Data Protection Centre/Salesforce/Export Data from Salesforce: A Complete Guide for IT Admins

Categories

In this article

  • Salesforce Data Export Service
  • Salesforce Data Loader
  • Dataloader.io
  • Report Export
  • Excel Original Interface
  • Limitations
  • Salesforce data export using third-party backup solutions

Export Data from Salesforce: A Complete Guide for IT Admins

20 Apr 2023
8 min read
Anju George

Salesforce is the world’s leading enterprise software company that provides Customer Relationship Management (CRM) services to over 150,000 businesses globally. Given the large amount of data that is stored in Salesforce, it is the responsibility of IT administrators to ensure that data is stored securely in the cloud so that business data is always available. Even though Salesforce is a secure platform, data loss due to human error is inevitable. Here is an extract from Salesforce documentation highlighting the importance of backing up your Salesforce data.

Even with the best of intentions, users and administrators have been in situations where they have either deleted large amounts of data or have modified records, only to later realize that a mistake was made. With tools like the data loader, it is very easy to mass delete or update records and a simple mistake in your source file or field mapping could spell disaster for your data. It is recommended that you keep a regular backup of your data and to do a manual point-in-time backup before you proceed with any major data project within your org.

While Salesforce recommends using third-party cloud backup solutions, more than 30% of businesses still rely on Salesforce Data Export Service or similar tools to back up their Salesforce data. This article explores the various options available to export Salesforce data, and its limitations as a backup solution.

Salesforce data export

*All the steps and screenshots used in the article are corresponding to Salesforce Lightning experience. (Since its launch in 2015, Salesforce has been actively promoting Lightning experience over Salesforce Classic, encouraging all Classic users to switch to Lightning)

1. Export data from Salesforce using Salesforce Data Export Service

Also known as Data Export Wizard, this is a native Salesforce functionality that allows you to perform manual or scheduled exports of your data on a weekly (once every 7 days) or monthly (once every 29 days) basis. The data is exported as a set of comma-separated values (CSV) files. You will receive an email with the download link once the zip file(s) is ready.

1.1. Required editions and user permissions

Available in both Salesforce Classic (not available in all orgs) and Lightning Experience 

For weekly export: Enterprise, Performance, and Unlimited Editions 
For monthly export: All editions, except for Database.com 

User permissions needed: 

To export data: Weekly Data Export 

Note: Users with the “Weekly Data Export” permission can view all exported data and all custom objects and fields in the Export Service page. This permission is granted by default only to the System Administrator profile because it enables wide visibility.

1.2. How to export data from Salesforce using Salesforce Data Export Service

To export data using Data Export Service, follow the below steps:
  • Step 1: Go to Setup, enter “Data Export” in the Quick Find box, and select Data Export.

salesforce data export service - setup

salesforce data export service - select
  • Step 2: Click Export Now or Schedule Export

    • The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export. 

    • The Schedule Export option allows you to schedule the export process weekly or monthly. 

Salesforce data export service: schedule export
  • Step 3: Choose the preferred export settings and click Start Export (if you chose Export Now in Step 2) or Save (if you chose Schedule Export in Step 2).

salesforce data export - choose export settings
You will receive an email with the download link when your zip archive of CSV files is ready. The export files are also available on the same page for 48 hours, after which they are deleted. Large exports are usually broken into multiple files.

Note:

  • Including special content in the export increases data export processing time. 
  • If you want to have spaces instead of carriage returns or line breaks in your export files, select Replace carriage returns with spaces. This selection is useful if you plan to use your export files for importing or other integrations. 

  • When you have to select the types of data to include in your export under the option Exported Data, keep the following in mind: 

- Formula (derived) and roll-up summary fields are always excluded from exports. 
-If your org uses divisions, data from all divisions is included in the export. 
-If your org uses person accounts and you are exporting accounts, all account fields are included in the account data. 
-If your org uses person accounts and you are exporting contacts, person account records are included in the contact data. However, the contact data only includes the fields shared by contacts and person accounts. 

-The Include all data option selects all objects for export at the time the checkbox is selected. For a recurring scheduled export, be sure to reselect the Include all data option to include newly created objects. (Source: https://help.salesforce.com/s/articleView?id=sf.admin_exportdata.htm&type=5

1.3. Pros of exporting data using Salesforce Data Export Service

  • Available out of the box; no need to install any third-party app since it is a native Salesforce tool

  • Relatively quick and easy to use for small Salesforce environments

1.4. Cons of exporting data using Salesforce Data Export Service

  • Tedious and time-consuming since export has to be set up manually. Every time you update your Salesforce records, you will have to repeat the export process.

  • There is no option to select specific records to be exported. All the records of a particular object will be exported, thus increasing the size of the export.

