How to Export Contacts from Nutshell CRM

Managing your customer data is crucial, and sometimes, you need to take it outside your CRM. Whether you're creating a backup, migrating to a new system, or running a custom analysis, exporting your contacts is a fundamental task. At Add to CRM, we know that effective data management is the backbone of any successful sales operation. In this guide, we'll walk you through the complete process of exporting contacts from Nutshell CRM. We'll also show you how to build and refresh your contact lists with verified, up-to-date information.

Why Export Contacts from Nutshell CRM?

Exporting your data isn't just about moving information around; it's a strategic activity. Common reasons for exporting contacts include:

• Data Backups: Creating regular offline copies of your data for security and peace of mind.
• CRM Migration: Moving your valuable contact database to a different platform.
• Advanced Analysis: Using tools like Excel or Google Sheets to perform in-depth analysis and create custom reports that go beyond built-in CRM capabilities.
• Data Cleaning: Working with your data in a spreadsheet to identify and fix inconsistencies or duplicates.
• Team Distribution: Sharing specific contact lists with team members or external partners who don't have access to your CRM.

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

When you export contact data, you are responsible for its security. Be mindful of regulations like GDPR and CCPA. Ensure you have the right to use and store this information outside of the secure Nutshell CRM environment. Always handle personal data with care.

What Data Gets Exported

Nutshell CRM allows for flexible exporting. You can export specific lists of Companies, People, or Leads. For administrators, a full backup includes a comprehensive set of your data, packaged into separate CSV files for:

• Accounts (Companies)
• Contacts (People)
• Leads
• Activities
• Notes
• Products
• Tasks

Export Limitations

Nutshell CRM is quite flexible, but keep in mind that your administrator can set permissions that may limit your ability to export data. If you don't see the export option, check with your admin. Exports are generated in the universally compatible CSV format.

Step-by-Step Export Process

Nutshell makes exporting a straightforward process. Here’s how to do it.

Preparing for Export

Preparation is key to getting the exact data you need. Before exporting, take these steps:

1. Filter Your Data: Use Nutshell's powerful filters on the Companies, People, or Leads pages to narrow your list down to the precise segment you want to export.
2. Select Your Columns: The columns visible on your screen in the list view are the columns you will get in your export. Add or remove columns to customize your file before you export.

Exporting Contacts from Nutshell CRM

There are two primary methods for exporting your data.

Method 1: Exporting from a List (Companies, People, or Leads)

1. Navigate to the Companies, People, or Leads page.
2. Apply filters and adjust columns as described above.
3. If you want to export only specific records, check the boxes next to them. Otherwise, the entire filtered list will be exported.
4. Click the Export button at the bottom of the page.
5. A notification will appear. Once processed, click the green Download ready button to download your CSV file.

Method 2: Creating a Full Data Backup (Admins Only)

1. Click on Settings in the bottom-left corner.
2. Under the Data section, click Export.
3. Click the Create full export button.
4. Nutshell will bundle all your data into a .ZIP file containing multiple CSVs. You'll be notified when it's ready for download.

Export Format Options

Nutshell CRM exports data in CSV (Comma-Separated Values) format. This is a universal standard that can be easily opened and managed in spreadsheet applications like Microsoft Excel, Google Sheets, or Apple Numbers.

Working with Exported Data

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

Understanding Your Export File

When you open your CSV file in a spreadsheet program, you'll see your data organized neatly. Each row represents a record (like a single contact), and each column represents a data field (like Name, Email, or Phone Number).

Data Cleaning and Validation

Exported data is a perfect opportunity for a data health check. Scan for missing information, inconsistent formatting, or duplicates. However, remember that this data is only a snapshot in time. Contact information can become outdated quickly as people change jobs.

Common Issues and Solutions

A common issue is data not appearing in the correct columns. If this happens, use the "Text to Columns" or "Import Data" feature in your spreadsheet software and specify that the delimiter is a comma. This will ensure everything lines up correctly.

