HubSpot is a powerful CRM platform that helps businesses manage their contacts, deals, marketing campaigns, and more. But sometimes, you might need to analyze your data in a different format, like the familiar and versatile world of Google Sheets. Here's a detailed guide on various methods to export your HubSpot data to Google Sheets, ensuring you have the flexibility to choose the approach that best suits your needs.

I. Manual Export of  Data from HubSpot to Google Sheets for Focused Data Extraction

For smaller datasets or specific reports you need in Google Sheets, manual exports are a straightforward option. Here's how it works:

1. Navigate to Your Data: Within HubSpot, locate the data you want to export. This could be a list of contacts, a specific marketing report, or deal pipeline information.
   
   

2. Click the “Export” button.
   
   

3. Export View dialog box opens. HubSpot often provides customization options for your export. You can choose specific data properties to include or exclude, select the desired file format (usually CSV is ideal for Google Sheets), and sometimes even filter the data before exporting.
   
   

4. Export and Open in Google Sheets: Once you've configured the export settings, initiate the download through the “Export” button. The downloaded file will typically be a CSV file, which you can easily open in Google Sheets.

Benefits:

• Simple and quick for small datasets.

• Granular control over exported data.

Limitations:

• Time-consuming for large datasets.

• Repetitive process for recurring exports.

II. Exporting Lists

HubSpot allows you to export data from various objects, including contacts, companies, deals, and more. Here's how to export your HubSpot lists to Google Sheets:

1. Navigate to Your List: In your HubSpot account, locate the specific list you want to export. You can find your lists under the "Contacts" menu or the relevant object section.
   
   

2. Exporting Options: Hover over your chosen list and click the "More" dropdown menu.
   
   

3. Click on the “Export” option from the drop-down.

4. In the Export dialog box, select the suitable properties and columns you want to export. Click “Next”.
   
   

5. Formatting Your Export: HubSpot offers two export formats: CSV (comma-separated values) and XLSX (Microsoft Excel format). Both work seamlessly with Google Sheets. Choose your preferred format.
   
   

6. Export and Open: Click "Export" to initiate the download process. Once complete, open the downloaded file in Google Sheets.

Benefits:

• Simplicity and Speed:  This method is the quickest and easiest way to get your HubSpot data into Google Sheets. With a few clicks, you can export your entire list or a filtered subset, ideal for one-time analysis or sharing data with colleagues who don't require regular access to HubSpot.
  
  

• Flexibility and Offline Access:  Having your data in Google Sheets provides flexibility for analysis and manipulation using familiar spreadsheet tools. You can also access and work with your data offline, without needing an internet connection to HubSpot. This can be particularly useful for situations where you need to analyze data while traveling or without internet access.

Limitations:

• Limited Automation: This method is a one-time export, meaning any changes made to your HubSpot data after the export won't be reflected in your Google Sheet. This can be inconvenient if you need your Google Sheet to stay up-to-date with the latest information in HubSpot.
  
  

• Data Volume Limitations: While suitable for smaller datasets, exporting very large lists from HubSpot can be time-consuming or even encounter limitations on file size. This method might not be ideal for regularly exporting massive amounts of data.

III.  HubSpot Reports 

HubSpot reports offer a way to generate custom reports with your desired data visualizations. However, they can also be leveraged for exporting data to Google Sheets:

1. Create Your Report: Utilize the reporting tools within HubSpot to build a report that displays the data you want to export.
   
   

2. To export the desired report, select it by checking the corresponding box(es), then click on the "Actions" option.
   
   

3. Click on the “Export” option from the dropdown list.
   
   

4. Export and Open in Google Sheets

Benefits:

• Easier than manual extraction of individual dataset.

• Leverages existing reports for data extraction.

Limitations:

• Requires upfront report creation effort.

• Limited customization options compared to manual exports.

IV. Third-Party Integration Tools

The HubSpot ecosystem offers a vast array of third-party integration tools. Some of these tools specialize in data management and can automate data exports to Google Sheets. Popular options include Superjoin, Zapier, Integromat, Automate.io, etc.

These tools can provide various functionalities:

• Scheduled and Automated Exports: Set up recurring data exports to Google Sheets based on your defined parameters.
  
  

• Data Transformation and Cleaning: Clean and format your data before export for easier analysis in Google Sheets.
  
  

• Two-Way Sync: Some tools enable two-way data synchronization between HubSpot and Google Sheets, keeping both platforms updated.

Benefits:

• Streamlines data export process.

• Offers additional data manipulation capabilities.

• Potential for two-way data synchronization.

Limitations:

• Requires additional costs associated with the third-party.

V. Automate HubSpot Report Exports to Google Sheets with Superjoin

HubSpot's default reporting system lacks built-in scheduling for exports. This means manually exporting reports at regular intervals and relying on email reminders for new data. This approach can be inefficient and lead to outdated information.

