Exporting data from Insightly to a CSV file

Sometimes, you want to export your data outside of Insightly for reference, backup, or importing into another program. You can export an entire category of data or just a subset of records from the list views, or you can export data from a custom report. Either way, Insightly will email you a CSV file with your exported data.

You can export the following record types from the main tabs:

  • Contacts
  • Contact Notes
  • Leads
  • Organizations
  • Organization Notes
  • Opportunities
  • Opportunity Notes
  • Projects
  • Project Notes
  • Tasks

Only these basic records may be exported. Other items like file attachments, many links between records, events, comments, system settings, user settings, and emails saved to Insightly cannot be exported.

Your admin will need to grant you export permissions if you don't see the options below.

Exporting all data from a tab

To export all the records of a certain type:

  1. From the left navigation bar, select the page you would like to export records from (Contacts, Organizations, Opportunities, Projects, or Tasks).
  2. On the right sidebar you’ll see the Import/Export section. Click the Export link.
  3. For records like contacts and organizations, you will be presented with another page of options to select from. Click the appropriate link for exporting contacts, organizations, or their notes.
  4. An exported CSV file will be emailed to you. (Don’t forget to check your spam folder if you don’t see it within a few minutes.)

Exporting a subset of data from a tab

These steps are similar to those above, but first you will narrow down your list of records.

To export select records:

  1. Select the page you would like to export records from (Contacts, Organizations, Opportunities, Projects, or Tasks).
  2. Narrow down the list of records by using one of the following methods:
    • Use the Search field above the list (not the one at the top of the page)
    • Click the Filter or View buttons above the list of items. The filter list includes an option to create a custom filter.
    • Click a link in the right sidebar under Your Recent Imports, if you've recently imported items
    • Click on a tag name to filter by tags
  3. Click the checkbox above the records. This will select all the visible records. 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 select them all.
  4. Click the More button which appears above the list, then Export.
  5. An exported CSV file will be emailed to you. (Don’t forget to check your spam folder if you don’t see it within a few minutes!)
To create a scheduled, automatic export of your CRM data to CSV, check out one of Insightly's partners, Flatly.

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

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