Sometimes you might want to export your contacts to get them into a third party service or perhaps to do more advanced data manipulation. Here are some details on how you can do that.
To export a single contact from Capsule, go to the contact’s page in Capsule, click the Actions menu next to the contact name > click ‘Export to vCard’
When you export a list of contacts you can choose to either export it as a CSV, Excel or vCard file. CSV files are useful if you’re looking to use the file to do a mail merge or if you’re importing it into another tool. Excel files are better suited if you’re only looking to view, edit or share the file with other people. A vCard file can be helpful if you’re looking to import the contacts into the Mac Contacts app for example.
To export a list of contacts from Capsule you can follow these steps:
- Go to People & Organizations
- Choose an existing list or create a new list using your own filters.
- Now use the Export button at the top of the list
- Then choose from a column template and what file format to export to (CSV, Excel or vCard) file and finally click the button to Export.
In order to be able to export contacts you need to have the permissions to ‘Allow this user to export records…’. You can read about user permissions here.
If you’re opening the CSV file in a spreadsheet app and working with zip codes or phone numbers that have leading 0’s (e.g. 08904), you may find that the spreadsheet app treats these as a number and strips the leading 0. Unfortunately this is a limitation of the way these applications handle CSV files, but you can force the application to treat the column as text as described here for Excel.
When exporting a list of contacts you have different templates to choose from depending on what you need the export for - All Columns or Visible Columns.
When you view an exported CSV or Excel file using the All Columns template you’ll see multiple columns each for email, phone numbers and address for example. For the email for example, this is what they represent:
- Email: The first email address for the contact regardless of label
- Email Address: Any email address without a label, separated by commas
- Home Email: Any email address with the ‘Home’ label, separated by commas
- Work Email: Any email address with the ‘Work’ label, separated by commas
It works in similar ways for phone and addresses, they just have slightly different labels.
The ‘All Columns’ includes the following columns:
- First Name
- Last Name
- Job Title
- Created Date
- Updated Date
- Last Contacted Date
- Email Addresses
- Phone Numbers
- Custom Fields
- Facebook Profile
- Twitter Profile
- Skype Name
- LinkedIn Profile
In the list view you have the ability to add or remove the columns that you’d like to see. This option lets you export just those columns. For more details on how to add and remove columns you can check out the section in our contact reporting article.
When exporting contacts to a vCard you’ll get a single vCard containing all the contacts from the list. Only the standard contact details are included. Things like custom fields or tags are not included.
Notes & email history as well as the ‘About’ field are not inclided in your standard export. To get an export with those things you need to use the backup option to Export to ZIP.
Opportunities and cases can also be exported from their respective lists. Below are more details on how you would do that:
To export a list of opportunities, go to the Sales Pipeline List create a new list and then filter for the opportunities you’d like to export.
Once you have the list, use the Export button and you’ll see a few different Export options. You can either export the list as normal to a CSV or Excel file or you can export it with a breakdown of revenue by month - again to a CSV or Excel file.
Exporting cases is very similar, if not even easier. When you go to Cases you get straight to the list view. From there use the Export button and choose to export either to a CSV or Excel file.
A single click export function is provided in Capsule and can be initiated by an account admin by going to the Account Settings Export. The export function generates a single ZIP file and emails it to you. The zipped file contains CSV files for your contacts, opportunities and cases, including a history of emails and notes.
Note that the full export does not include any file attachments. Those always have to be downloaded one at a time from each record.
If you’re having trouble viewing foregin characters when you open your exported CSV file then it might be that you need to re-save the file to your local text encoding.
The Capsule exports are always in UTF-8 format which allows you to store detail about your contacts using characters from most of the world’s languages. However, some applications need the file to be in your local text encoding to display all characters correctly.
You can convert your CSV file to your local format using a simple text editor. On Windows you can use Notepad, and on Mac OS X you can use TextEdit:
- Open the CSV file in your text editor
- Select Save As… from the file menu
- On the Save dialog box, select your own local text encoding from the text encoding menu
- Once saved, open the file again and you’ll see that all characters are displayed correctly.