How to Export Contacts from ActiveCampaign

Managing your contact data is crucial for any successful business. Whether you're backing up your data, migrating to a new system, or running in-depth analysis, knowing how to export your contacts from ActiveCampaign is a fundamental skill. In this guide, we'll walk you through the entire process, step by step. We'll also show you how to go beyond managing existing data by building fresh, verified contact databases with powerful tools designed for modern sales teams.

Why Export Contacts from ActiveCampaign?

Exporting your contacts isn't just for safekeeping. There are several strategic reasons why you might need a copy of your contact data:

• Data Backup: Regularly exporting your contacts creates a secure backup, protecting you from accidental data loss.
• CRM Migration: If you're moving to a new CRM, an export is the first step in transferring your valuable contact information.
• In-Depth Analysis: You can use spreadsheet software like Excel or Google Sheets to perform custom analysis and generate reports that aren't available within ActiveCampaign.
• Data Sharing: Securely share specific contact lists with team members or external partners who don't have access to your CRM.
• Compliance: Fulfill data portability requests under regulations like GDPR.

Before You Export: Important Considerations

Before you click the export button, it's important to understand a few key details about the process.

Data Privacy and Compliance

Once you export contact data, you become its custodian. This means you are responsible for its security and for complying with data privacy laws like GDPR and CCPA. Always store exported files in a secure location and ensure you have the proper consent to use the data for its intended purpose.

What Data Gets Exported

ActiveCampaign allows you to be selective about what you export. By default, an export includes key system fields:

• Email Address, First Name, Last Name, Phone Number
• Date Created, IP Address, User Agent
• Organization, Account, and Account ID

You can also choose to include any custom fields you've created. However, it's important to note that contact notes are not included in any export.

Export Limitations

ActiveCampaign's export process is robust, but keep these points in mind:

• File Naming: Do not use special characters (!, #, $, etc.) in your export file name. Doing so will cause the file to export as a text document instead of a usable CSV file.
• Download Link: The download link for your exported file is only valid for 7 days.
• Background Processing: Large exports run in the background, so you can continue working without interruption. You'll receive a notification when it's ready.

Step-by-Step Export Process

Exporting from ActiveCampaign is a straightforward process. Here’s how to do it.

Preparing for Export

For a clean export, we recommend tidying up your data first. Consider creating a specific list or using ActiveCampaign's advanced search to segment the exact contacts you need. This ensures your exported file contains only relevant information.

Exporting Contacts from ActiveCampaign

Follow these simple steps to export all contacts from your account:

1. From the main dashboard, click Contacts on the left-hand menu.
2. Click the ellipsis (...) icon located at the top right of the Contacts page.
3. Select Export from the dropdown menu.
4. An "Export Options" window will appear. Give your export a name (remember: no special characters).
5. Select the checkboxes for the fields you wish to include in your export. You can select all standard and custom fields easily.
6. Click the Export button.
7. Your export will begin processing in the background. You can navigate away from the page while it completes.
8. Once finished, you can download the file from the link in the confirmation message or by navigating to Contacts > Exports.

Export Format Options

ActiveCampaign exports your contacts in a CSV (Comma-Separated Values) file. This is a universal format that can be opened by virtually any spreadsheet application, including Microsoft Excel, Google Sheets, and Apple Numbers, making it incredibly versatile for analysis and migration.

Working with Exported Data

Once you have your CSV file, the work isn't over. Proper handling is key to getting the most value from your data.

Understanding Your Export File

Open your CSV file in a spreadsheet program. Each row will represent a single contact, and each column will correspond to a data field you selected for export (e.g., First Name, Email, etc.).

Data Cleaning and Validation

This is a great opportunity to clean your data. Look for inconsistencies, missing information, or formatting errors. However, cleaning data can highlight a bigger issue: your contact information might be outdated. People change jobs and email addresses frequently.

