How to Export Contacts from Monday CRM

Managing your customer data is one of the most critical tasks for any 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 Monday CRM is an essential skill. At Add to CRM, we're experts in CRM data management, and this guide will walk you through the entire process, step by step. We'll also show you how to go beyond simple exports and build fresh, verified contact databases that fuel your sales engine.

Why Export Contacts from Monday CRM?

Exporting your contacts isn't just for leaving a platform. It's a fundamental part of a healthy data strategy. 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 a successful migration.
• Data Analysis: Exported files can be used in tools like Excel or Google Sheets to perform deep analysis and uncover insights you can't see inside the CRM.
• Reporting: Create custom reports for stakeholders or leadership by manipulating exported data.
• Team Distribution: You can export specific contact lists for sales team members to use in targeted outreach campaigns.

Before You Export: Important Considerations

Before you click that export button, let's cover a few key points to ensure a smooth process.

Data Privacy and Compliance

Remember that once you export contact data, you are responsible for its security. Ensure you handle the data in compliance with regulations like GDPR and CCPA. Store exported files securely and only share them with authorized personnel.

What Data Gets Exported

When you export a contact board from Monday CRM, the file will include all the columns from that board, such as name, email, phone number, and any custom fields you've created. However, it typically won't include data from linked boards, comments, or complex automations. The export reflects the data within that specific board.

Export Limitations

Monday CRM has a couple of limitations to keep in mind. If you choose to export your entire account's data, this action can only be performed once every 24 hours. For standard board exports, the process is quick, but it's always a good practice to ensure you're exporting the correct, filtered view to get exactly the data you need.

Step-by-Step Export Process

Here’s how to get your contact data out of Monday CRM efficiently.

Preparing for Export

For the best results, prepare your data before you export. Take a moment to review your contact board for duplicates, fix any obvious typos, and ensure formatting is consistent. You can also use Monday CRM's filters to create a specific view of only the contacts you wish to export, which simplifies the process significantly.

Exporting Contacts from Monday CRM

Monday CRM offers two primary methods for exporting your data.

Method 1: Exporting a Specific Contact Board (Recommended)

This is the most common and direct way to get a list of your contacts.

1. Navigate to the Contacts board or the specific board containing the contacts you want to export.
2. Click the three-dot menu located in the top-right corner of your screen.
3. From the dropdown menu, hover over More actions.
4. Select Export board to Excel.
5. Confirm the export, and an Excel file will download directly to your computer.

Method 2: Exporting Your Entire Account Data

If you need a complete backup of everything in your account, including contacts, this is the method to use.

1. Click on your profile icon (or initials) in the top-right corner and select Administration.
2. In the left-hand menu, navigate to the Account section under the General tab.
3. Scroll to the bottom and click the Export account data button.
4. Monday CRM will process the request and send a download link for a .zip file to your registered email. Remember, this can only be done once every 24 hours.

Export Format Options

Monday CRM primarily exports data into an Excel (.xlsx) file. This format is widely compatible and can be easily opened in Microsoft Excel, Google Sheets, or Apple Numbers. If you need a CSV file, you can simply open the exported Excel file and save it as a CSV.

Working with Exported Data

Once you have your file, you might need to do a little work to get it ready for its next use.

Understanding Your Export File

The exported spreadsheet will contain columns that directly correspond to the columns on your Monday CRM board. Each row will represent a single contact or item. The data will be raw, so it may require some cleanup.

Data Cleaning and Validation

Use your spreadsheet software to clean the data. This can include removing duplicate entries, standardizing capitalization, and using formulas to validate email formats. A clean list is a powerful list.

Common Issues and Solutions

• Messy Formatting: Use your spreadsheet program's formatting tools to clean up the data.
• Missing Information: If data seems to be missing, double-check that you exported the correct board or view in Monday CRM.
• Outdated Data: This is the most common problem with exported data. Contact information changes frequently, and an exported list can become stale very quickly. This is where building fresh lists becomes crucial.

Alternative Export Methods

For more advanced needs, you can also extract data from Monday CRM using its API (Application Programming Interface). This is a great option for developers looking to build custom integrations or automate data backups. You can also use third-party tools like Zapier to move data between Monday CRM and other applications without a manual export.

Building Fresh Contact Databases with Linkmonday

Exporting existing data is useful, but what about growth? For active sales and prospecting, you need a constant flow of fresh, verified contacts. Relying on an old, exported list is inefficient. Instead, you can build new, highly-targeted contact databases directly from LinkedIn using our Chrome extension, Linkmonday.

Why Fresh Data Beats Exported Data

Contact data decays quickly. People change jobs, companies switch email domains, and phone numbers are updated. An exported list from six months ago could have a high bounce rate and low connect rate. In contrast, Linkmonday pulls verified, real-time contact information from LinkedIn profiles, ensuring your outreach is based on the most current data available.

How Linkmonday Complements Your Export Strategy

Linkmonday is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Monday CRM. It works hand-in-hand with your data management strategy. You can use your exported data for backups and analysis while using Linkmonday to enrich those existing contacts or, more powerfully, to build entirely new lists of ideal prospects without the tedious manual work.

Best Practices for Contact Data Management

Regular Export Schedules

We recommend exporting your key contact boards on a weekly or monthly basis to ensure you always have a recent backup on hand.

Data Security and Storage

Always store your exported files in a secure, password-protected, and access-controlled environment, like an encrypted cloud drive. Never leave sensitive contact data on an unsecured computer.

Keeping Data Current

The best way to keep your CRM data current is to combine periodic cleaning with a proactive tool. Use Linkmonday to find the latest contact details for your prospects on LinkedIn and update your records with a single click.

Common Export Use Cases

CRM Migration

An export is the essential first step to moving your valuable contact data to a new CRM system.

Data Analysis and Reporting

Use exported data in business intelligence (BI) tools to analyze sales cycles, identify your most valuable customer segments, and track team performance.

Team Distribution

Export filtered lists of contacts and assign them to different sales reps for targeted campaigns or follow-ups.

Compliance and Auditing

Provide auditors with clean, time-stamped data exports to meet compliance and data retention requirements.

Building Your Next Contact Database

While exporting is a key function for managing the data you have, building your next database is about growth. Linkmonday is the modern way to do it, saving your team hundreds of hours of prospecting and data entry.

Getting Started with Linkmonday

It’s incredibly simple to get started:

1. Install the Linkmonday Chrome extension from the web store.
2. Navigate to any prospect's profile on LinkedIn.
3. Click the extension to find their verified email address and phone number.
4. Click “Add to CRM” to instantly send the new contact and all their information straight into Monday CRM.

Linkmonday vs Traditional Data Sources

Compared to traditional data sources, there's no contest. Exported lists quickly become outdated. Purchased lists are often inaccurate and can contain non-compliant data. Linkmonday provides fresh, verified, and compliant contact data directly from the source, giving your sales team the edge it needs.

Conclusion

Exporting contacts from Monday CRM is a straightforward process, whether you're exporting a single board or your entire account. It's a vital skill for effective data backup, migration, and analysis.

But for building your sales pipeline and ensuring your team is working with the most accurate information, you need a modern solution. Stop wasting time with stale data and manual entry. Supercharge your prospecting and start closing more deals.

Try Linkmonday for free today and see the difference verified LinkedIn data can make.