for unformatted exports
• Concurrent Export Limits: Only one Data Export Service job can run at a time per organization

Understanding these limits helps you plan exports that won’t fail midway through or hit unexpected barriers. For large organizations, these limits often necessitate breaking exports into smaller batches or using specialized tools that optimize API usage.

Troubleshooting Common Issues

Why is my Salesforce data export taking a long time?

Export duration depends on several factors:

• Data Volume: Large amounts of data naturally take longer to process
• Salesforce Server Load: Exports run slower during peak usage times
• Inclusion of Attachments: Including files and attachments significantly increases processing time
• Complex Relationships: Exports involving many related objects take longer to process
• Network Speed: Download times depend on your internet connection

To improve export speed, try scheduling exports during off-peak hours (nights and weekends), exclude attachments if they’re not needed, and break large exports into smaller, more focused operations.

How often should I back up my Salesforce data?

Backup frequency depends on your business needs and data change rate:

• High-change environments with critical data: Weekly backups (or daily using custom solutions)
• Moderate-change environments: Weekly to bi-weekly backups
• Low-change environments: Monthly backups may be sufficient

Additionally, always perform an ad-hoc backup before major system changes, data migrations, or complex automation deployments. This provides a restoration point if something goes wrong.

Remember that Salesforce’s own backup and recovery services are limited, and creating proper reports in Salesforce doesn’t replace a comprehensive backup strategy.

Best Practices for Data Export from Salesforce

Ensuring Data Integrity and Security

Exported data requires the same security considerations as data within Salesforce:

• Restrict Access: Limit who can perform exports and access exported files
• Secure Storage: Store export files in secure locations with appropriate access controls
• Encrypt Sensitive Data: Consider encrypting exports containing PII or confidential information
• Implement Retention Policies: Don’t keep exports longer than necessary
• Audit Export Activity: Track who is exporting data and why

Remember that once data leaves Salesforce, it’s no longer protected by Salesforce’s security controls. Your organization becomes fully responsible for protecting that data according to relevant regulations and policies.

Scheduling Regular Exports

Consistent, scheduled exports ensure data availability when needed:

• Document Your Process: Create clear documentation of what is exported, when, and where it’s stored
• Assign Responsibility: Designate specific team members responsible for verifying exports complete successfully
• Test Restoration: Periodically test that exported data can be successfully restored if needed
• Monitor Export Sizes: Watch for unexpected changes in export volume that might indicate data issues
• Rotate Export Files: Implement a rotation system for backup files to maintain history while managing storage

Automated, scheduled exports remove the human element from backup processes, ensuring they happen consistently even during busy periods or staff transitions.

Conclusion

Exporting data from Salesforce doesn’t have to be complicated once you understand the available methods and match them to your specific needs. Whether you’re creating comprehensive backups, analyzing data in Excel, or integrating with external systems, Salesforce provides multiple paths to get your data where you need it.

For simple, one-time exports to Excel, report exports offer the quickest solution. For regular backups, the Data Export Service provides scheduled exports with minimal setup. When you need precise control over which records and fields to export, Data Loader or Workbench give you the filtering capabilities you need.

Remember that successful exports start with understanding your data and planning your approach. Take time to assess what you’re exporting, choose the right tool for the job, and implement security measures to protect your data outside of Salesforce.

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