# Export CRM data to Excel: download your leads, deals and calls How to export leads and deals from the CRM to an Excel file: all by filter or only selected ones, which fields go into the file and who can export. Section: CRM and leads · Updated: 2026-11-03 · http://my.lptracker.ru/land/lk/faq/?a=crm-export&lang=en > **In short:** Exporting CRM data to Excel means getting a file with leads or deals and their fields. Open “Leads”, filter the clients you need and click “⋯” → “Export all”, or select leads and click “Export”; when the file is ready, click “Download”. You need to export CRM data to Excel more often than you'd think. The accountant needs a list of those who paid this month, the marketer needs contacts for an ad audience, the sales head needs a report by manager in a familiar spreadsheet. And above all, a copy of the base on your own computer. Export is the unloading of CRM records into a file. In your account, you can export all leads by filter or only the selected ones, with the table columns or with every card field. Calls are exported separately, from “Call details”. Export is also easy to close off from managers: it's a separate right, and only the head grants it. Watch the minute-and-a-half video, and below you'll find the step-by-step setup. [Video: Export CRM data to Excel: download your leads, deals and calls](http://my.lptracker.ru/land/n/multic/faq_media.php?f=2026-11/crm-export-en-c7d975.mp4) - 0:03 CRM export - 0:16 The right clients - 0:29 All or selected - 0:41 File fields - 0:53 Downloading - 1:06 Rights - 1:17 Calls - 1:29 Summary ## Why export your client base - Reports: your own pivot tables by source, manager and amount — in Excel or Google Sheets. - Accounting and reconciliation: deals with payments for the period you need in one file. - Advertising: a list of buyers can be uploaded to an ad account as an audience. - A backup before a big base cleanup or a bulk stage change. - Passing data to another system that accepts spreadsheets. > A dance school in Moscow. Before: once a month, the head asked managers to compile sales by hand, everyone's numbers differed, and the summary took a whole day. What we did: a shared “Payments this month” view with the “Source”, “Responsible” and “Payments” columns, and an export with the displayed fields on the first day of each month. Result: the report takes 10 minutes, and the head saw that a third of revenue comes from membership renewals. ## How to export CRM data to Excel: step by step 1. **Pick the clients** — In “Leads”, choose a view or set filter conditions and click “Find”. Export takes exactly what the filter and search have selected. 2. **Export everyone by filter** — The “⋯” → “Export all” menu. The item is there both in the table and in the kanban. 3. **Or only the selected ones** — Tick the checkboxes and click “Export” on the dark panel at the bottom. In table mode, there's also the “⋯” → “Export selected leads” item. 4. **Choose the fields** — In the “Export leads?” window, pick “Export leads with the displayed fields” or “Export leads with all fields” (the default). 5. **Start** — The “Export” button. “Export started” appears, and you can keep working. 6. **Download the file** — Wait for “The export file is ready. Download it?” and click “Download”. Unlike bulk changes, export needs no confirmation phrase. Deals are exported the same way: switch to “Only deals” and choose “Export deals with all fields” or the displayed fields. ![Export CRM data to Excel: choosing fields for the export](http://my.lptracker.ru/land/n/multic/faq_media.php?f=2026-11/crm-export-1-en-887638.webp) ## Which fields go into the file “With the displayed fields” means the table columns of the current view. Set them up before exporting: hover over a column header, click “⋮” → “Columns”, remove what you don't need and add what you do from “More fields”. The columns are saved to the view automatically, so the file will be the same next time. “With all fields” means every card field, including your custom ones. Which fields you can add for your business is covered in the article [custom fields in CRM](http://my.lptracker.ru/land/lk/faq/?a=crm-card-fields&format=md&lang=en). The article [customer segmentation in CRM](http://my.lptracker.ru/land/lk/faq/?a=crm-lead-filters&format=md&lang=en) helps you build the right segment to export. ## How many leads can you export Export isn't limited by the 30,000-record cap that applies to bulk changes. A large file is built on the server: the account checks whether it's ready every three seconds for up to 10 minutes and offers “Download” by itself. If you clicked “Later” or closed the message, just run the export again. ## Who can export the base: export rights Export is allowed by the “Can export leads / deals” right. It's switched on in “Users” → the employee card → “Access rights”. Without it, the employee has no “Export” button and no export items in the menu. A sales manager usually only needs to work with their own clients, without exporting — how to assign rights by role is covered in the article [CRM user permissions](http://my.lptracker.ru/land/lk/faq/?a=add-user-and-access-rights&format=md&lang=en). If you switch on “Hide the client number from the user” for an employee, phone numbers are hidden everywhere, including the export file. Other ways to keep the base safe are described in the article [protect customer data from employees](http://my.lptracker.ru/land/lk/faq/?a=staff-security&format=md&lang=en). ## How to export a call log to Excel Calls are stored separately from leads, in “Telephony” → “Call details”. 1. **Set the period and filters** — Every call matching them is exported, not just the open page. 2. **Click the table button** — “Export to Excel” to the right of “Saved filter”. 3. **Wait for the file** — After “Done — calls exported: N”, it downloads by itself. The file has the date and time, call type, client, employee, status, duration, recording link, lead number and lead comments. Call costs get into the file only if the employee has access to the balance. More about the log is in the article [sales call recordings](http://my.lptracker.ru/land/lk/faq/?a=call-details&format=md&lang=en). ![Export call log to Excel from call details](http://my.lptracker.ru/land/n/multic/faq_media.php?f=2026-11/crm-export-2-en-b868e4.webp) > Save a view just for the report — the conditions, columns and sorting you need. Then the monthly export takes one click: pick the view and click “Export all”. ## Frequently asked questions ### Why is there no “Export” button in the lead list? You don't have the “Can export leads / deals” right. The administrator switches it on in “Users” on the “Access rights” tab. ### How long does the export file take? A small file is ready at once, a large one takes up to 10 minutes, and the account offers “Download” by itself. If you clicked “Later”, run the export again. ### How do I export leads from CRM for one manager only? In the filter, choose “Responsible” → the employee → “Find”. Then click “⋯” → “Export all”. ### Can I export more than 30,000 leads? Yes. The 30,000-record cap applies to bulk changes; export isn't limited by it. ### How do I stop a manager from exporting the client base? Switch off their “Can export leads / deals” right. To keep numbers out of the wrong hands in other ways, switch on “Hide the client number from the user”. **Read also:** [CRM for small business: how to never lose a single lead](http://my.lptracker.ru/land/lk/faq/?a=crm-leads-list&format=md&lang=en), [Customer segmentation in CRM: lead filters and saved views](http://my.lptracker.ru/land/lk/faq/?a=crm-lead-filters&format=md&lang=en), [Import contacts from Excel to CRM without manual data entry](http://my.lptracker.ru/land/lk/faq/?a=crm-import&format=md&lang=en)