How to Export Contacts from Keap

Managing your customer data is crucial for any business. Whether you're backing up your database, migrating to a new platform, or running in-depth analysis, knowing how to export your contacts from Keap is a fundamental skill. In this guide, we'll walk you through the complete process, step by step. We'll also show you a more modern approach to not just manage, but actively build a fresh, verified contact database for your sales and marketing efforts.

Why Export Contacts from Keap?

Exporting your contact list isn't just about having a file on your computer. It serves several strategic purposes for your business. Here are a few common reasons you might need to export your Keap contacts:

• Data Backup: Regularly exporting your contacts creates a secure backup, protecting you from accidental data loss.
• CRM Migration: If you're switching to a new CRM, an export is the first step in moving your valuable contact data over.
• In-Depth Analysis: You can use tools like Microsoft Excel or Google Sheets to perform advanced analysis, create custom reports, and visualize data in ways not possible within the CRM.
• Targeted Campaigns: Exporting specific segments of your list allows you to upload them to other marketing platforms for targeted advertising or email campaigns.
• Team Handoffs: Provide specific contact lists to sales team members for focused outreach without giving them access to the entire database.

Before You Export: Important Considerations

Before you click that export button, there are a few key things to keep in mind to ensure the process is smooth and compliant.

Data Privacy and Compliance

Once you export contact data, you become its custodian. It's your responsibility to handle it securely and in compliance with regulations like GDPR and CCPA. Always ensure you have the right permissions to use the data and store the exported file in a secure, access-controlled location.

What Data Gets Exported

A standard Keap export includes all the default and custom fields associated with your contact records, such as name, email, phone number, address, and any other data points you've collected. However, related items like notes, tasks, appointment history, or email communication threads are typically not included in a standard contact export file.

Export Limitations

Keap has a straightforward process, but it changes slightly based on the size of your export:

• For 1,000 contacts or less: The export will generate a CSV file that downloads directly to your computer.
• For 1,001 contacts or more: Keap will process the export in the background and send an email with a download link to a specified address. The recipient of this email must have login access to your Keap app to be able to download the file.

Step-by-Step Export Process

Let's get down to the practical steps for getting your contacts out of Keap.

Preparing for Export

For the best results, don't just export your entire database. First, decide which contacts you actually need. Use Keap's powerful filtering and tagging features to create a segmented list. This ensures your export is clean, relevant, and manageable. For example, you could filter for all contacts in a specific state or all contacts who have purchased a certain product.

Exporting Contacts from Keap

Follow these simple steps to export your selected contacts:

1. Log in to your Keap account.
2. Navigate to the Contacts section from the main menu.
3. Select the contacts you wish to export. You can do this by checking the individual boxes next to each name or by checking the Select All box at the top of the list to grab every contact on that page.
4. Once your contacts are selected, click the Export button at the bottom of the page.
5. If you have 1,000 or fewer contacts selected, a CSV file will download automatically.
6. If you have more than 1,000 contacts, a pop-up will appear. Enter the email address where you want the download link sent. You can also give your export a name for easy identification.
7. Click Ok, got it and check your email for the download link. Click the link in the email to download your file.

Export Format Options

Keap exports contacts in the CSV (Comma-Separated Values) format. This is a universal file type that is easily opened by spreadsheet software like Microsoft Excel, Google Sheets, and Apple Numbers. It's also the standard format for importing data into other CRMs and marketing platforms.

Working with Exported Data

Once you have your CSV file, the work isn't over. Here’s how to handle it.

Understanding Your Export File

Open your CSV file in a spreadsheet program. You'll see columns that correspond to the contact fields in Keap (e.g., First Name, Last Name, Email, etc.). Each row represents a single contact record.

Data Cleaning and Validation

This is a great opportunity to clean your data. Scan for common issues like inconsistent formatting, missing information, or typos. A clean list is far more valuable for analysis or migration.