  • There is no option to select specific fields to be exported. All the fields of a selected object will be exported.

  • The exported files will only be available for 48 hours after the email has been sent and will be deleted afterwards. 

  • Heavy Salesforce traffic can delay export delivery. Sometimes, your first request will still be in the queue when your next request is made, as specified in the Salesforce Help page.

  • The Weekly Export can only run once a week, not daily or hourly. This means you will lose up to seven days' worth of data- that was changed or deleted in between backups.

Check out our comprehensive guide comparing all the Salesforce backup vendors in 2023.

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2. Export data from Salesforce using Salesforce Data Loader

Data loader is a client application developed by Salesforce that needs to be installed separately. The application allows you to perform mass data operations like import, export, update, or delete in Salesforce. It can be operated either through the user interface or by generating the command line. The latter option is useful if you want to automate the data export process or integrate to another system through API. Learn more about Data Loader.

2.1. Required editions and user permissions

Available in both Salesforce Classic (not available in all orgs) and Lightning Experience 

Available in: Enterprise, Performance, Unlimited, and Developer editions 

User permissions needed: 

To access the page to download Data Loader: Modify All Data 
To export records: Read on the records 
To export all records: Read on the records 

2.2. How to export data from Salesforce using Salesforce Data Loader

To export Salesforce data using Data Loader, follow the below steps:
  • Step 1: Go to Setup and search for Data Loader in the Quick Find box. Download the Data Loader installation file and install the application. See detailed steps on how to install Data Loader on Windows or macOS.

  • Step 2: Open the Data Loader. Click Export. If you also want to export archived activity records and soft-deleted records, click Export All instead.

  • Step 3: Enter your Salesforce username and password, and click Log in. When you are logged in, click Next.

Note: If your organization restricts IP addresses, logins from untrusted IPs are blocked until they are activated. Salesforce automatically sends you an activation email that you can use to log in. The email contains a security token that you need to add to the end of your password. For example, if your password is "example” and your security token is “1234567890”, you must enter example1234567890 to log in.

  • Step 4: Choose the object to be exported. If your object name is not listed, select Show all objects to see all the objects that you can access. The objects are listed by localized label name, with the developer name in parentheses. 

  • Step 5: Choose the CSV file to which the data needs to be exported. Click Next.

  • Step 6: From the list of fields of the given object, choose the ones that need to be exported. You also have the option to add conditions to filter the records. If you do not select any conditions, all the data to which you have read access will be exported. An SOQL query will be auto generated based on your selections. Click Finish. Select Yes to confirm the export process.

  • Step 7: To view the CSV file, click View Extraction. To open the CSV file in associated external program such as Microsoft Excel, click the button Open in external program.

Note: Data Loader does not support exporting attachments. Alternately, one can use the weekly export feature in the online application to export attachments.

2.3. Pros of exporting data using Salesforce Data Loader

  • Provides support for large files with up to 5 million records compared to Data Export Service which allows only up to 50,000 records.

  • The user interface is easy to navigate and understand. It automatically translates the query into SOQL as you select your preferred object fields to build your query. 

  •  In addition to the easy-to-use UI, Data Loader also provides an alternate command-line interface for automated batch operations (Windows only).

  • Provides support for all objects, including custom objects.

  • Provides detailed success and error log files in CSV format.

  • Integrates easily with the Salesforce platform and can be used by multiple team members.

2.4. Cons of exporting data using Salesforce Data Loader

  • Needs to be installed separately on your system.

  • Does not support exporting attachments.

  • Data Loader can only produce output in CSV formats.

  • It takes multiple steps to complete the migration, taking a lot of time.

  • There is difficulty in creating object relationships automatically.

2.5. Salesforce Data Export Wizard vs Data Loader

The following are the key differences between Data Export Wizard and Data Loader:
Data Export WizardData Loader
For simpler/smaller exports of data
For complex/larger exports of data
Can load up to 50,000 records
Can load up to 5 million records
Supports all custom objects and only a few standard objects
Supports all custom and standard objects
Supports scheduled export
Does not support scheduled export
Delete operation is not available
Delete operation is available
Does not require installation
Requires installation
No option to select specific fields to be exported
Option to select the fields that need to be exported 
Only lets you export all the records for a specific object
Set conditions to filter the records that are exported

3. Export data from Salesforce using Dataloader.io

Dataloader.io is a 100% cloud-based solution to import, export, update, and delete data in Salesforce. Originally developed by MuleSoft, dataloader.io has been brought into Salesforce family through Salesforce’s acquisition of MuleSoft. It can be accessed through your browser and has all the features available in Salesforce Data Loader, with some additional functionality such as the ability to schedule tasks, pull/push information from/into remote directories like FTP, Dropbox, and Box, and automatically find parent records based on text, not an ID.

