How to export contacts from HubSpot

You may have many reasons to want to export your contacts from your favorite CRM solution. HubSpot. Maybe you want to start a new email campaign. Or maybe you just want to backup your contact list on other platforms. Still, exporting your contacts doesn’t have to be a recipe for a headache.

In this article, you’ll learn how to export your contacts from HubSpot in several ways. Keep reading to find out.

How to export contacts

Exporting your contact list from your HubSpot account is a relatively simple process. Here’s how to do it:

1. Navigate to “Contacts” on your HubSpot control panel and then “List”.
   
2. Hover over the contact list you want to export and click “More.”
   
3. In the new mode that appears, click “Export.”
   
4. Select all the properties you would like to have from your contact list in the box next to each property. Alternatively, you can check “Select all properties” to export all properties in your contact list.
   
5. If you don’t want a property in your contact list, you can click the “X” button next to each property in the widget on the right of the window.
   
6. Click Next to continue.
   
7. Choose the export format for your document from the “File Format” menu. (CSV is preferred and is the most popular.)
   
8. Click “Export” to continue. You should see a pop-up message at the top of the window with a download link to your file. Run a quick check of your notifications if you miss it.
   
9. You will also be notified of the delivery of your contact list via email. In the email message, click “Download” to complete the process.
   

Alternatively, you may want to export all your contacts from your HubSpot CRM database. To do so, you can follow these steps:

1. In the navigation bar menu, click “Contacts” and select “Contacts” from the drop-down menu.
   
2. Select all contacts.
   
3. Go to “Take Action.”
4. Select “Export View.”
   
5. Choose the contact export file format in the modal that appears.
   
6. Check other boxes as necessary and click “Export.”
   

Note: It’s important to download your file immediately after receiving a download link from HubSpot because it expires after 30 days.

If you don’t see the pop-up message containing your download link, you can follow these steps to access your exported audit:

1. Click the gear icon at the top of the window.
   
2. Navigate to “Settings” and go to “Export and Import.”
   
3. A new window should display a list of all exports and imports in your account. You can click any item in the list from the same window to download the contact files.
   

Auditing can be beneficial if you’re trying to track who else is exporting contacts from your HubSpot account.

Exporting contacts from the HubSpot API

The HubSpot Contacts API allows developers to manage and sync data between the HubSpot ecosystem and other applications. Here’s how to use the API to get all the contacts for an account:

1. Acquire the relevant keys through your developer account.
   
2. Using a programming language of your choice, make a GET request to the “/contacts/v1/lists/all/contacts/all” endpoint.
   
3. You should get a response in JSON format from all accounts associated with a particular account.
   
4. Create a script to convert the received JSON format to CSV format.
   

How to Export Contacts from HubSpot to Mailchimp

There are two methods to export your HubSpot contacts to mailchimpwhich are relatively simple.

Export and import contacts manually

If you want to go the manual route, first export your contacts from HubSpot using the steps mentioned above. Also, be sure to download your file in CSV format because that is the format supported by Mailchimp.

If you’re ready, follow these steps to import your HubSpot contacts to Mailchimp:

1. Log in to your mailchimp account.
   
2. Navigate to “Audience” in the left sidebar and “Audience Dashboard.”
   
3. Click the “Manage Audience” drop-down menu in the new window and select “Import Contacts.”
   
4. Select the widget that says “Upload a file” and click “Continue.”
   
5. Drag and drop the CSV file you downloaded from HubSpot into the upload box.
   
6. Click “Continue to organize.”
   
7. Select the appropriate status for your contact list and click “Continue with tag.”
   
8. Choose a relevant tag and click “Continue Matching.”
   
9. You should see a matching version of your file in the next window. Make sure all fields are correct and click “Finish Import.”
   
10. Review your import settings and click “Complete Import.”
    

You should see your newly imported HubSpot contacts merged with your Mailchimp audience.

Automatic integration using an automation tool

If you choose to use an automated workflow, you may be forced to use an automation tool. Fortunately, there are many automation tools on the market. However, the most popular is Zapier. A major benefit of integrating HubSpot with Zapier is the ability to sync your contacts between the two apps automatically.

Here’s how to connect Mailchimp with HubSpot using Zapier:

1. go to your Zapier panel and click “Create Zap”.
   
2. Search and select “HubSpot” in the results.
   
3. From the “Trigger Event” drop-down menu, select “New Contact.”
   
4. Authenticate your HubSpot account if you haven’t already.
   
5. As “Action”, find and select “Mailchimp”.
   
6. Under “Action event”, choose “Add/update subscriber in Mailchimp”.
   
7. Authenticate your Mailchimp account with Zapier
   
8. Fill out all the required information about your Mailchimp account and click “Continue.”
   
9. Confirm all the details related to the integration and click “Test and continue”.
   
10. Select “Enable Zap” to start syncing your contacts
    

From the steps above, your HubSpot contacts should now automatically sync with your Mailchimp account. Plus, every time you create a new contact, they’ll automatically be added as a new subscriber to your Mailchimp audience.

How to import contacts into HubSpot

If you have contacts from another CRM, you may want to import them into HubSpot to better manage them. Fortunately, importing contacts into your HubSpot is a fairly simple process. However, it takes a little work to complete, as you need to make sure the contacts match the database you set up in HubSpot.

Here’s how to do it:

1. In the navigation bar of your HubSpot DashboardClick “Contacts.”
   
2. Select “Contacts” or “Company” from the menu; either should get you to the same page.
   
3. Press the “Import” button at the top right of the window.
   
4. Click the widget that says “Start an Import.”
   
5. HubSpot will ask you what you would like to import. Select “File from Computer” and click “Next” to continue.
   
6. Select the “A File” widget and then click “Next.”
   
7. To simplify the process, select “One object.” Click “Next” to continue.
   
8. Select “Contacts” and click “Next.”
   
9. Upload the file containing your contacts from your local machine.
   
10. If you are importing contacts for the first time, click “Next.” Otherwise, check the box below the upload box to avoid duplicate contacts.
    
11. HubSpot should automatically merge the contact columns for you. If there are any inconsistencies in the columns, correct them and click “Next.”
    
12. Enter a suitable name for your contact list. Select the following boxes and then click “Finish Import”.
    

Before importing any contacts into your HubSpot CRM, make sure you have permission to contact them. Otherwise, you risk damaging your reputation as a company and the overall health of your domain.

As a side note, having a convention for naming your imports will significantly help organize your contacts on the platform.

Additional FAQs

Is HubSpot a free CRM solution?

HubSpot offers free access to some of its tools, including the CRM. However, they do have paid plans that you can subscribe to for even more robust features.

Start exporting your HubSpot contacts now

Exporting your contacts from HubSpot gives you a solid backup strategy and an additional layer of security in case of system vulnerabilities and data loss on the platform. Although it is unlikely that such a massive platform would suffer such losses, the chances are not zero.

Have you ever tried to export your HubSpot contacts? Did you face any technical difficulties? How did you solve them? Please share your thoughts in the comments p.