Common Issues and Solutions

Sometimes, exported files can have formatting quirks. Special characters might not display correctly, or dates might be in a format your spreadsheet program doesn't recognize. Ensure your software is set to interpret UTF-8 encoding to handle special characters properly.

Alternative Export Methods

For more advanced users, Keap also offers an API (Application Programming Interface). This allows developers to build custom integrations that can pull data from your Keap account automatically, offering more flexibility than a manual CSV export.

Building Fresh Contact Databases with LinkKeap

Exporting your existing data is great for backups and analysis. But what about growth? Your exported list is a snapshot of the past, and data gets stale quickly. For active sales and prospecting, you need a constant flow of fresh, accurate leads.

This is where a modern tool like LinkKeap comes in. Instead of just managing old data, you can build new, verified contact lists directly from LinkedIn, the world's largest professional network.

Why Fresh Data Beats Exported Data

An exported list from six months ago might be full of outdated information—people change jobs, and emails become invalid. Fresh data sourced directly from LinkedIn means:

• Higher Accuracy: You get up-to-date job titles, companies, and contact details.
• Better Engagement: Reaching out with current information shows you've done your research.
• Reduced Bounce Rates: Verified emails mean your messages actually land in the inbox.

How LinkKeap Complements Your Export Strategy

LinkKeap is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Keap. While you might use an export for a system-wide backup, you can use LinkKeap to enrich your existing database or build entirely new, highly-targeted lists. Found a great prospect on LinkedIn? Instead of manual data entry, add them to Keap with one click, complete with verified contact info.

Best Practices for Contact Data Management

At Add to CRM, we believe in smart data practices.

Regular Export Schedules

We recommend performing a full data export for backup purposes at least once a quarter. Store it securely as part of your disaster recovery plan.

Data Security and Storage

Treat your exported CSV files like any other sensitive asset. Store them on encrypted, password-protected drives and limit access to only those who need it.

Keeping Data Current

Data hygiene is an ongoing process. The best strategy is to continuously add fresh, high-quality leads. Using a tool like LinkKeap to source contacts from LinkedIn ensures the data entering your CRM is accurate from the start.

Common Export Use Cases

Here are a few scenarios where your exported Keap data is invaluable.

CRM Migration

Exporting your contacts is the essential first step to moving from Keap to another system. A clean CSV makes the import process much smoother.

Data Analysis and Reporting

Use the power of pivot tables in Excel or data visualization tools like Tableau to uncover insights about your customer base that aren't obvious from inside the CRM.

Team Distribution

Export a list of leads from a specific region and give it to your field sales rep for a targeted roadshow or campaign.

Compliance and Auditing

An export provides a point-in-time snapshot of your database, which can be necessary for legal or compliance audits.

Building Your Next Contact Database

While exporting is a key function for data management, building your next great list of prospects requires a more proactive approach. LinkKeap is the modern way to build contact databases, providing fresh, verified data that is far more valuable for active sales than an old, exported list.

Getting Started with LinkKeap

It's incredibly simple:

1. Install the LinkKeap Chrome extension from the web store.
2. Navigate to any prospect's profile on LinkedIn.
3. Click the LinkKeap button to find their verified email and other contact information.
4. Click "Add to Keap" to instantly sync the new lead into your CRM—no typing required.

LinkKeap vs Traditional Data Sources

Compared to a static exported list or a purchased list of questionable quality, the data you get with LinkKeap is sourced in real-time. It's more accurate, more relevant, and fully compliant, giving your sales team the edge it needs to connect with the right people.

Conclusion

Exporting contacts from Keap is a straightforward process that's essential for data backups, migration, and analysis. By following the steps we've outlined, you can effectively manage and protect your data.

However, for business growth, looking forward is more powerful than looking back. The best sales and marketing strategies are built on fresh, accurate data. Instead of relying on aging lists, empower your team to build high-quality contact databases directly from the source.

Ready to supercharge your prospecting? Install LinkKeap for free today and start adding verified, one-click leads from LinkedIn directly into your Keap CRM.