Exporting data from Insightly to a CSV file

You can export your Insightly records to create a reference, a backup, or for importing your data into another program. You can also export data from a custom report.  

How exporting works

Sometimes, you'll need to update an existing list of records from Insightly to update outside sources, such as a spreadsheet or a mailing list. Or maybe you want to create a back up of important records into a CSV file. 

You can update large sets of Insightly records by exporting them, changing or adding data to the file, and then importing them back into Insightly.

Insightly matches the record ID numbers to find the existing records and replaces the field values in Insightly with the ones in your file.

Users can export all of an object's records or refine the list of records to be exported. An Insightly administrator will need to grant you export permissions first.

Other items, like file attachments, events, comments, and emails saved to Insightly, cannot be exported.

 

The following objects can be exported:

  • Contacts and Contact Notes
  • Leads
  • Organizations and Organization Notes
  • Opportunities and Opportunity Notes
  • Projects and Project Notes
  • Tasks
  • Custom Object Records
  • Products
  • Price Books and Price Book Entries
  • Quotes and Quote Products
  • Phone Calls
  • Prospects

Exporting all Object data

  1. Select the object type you want to export records from.
  2. Click the Show Sidebar icon to the left of the red New Record button.
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  3. On the right sidebar you’ll see the Import/Export section. Click the Export link.
  4. For some records, you will be asked to select an export format.
  5. An exported CSV file will be emailed to you. Check your spam folder if you don’t see it within a few minutes.

After you have completed your export, you can also download the export file from the bell icon in the upper-right corner of Insightly.

Exporting a subset of data

You can narrow down the list of records by specific criteria before exporting.

  1. Select the object type you want to export records from.
  2. You can narrow down the list of records by:
    • Clicking the Filter button. The filter list includes an option to create a custom filter.
    • Clicking the List View dropdown and select a View.
    • Clicking a link in the right sidebar under Your Recent Imports, if you've recently imported items.
    • Clicking a tag to filter by tags.
  3. Once you've narrowed your list down, click the checkbox above the records to select all records on the page. If there are more than 50 items, they will be listed on multiple pages. Click the "Select all..." message that appears at the top of the list to include all the records in the export.
  4. Click the More button which appears above the list, then Export.
  5. An exported CSV file will be emailed to you. Check your spam folder if you don’t see it within a few minutes.

After you have completed your export, you can also download the export file from the bell icon in the upper-right corner of Insightly.

You can review our article on mass maintenance for more information on the other options that appear when selecting multiple records.

Learn more

To learn more about exporting, read the following articles:

How to open a CSV file in Excel to fix date and other formatting issues

Transferring data between Insightly accounts

Exporting data to an XML file

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