Superjoin offers a solution to automate HubSpot report exports to Google Sheets. Here's how it works:

A. Install Superjoin:

1. Go to your Google Sheets account and access the Extensions menu.
   
   

2. Select "Add-ons" > “Get add-ons” to open the Google Workspace Marketplace.
   
   

3. Search for "Superjoin" and install the app.
   
   

B. Connect Superjoin to HubSpot:

1. Launch Superjoin from the Extensions > Add-ons option.
   
   

2. Click on “Launch Superjoin”
   
   

3. Fill in the necessary details and click on “Get Started”.
   
   

4. In the side panel, click on “Connect your first source”.
   
   

5. Select the connection from the list. In our case it is “HubSpot”. However the same is applied for other connections.
   
   

6. Tap on “Connect”.
   
   

7. In a new window, choose the HubSpot account you wish to integrate with Superjoin. After selecting, click on "Choose Account".
   
   

8. Please ensure to carefully review all the applicable terms and conditions. Once done, provide your consent by ticking the box, then click on "Connect app".
   
   

9. In the pop-up window, choose "Import".
   
   

10. The data will be seamlessly imported into your Google Sheet.

C. Schedule Automatic Updates:

1. Superjoin allows you to schedule automatic data refreshes. Go to the Superjoin menu and click on the drop-down under “Refresh”.
   
   

2. Choose the refresh frequency (Hourly, Daily, Weekly, Monthly) and set the specific time.
   
   

2. Click on “Schedule”.

Benefits of Superjoin:

• Eliminates manual exports: No more repetitive exporting of reports from HubSpot.

• Ensures data accuracy: Always work with the latest information from HubSpot.

• Saves time and effort: Automates data transfer and scheduling.

• Improves data analysis: Streamlines the process for analyzing HubSpot data in Google Sheets.

Limitations of Superjoin:

• Free Plan Limitations: Although Superjoin provides a free plan, it imposes restrictions on the number of connections you can establish. Please review the plan details here.

Superjoin streamlines the HubSpot to Google Sheets data flow, saving you time and ensuring you always have access to the most up-to-date information.

Exporting Specific Data Sets:

For a more targeted export, you can utilize HubSpot's filters before exporting your list. This allows you to export data based on specific criteria, like a date range or property values.

Selecting the appropriate export method to Export Data From Hubspot to Google Sheets

With various methods at your disposal, selecting the optimal approach depends on your specific requirements. Below is a breakdown to assist you in making a decision:

• For Small, One-Time Exports: Opt for the manual export method. It's quick and easy, perfect for grabbing specific data points for immediate analysis.
  
  

• For Streamlined Automation and Advanced Data Management: Explore third-party integration tools like Superjoin for seamless export from HubSpot to Google Sheets. These tools offer a range of functionalities beyond basic exporting, including data transformation, scheduling, and potentially two-way synchronization. Consider this option if you need robust data management solutions for your HubSpot and Google Sheets integration.

Additional Considerations:

• Data Volume: For very large datasets, manual exports might become cumbersome. Consider scheduled exports or third-party tools for handling large data volumes efficiently.
  
  

• Technical Expertise: Manual exports and scheduled reports require minimal technical expertise. HubSpot Workflows and third-party tools might require some familiarity with the respective platforms.
  
  

• Cost: Manual exports and scheduled reports are built-in functionalities of HubSpot. Third-party tools often have associated costs, so factor them into your decision.
  
  

• Data Formatting: Ensure your exported data is formatted correctly for Google Sheets. You might need to adjust data types or cell formatting after the import.
  
  

• Data Security: Be mindful of data security when exporting sensitive information. Ensure proper access controls are in place within both HubSpot and Google Sheets.

Optimizing Your Google Sheets Experience

Once you've successfully exported your HubSpot data to Google Sheets, here are some tips to optimize your experience:

• Utilize Google Sheets Functions: Google Sheets offers a wide range of powerful formulas and functions for data analysis and manipulation. Explore these functionalities to gain deeper insights from your exported data.
  
  

• Formatting and Visualization: Take advantage of Google Sheets' formatting options to create clear and visually appealing presentations of your data. Utilize charts, graphs, and conditional formatting to make your data more easily digestible.
  
  

• Collaboration and Sharing: Google Sheets fosters seamless collaboration. Share your exported data sheets with colleagues, allowing for real-time edits and data exploration within the team.

Conclusion

Exporting data from HubSpot to Google Sheets empowers you to leverage the combined strengths of both platforms. Whether you require a simple one-time export or a complex, automated workflow, the methods outlined in this blog provide the tools to achieve your data integration goals. Remember to consider data formatting, large data sets, and security best practices for a smooth and successful export process. With your HubSpot data readily available in Google Sheets, you'll be well-equipped to unlock valuable insights and make data-driven decisions to propel your business forward.

Say goodbye to tedious data exports! 🚀

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Bid farewell to tedious exports and repetitive tasks. With Superjoin, you can add 1 additional day to your week. Try Superjoin out for free or schedule a demo.