How to Export Contacts from Capsule CRM

Managing your customer data is crucial, and knowing how to get it out of your CRM is just as important as knowing how to get it in. Whether you're creating a backup, migrating to a new platform, or running an in-depth analysis, exporting your contacts from Capsule CRM is a fundamental skill. In this guide, we'll walk you through the entire process, step by step. We'll also show you a modern way to build fresh, verified contact databases that keep your sales pipeline full.

Why Export Contacts from Capsule CRM?

Exporting your contact list isn't just for leaving a platform. It's a vital task for smart data management. Here are a few common reasons you might need to export your data:

• Data Backups: Regularly exporting your contacts creates a secure backup, protecting you from accidental data loss.
• CRM Migration: If you're switching to a new CRM, a clean export is the first step in the migration process.
• In-depth Analysis: Exported data can be used in tools like Excel or Google Sheets for advanced reporting and business intelligence.
• Building Marketing Lists: Create segmented lists for targeted email campaigns or direct mail efforts.
• Compliance and Audits: Have a snapshot of your data ready for compliance checks.

Before You Export: Important Considerations

Before you click that export button, there are a few things to keep in mind.

Data Privacy and Compliance

When you export contact data, you become responsible for its security. Be mindful of regulations like GDPR and CCPA. Ensure you have a legitimate reason for processing the data and that you handle the exported file securely. Never leave sensitive customer information on an unsecured device.

What Data Gets Exported

Capsule CRM allows you to be selective about what you export. You can choose to export all data fields associated with your contacts or only the columns currently visible in your list view. This includes standard fields like name, email, and phone number, as well as any custom fields you've created.

Export Limitations

To export contacts from Capsule CRM, your user profile must have the “Allowed to export records to CSV, Excel or vCard” permission enabled by an administrator. Exports are performed on a list-by-list basis, meaning you'll first need to filter down to the specific group of contacts you wish to export.

Step-by-Step Export Process

Exporting from Capsule CRM is straightforward. Here’s how to do it.

Preparing for Export

For the best results, prepare your data first. Use Capsule's filtering capabilities to create a clean list. For example, you might filter for all contacts with a specific tag or all contacts in a certain city. This ensures your export file contains only the records you actually need.

Exporting Contacts from Capsule CRM

1. Navigate to the People & Organizations tab in your Capsule CRM dashboard.
2. Use the filters on the right-hand side to create the list of contacts you want to export.
3. Once your list is ready, use the checkboxes to select the contacts. You can check the box at the top of the list to select all contacts on that page.
4. Click the Export button located in the upper-right corner of the page.
5. A pop-up will appear. Here, you can choose your desired format and whether to export all columns or only the visible ones.
6. Click the final Export button to download the file to your computer.

Export Format Options

Capsule CRM gives you three format options, each suited for different purposes:

• CSV (Comma Separated Values): This is the most versatile format. Use a CSV file if you plan to import your contacts into another system or use them for a mail merge.
• Excel: Choose this option if you want to view, edit, or share the data with team members who are comfortable using Microsoft Excel.
• vCard: This format is ideal for importing contacts directly into an address book application, like the Contacts app on a Mac or a mobile device.

Working with Exported Data

Once you have your file, the work isn't over. Proper handling is key.

Understanding Your Export File

Open your file in a program like Excel or Google Sheets. You'll see that the column headers correspond to the data fields in Capsule CRM. This makes the data easy to read and understand.

Data Cleaning and Validation

This is a great opportunity to clean your data. Look for inconsistencies, correct typos, and standardize formatting. A clean list is a more valuable asset.

Common Issues and Solutions

Sometimes, special characters or complex data might not display correctly, especially in a CSV file. If you encounter issues, try opening the file in a different program or ensure you're using the correct import settings (like UTF-8 encoding) in the destination system.

Alternative Export Methods

For businesses with more advanced needs, Capsule CRM offers a developer API. This allows your technical team to build custom integrations that can pull data on a more complex or automated basis, going beyond the standard export feature.

Building Fresh Contact Databases with LinkCapsule

Exporting is perfect for managing the data you already have. But what about growing your business? For that, you need a constant stream of fresh, accurate leads. An exported list from your CRM is, by its nature, a snapshot of the past. People change jobs, and email addresses become invalid. This is where building a new database becomes essential.

Instead of relying on potentially stale data, you can build a fresh, verified database using LinkCapsule. Our tool helps you find verified contact information for prospects directly from LinkedIn and add them to Capsule CRM with a single click.

Why Fresh Data Beats Exported Data

Exported data is a static record. It starts aging the moment you download it. In contrast, the data you acquire with LinkCapsule is sourced in real-time from LinkedIn, the world's largest professional network. This means you get up-to-date job titles, company information, and verified email addresses, leading to higher engagement and better sales outcomes.

How LinkCapsule Complements Your Export Strategy

LinkCapsule is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Capsule CRM. It works hand-in-hand with your data management strategy. Use exports for backups and analysis, and use LinkCapsule to enrich those lists or build entirely new prospecting campaigns. It eliminates hours of manual research and ensures your team is always working with the most current data available.

Best Practices for Contact Data Management

Follow these best practices to keep your data secure and effective.

Regular Export Schedules

We recommend exporting a full backup of your contacts at least once a month. Store it in a secure, encrypted location. This protects you against any unforeseen issues.

Data Security and Storage

Treat your exported files with the same level of security as your live CRM. Store them on encrypted drives or secure cloud storage, and permanently delete them when they are no longer needed to minimize risk.

Keeping Data Current

Data decay is a real problem. The best strategy is a proactive one. Instead of just cleaning old lists, continuously add fresh, high-quality leads to your pipeline with a tool like LinkCapsule.

Common Export Use Cases

Here are a few practical scenarios where exporting your Capsule CRM data is the right move.

CRM Migration

Exporting is the first critical step when moving to a new CRM. A clean CSV or Excel file will serve as the foundation for your new system.

Data Analysis and Reporting

Use exported data in BI tools to uncover trends in your customer base, track sales performance by region, or identify your most valuable customer segments.

Team Distribution

Need to assign a specific set of leads to a new sales rep? Filter a list, export it, and hand it off to them for a focused effort.

Compliance and Auditing

When an auditor asks for a record of your customer data at a specific point in time, a dated export file is the perfect solution.

Building Your Next Contact Database

While exporting is a necessary function for data management, the future of sales is about proactive prospecting. Relying solely on your existing database means you're missing out on new opportunities. LinkCapsule offers a modern way to build your contact database with fresh, verified data that is far more valuable than an old, exported list.

Getting Started with LinkCapsule

It's incredibly simple to get started:

1. Install the LinkCapsule Chrome extension from the web store.
2. Navigate to any prospect's profile on LinkedIn.
3. Click the LinkCapsule button to find their verified email and other contact details.
4. Click “Add to CRM” to instantly send the new contact to your Capsule CRM, no copy-pasting required.

LinkCapsule vs Traditional Data Sources

Compared to static exported lists or expensive purchased lists, LinkCapsule provides superior quality and freshness. You get data directly from the source—the professionals themselves—ensuring accuracy and relevance that other methods can't match.

Conclusion

Knowing how to export your contacts from Capsule CRM is a key skill for any user. It empowers you to back up, analyze, and manage your data effectively. But effective data management in today's fast-paced world also means focusing on data quality and freshness.

While exports help you manage the contacts you have, LinkCapsule helps you find the customers you need. Stop spending hours on manual data entry and start building a powerful, accurate sales pipeline.

Ready to supercharge your prospecting? Try LinkCapsule for free today!