Alternative Export Methods

For more technical users, Nutshell CRM offers an API that allows developers to build custom integrations and automate data exports. This is a powerful option for businesses that need to sync data between systems programmatically.

Building Fresh Contact Databases with LinkNut

Exporting your existing data is great for management and analysis, but what about growth? Your exported lists represent the past. For active sales and marketing, you need fresh, verified data. This is where our Chrome extension, LinkNut, transforms your prospecting efforts.

Why Fresh Data Beats Exported Data

Contact data decays. Studies show that B2B data can decay at a rate of over 20% per year. People change jobs, email addresses become inactive, and phone numbers are disconnected. An exported list from six months ago could be full of dead ends. In contrast, LinkNut pulls fresh, verified contact information directly from LinkedIn profiles, giving you the most current data available.

How LinkNut Complements Your Export Strategy

LinkNut is a Chrome extension that finds verified contact information from LinkedIn profiles and adds them directly to Nutshell CRM. You can use your exported data to identify key accounts or contacts with missing information. Then, use LinkNut to visit their LinkedIn profiles, find their current, verified email and phone number, and update their record in Nutshell CRM with a single click. It's the perfect way to enrich and refresh your existing database.

Best Practices for Contact Data Management

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

Regular Export Schedules

We recommend performing a full data backup at least once a month. For more active teams, a weekly backup is even better. Store these backups securely as part of your disaster recovery plan.

Data Security and Storage

Store your exported CSV files in a secure, access-controlled location, such as an encrypted folder or a secure cloud drive. Never leave sensitive customer data on an unsecured device.

Keeping Data Current

Don't let your CRM become a data graveyard. The best strategy is to continuously enrich your database. Use a tool like LinkNut to add new, high-quality contacts from LinkedIn and update existing ones, ensuring your sales team is always working with the best possible information.

Common Export Use Cases

Here are a few practical scenarios where exporting data from Nutshell CRM is essential.

CRM Migration

When moving to a new CRM, a full export is the first and most critical step to ensure a seamless transition of your historical data.

Data Analysis and Reporting

Export lead data to a spreadsheet to calculate custom conversion rates, analyze sales cycle lengths by region, or create pivot tables to uncover trends.

Team Distribution

Filter a list of all open leads in a specific territory, export it, and share it with your regional sales team for a targeted outreach campaign.

Compliance and Auditing

When auditors require access to customer communication records or contact history, an export provides them with the data they need in a standard, easy-to-read format.

Building Your Next Contact Database

While exporting helps you manage the data you already have, LinkNut is the modern way to build the database you need for future growth. Instead of relying on potentially stale lists, you can build a fresh, highly targeted database of prospects directly from LinkedIn.

Getting Started with LinkNut

It takes just a few minutes to get started:

1. Install LinkNut: Get the extension from the Chrome Web Store.
2. Navigate to LinkedIn: Go to the LinkedIn profile of a prospect you want to add to your CRM.
3. Find Contact Info: Use the LinkNut extension to find their verified email address and other contact details.
4. Add to Nutshell CRM: Click one button to add the new, enriched contact directly to Nutshell CRM, eliminating manual data entry.

LinkNut vs Traditional Data Sources

Compared to an exported list, which is static and aging, or a purchased list, which is often inaccurate and low-quality, LinkNut provides data that is fresh and verified. You're getting information directly from the source—professional profiles—and enriching it with verified contact details, ensuring higher connect rates and better sales outcomes.

Conclusion

Exporting contacts from Nutshell CRM is a simple yet powerful feature for managing, backing up, and analyzing your data. By following the steps outlined above, you can easily get your data into a portable CSV format.

But effective data management in today's fast-paced world requires more than just managing what you have. It requires a proactive strategy for acquiring fresh, accurate information. By combining smart export practices with a modern prospecting tool like LinkNut, you can ensure your Nutshell CRM is always filled with high-quality, actionable contacts.

Ready to supercharge your prospecting and save hours every week? Try LinkNut for free today and start building your best contact database yet.