3.1 Required editions and user permissions

Dataloder.io is designed for all Salesforce users and all Salesforce editions, from Group to Professional, everyone can use dataloader.io.

3.2. How to export data from Salesforce using dataloader.io

To export Salesforce data using dataloader.io, follow the below steps:
  • Step 1: From Setup, enter Dataloader.io in the Quick Find box, then select Dataloader.io.

  • Step 2: Click Launch dataloader.io.

launch dataloader.io
  • Step 3: Click Login with Salesforce. Uncheck the option I have a custom Salesforce domain and choose Production as the Environment. Check the option I agree to the Terms and Conditions and click Login. Click Allow.

Login with Salesforce

Allow access
  • Step 4: In the dataloader.io application, click NEW TASK-> EXPORT.

Salesforce data export with dataloader.io
  • Step 5: Leave the Connection selection as it is and select the object that needs to be exported from the Objects list. For example, select Account. Click Next.

select the objects to be exported
  • Step 6: Select the fields that need to be exported. You can select the fields you want from the selected object and its related objects too. You can also filter the records to be exported by selecting the required conditions. You can also specify the order in which the records will be listed. An SOQL query will be auto generated based on your selections. Alternately, you can add a custom SOQL query to meet specific requirements. Click Next.

Select fields and create SOQL query
  • Step 7: A summary of the export task will be displayed.

Summary of Salesforce data export task

You can choose to schedule the export hourly, daily, weekly, or monthly. Choose None if you want to export the data just once. Check the option Send me the results via email if you want to receive email notifications every time the task runs. Under the Advanced tab, you can specify the data format, timeout, and set the limit to a specific number of records. By default, once an export task runs in the Data Loader, you can obtain its output by either clicking on the latest run displayed in the task manager, or by looking at the task's history; you then download the file through your browser. Alternately, you can select a location under the tab Add Destination Folder to send the exported data to. (Since Data Loader provides direct connectivity to FTP, SFTP, Dropbox, and Box.)

  • Step 8: After selecting your specific requirements in Step 7, click Save & Run.

  • Step 9: Once the task is completed, click on the link next to the Task Run number to download the CSV file containing your export.

Download the export file

3.3 Pros of exporting Salesforce data using Data Loader.io

  • Easy-to-use and advanced user interface

  • Extract Salesforce attachments in original file format

  • Provides cross-object data extract: You can pull data from related objects as long as there is a populated lookup from the object you are extracting, to another object (child or parent)

  • Compatible with all custom and standard Salesforce objects

  • Keeps a history of tasks performed with success and error files

  • No installation required

3.4. Cons of exporting Salesforce data using Data Loader.io

  • The free version has a limit of 10,000 records per month; Professional and Enterprise editions are very costly ($99/user/month and $299/user/month respectively)

  • Only one task can be scheduled at a time in the free version

  • It is a freemium product so you will have to pay for advanced features

  • Supports only CSV file format

3.5. Salesforce Data Loader vs Dataloader.io

Data LoaderDataloader.io
Client application developed by Salesforce
100% cloud-based solution, originally developed by MuleSoft
Requires installation
Does not require installation
Does not support exporting attachments
Supports exporting attachments
Does not support scheduled export
Supports scheduled export
Can load up to 5 million records in a single export
A limit of 10,000 records per month in the free version

4. Export Salesforce data using Report Export

Report export is a simple way to export data out of Salesforce using the reports interface. To work with report data in a dedicated tool such as a spreadsheet, you can export report data as a Microsoft Excel (.xlsx or .xls) file or comma-separated values (.csv) file.

4.1. Required editions and user permissions

Available in: Salesforce Classic (not available in all orgs) and Lightning Experience 

Available in: Essentials, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions 

User permissions needed: 

To export reports: Export Reports 
To run reports: Run Reports 
To schedule reports: Schedule Reports 
To create, edit, and delete reports: Create and Customize Reports AND Report Builder 

4.2. How to export Salesforce data using Report Export

To export reports in Salesforce, follow the below steps:
  • Step 1: Navigate to the Reports tab. Click on the drop-down arrow next to the report you want to export and select Export.

Salesforce data export using Report Export
  • Step 2:Choose an Export View from the two choices: - Formatted Report view exports the report as it appears in Salesforce, with the report header, groupings, and filter details. Since the formatting is retained, you cannot choose an encoding and the only supported file type is .xlsx. - Details Only view exports each detail row without the formatting. Choose this view if you need to do further calculations or upload it to other systems. If you choose Details Only, select the preferred formatting and encoding options.

Choose an export view
  • Step 3: Click Export

    Additionally, if you want to receive the report via email, use the Subscribe option from the drop-down list to subscribe to email notifications. This will send you a report on a daily, weekly, monthly, or condition-based basis with the report details. 