Common Issues and Solutions

• File is a .txt, not a .csv: You likely used a special character in the file name. Rename the export and try again.
• Missing Data: If a cell is blank, it means that data point did not exist for that contact within ActiveCampaign.

Alternative Export Methods

Besides exporting all contacts, ActiveCampaign offers more targeted options:

• Export a List: Navigate to the "Lists" page, select a specific list, and click the "Export" button.
• Export a Segment: Use "Advanced Search" to filter for specific criteria, and then export the resulting segment of contacts.
• API: For developers, the ActiveCampaign API offers programmatic access to export data for custom integrations.

Building Fresh Contact Databases with LinkActive

Exporting is perfect for managing the data you already have. But for sales and growth, you need a constant stream of fresh, accurate leads. Relying solely on your existing database means you could be working with outdated information. That's where building a new database from a reliable source like LinkedIn becomes a game-changer.

At Add to CRM, we built a tool for exactly this purpose. While exporting gives you a snapshot of the past, our LinkActive extension helps you build the future of your sales pipeline.

Why Fresh Data Beats Exported Data

Contact data decays quickly. An exported list from six months ago could have a high percentage of invalid emails and contacts who have changed roles. In contrast, fresh data sourced directly from LinkedIn and verified by LinkActive is current, accurate (with 96% accuracy on contact info), and immediately actionable for your sales team.

How LinkActive Complements Your Export Strategy

LinkActive is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to ActiveCampaign. You can use your exported data to understand your current customer base, then use LinkActive to find new, similar prospects on LinkedIn. It bridges the gap between managing old data and acquiring new, high-quality leads, all without tedious copy-pasting.

Best Practices for Contact Data Management

Effective data management is an ongoing process, not a one-time task.

Regular Export Schedules

We recommend exporting your contacts on a regular schedule, such as monthly or quarterly, for backup and archival purposes.

Data Security and Storage

Always store exported files on secure, encrypted, and access-controlled drives. Never leave sensitive contact data on unsecured personal computers or portable drives.

Keeping Data Current

Proactively keep your data up-to-date. Instead of waiting for emails to bounce, use tools like LinkActive to enrich existing contacts or add new ones with the latest information directly from LinkedIn.

Common Export Use Cases

Here are a few practical scenarios where exporting your ActiveCampaign contacts is essential.

CRM Migration

Exporting all your contacts, deals, and accounts is the critical first step to ensure a smooth transition to a new CRM platform.

Data Analysis and Reporting

Use the power of spreadsheets to analyze sales trends, segment customers by new criteria, or build custom dashboards for your team.

Team Distribution

Export a targeted list of leads for a specific sales campaign and distribute it to your team for a coordinated outreach effort.

Compliance and Auditing

Easily pull a complete record of a contact's data to comply with a data access request under GDPR or other privacy regulations.

Building Your Next Contact Database

While managing your existing data is important, building your next high-value contact list is what drives growth. LinkActive offers a modern, efficient way to build your pipeline with fresh, verified data that is often more valuable than old, exported contacts.

Getting Started with LinkActive

It's as simple as this:

1. Install the LinkActive Chrome extension from the web store.
2. Navigate to any prospect's profile on LinkedIn.
3. Use the extension to instantly find their verified email and phone number.
4. Click one button to add the new contact directly to your ActiveCampaign account.

LinkActive vs Traditional Data Sources

Compared to a static, exported list that decays over time or a purchased list of questionable quality, LinkActive provides data that is fresh, verified, and sourced directly from the world's largest professional network. This means higher connect rates and more meaningful conversations.

Conclusion

Exporting contacts from ActiveCampaign is a simple but powerful feature for data management, backups, and analysis. We've shown you the exact steps to do it safely and effectively.

But effective data strategy in today's market is about more than just management—it's about acquisition. To build a truly powerful sales engine, you need a constant flow of fresh, accurate leads.

Ready to stop wasting time on manual data entry and start building a high-quality pipeline? Try LinkActive for free today and see how much time you can save.