Subscribe to email notifications

4.3. Pros of Salesforce data export using Report Export

  • No need to install any third-party app since it is a native Salesforce tool

  • Easy to perform as it does not involve too many steps

4.4. Cons of Salesforce data export using Report Export

  • Each user can only subscribe to five reports.

  • When exporting a report in Lightning Experience as Formatted Report or .xlsx Details Only, you can export only up to 100,000 rows and 100 columns.

  • If a report takes 10 minutes or more to export, then the report export times out and fails. As a workaround, create a copy of the report, filter both reports so that they each return half the data of the original, and then export each report.

  • Each user can export up to 5 reports at once. Formatted report exports from Lightning Experience do not count against this limit.

  • Historical trending reports cannot be exported.

  • Joined reports can include a maximum of 2000 rows and are available for export only as a Formatted Report.

5. Export Salesforce data using Excel Original Interface

This built-in Salesforce to Excel connector is a perfect solution to export Salesforce data to Excel for businesses that use Microsoft Office Professional Edition. Unlike data loaders, the data is displayed directly in the Excel UI; you do not need to use intermediate CSV files.

5.1. How to export data from Salesforce to Excel using Excel Original Interface

To export Salesforce data using Excel Original Interface, follow the below steps:
  • Step 1: To export data, open a blank Excel workbook, click on the Data tab, select Get Data -> From Online Services -> From Salesforce Objects

Salesforce data export using Excel Original Interface
  • Step 2: In the new window that opens, select the environment you want to connect to and sign into Salesforce. 

  • Step 3: Once you log in to Salesforce, select the objects you would like to extract to Excel from the Navigator window. If you want to export more than one object, click on the Select multiple items check box. On the right, you can preview a table. Click Load to export the data to Microsoft Excel.

Salesforce data export using Excel Original Interface

5.2. Pros of Salesforce data export using Excel Original Interface

  • All-in-one solution

  • Direct data export without using intermediate CSV files

5.3. Cons of Salesforce data export using Excel Original Interface

  • Expensive ($439.99 per Microsoft Office Professional license)

  • Not possible to load the modified data back to the source

6. Limitations of using native Salesforce data export options as a backup solution

Before you start relying on native Salesforce data export options for your backup and restore strategy, it is important to be aware of its limitations, which are as follows:
  • Although you can schedule an export, you do not have control over when it will be executed. The exports can be delayed depending on the Salesforce traffic. This means you might lose data that has been modified or deleted since the last export.

  • Native export options do not provide metadata backups which are critical to rebuild custom settings and relationships.

  • Though native data export options are useful for creating backups of your Salesforce data, they fall short in several ways when it comes to data restoration. Restoration from the exported data requires manual effort, deduplication, and the use of spreadsheets, all of which takes up a lot of time. To perform a manual restore, you must know exactly what data needs to be restored, where it needs to be restored, and in what order, so that object relationships are preserved. Failure to do this can result in incomplete restores or even data corruption.

  • With native export options, you cannot easily compare what data has been lost or modified and what has not. It is also difficult to restore records with object relationships intact.

  • With native data export options, the expense of storing, protecting, and managing the backup data falls on the business. Administrators will be responsible for all data security and compliance responsibilities, with all its associated risks.

  • Backup files are often stored on laptops or PCs and can create potential IT security risks.

7. Export Salesforce data using third-party cloud backup solutions

With third-party cloud backup solutions such as SysCloud, administrators can easily export all Salesforce objects as .csv or .xlsx files, in addition to effortlessly backing up all standard and custom objects, metadata, Apex triggers, and chatter. Admins can easily restore data from any point-in-time backup snapshot and maintain object relationships. SysCloud can also identify ransomware files and compliance issues in the Salesforce data being backed up.

Salesforce data export using SysCloud

Click here to learn more about SysCloud backup for Salesforce.

Frequently asked questions on Salesforce data export

Excel Original Interface is a built-in Salesforce to Excel connector that lets you export data from Salesforce into Excel. Learn how to export Salesforce data to Excel using Excel Original Interface.

Yes, you can export Salesforce reports to Excel from the Salesforce UI. You can export report data as a Microsoft Excel (.xlsx or .xls) file or comma-separated values (.csv) file. Learn how to export a Salesforce report to Excel

You can export a list from Salesforce to CSV using the List View Exporter, which enables you to create a list view button for any standard or custom object. This will allow you to export your list view to a CSV file.

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In this article

  • Salesforce Data Export Service
  • Salesforce Data Loader
  • Dataloader.io
  • Report Export
  • Excel Original Interface
  • Limitations
  • Salesforce data export using third-party backup solutions

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