If you’re in charge of managing a HubSpot portal, whether for a growing business or a large enterprise, there will come a time when you need to export data. Maybe you’re preparing to migrate to a new CRM, building a compliance backup, or preserving critical content ahead of a system overhaul. Whatever the reason, one thing is clear: getting this step wrong costs you time and data.
HubSpot makes importing seem easy, but exporting presents more roadblocks. It can be difficult to locate every asset, choose the correct formats, and ensure nothing falls through the cracks. For large portals, especially, overlapping tools and inconsistent export options add layers of confusion.
This guide walks you through the full process of exporting your files and content from HubSpot.
You’ll learn where to find each type of export, how different tools handle your data, what to watch out for, and how to confirm your exports worked as expected, all with minimal friction.
Understanding How File and Content Exports Work in HubSpot
In practical terms, exporting from HubSpot means generating usable copies of your portal’s data and assets to use outside the platform. The purpose might be backup, analysis, or complete migration.
HubSpot supports different export formats based on asset type, and each area follows its own export procedure.
You’ll find files and content scattered across several tools, including:
- The Files Tool (Marketing > Files and Templates > Files): Home to uploaded images, PDFs, product documents, and other media
- Core CRM objects like contacts, companies, deals, and tickets: These export as CSV or XLSX
- Website content including blog posts, landing pages, and site pages (Marketing > Website)
- Marketing emails and automated workflows, accessible under Marketing > Email and Automation > Workflows
How you export depends on the asset. For example, CRM data exports directly from object views using “Actions > Export,” while files require selection and access through the File Manager. Not everything exports neatly. Assets like landing page layouts can only be exported via Design Manager or the API.
How It Works Under the Hood
Behind the scenes, every export you trigger in HubSpot runs on an asynchronous job system. That means when you start an export, HubSpot spins up a one-time task to gather, package, and deliver your data without disrupting day-to-day operations.
Here’s what to expect:
- Inputs: You choose which data to include, specific views, filters, file selections, and export formats (CSV, XLSX, ZIP)
- Processing: HubSpot collects the chosen entries from its internal databases or file store, compiles them into your selected format, and creates a temporary downloadable link
- Outputs: You’ll receive that link via notification or email. It stays active for a limited period, typically 24 to 48 hours
You can fine-tune your exports by customizing column layouts, selecting related records like associated contacts or companies, or adjusting file batch sizes. For files, you’ll decide between individual downloads or bulk ZIP exports.
Exports happen in the background, so your HubSpot portal remains accessible with no downtime.
Main Uses Inside HubSpot
Each export typically falls into one of three categories. Knowing your intent upfront helps you choose the most relevant assets and avoid redundancy.
Data Migration to a New CRM
One of the most common reasons to export from HubSpot is to migrate to another system, such as Salesforce, Zoho, or a custom platform.
For example, if you’re moving from HubSpot CRM to Salesforce, you’ll need to export Contacts, Companies, and Deals, making sure you include ID fields for accurate mapping. Files, like proposals or PDF attachments, should be handled separately from the Files tool. Once exported, these assets can be aligned with the destination system’s import templates.
Historical Data Backup
Your team may also need ongoing records outside HubSpot, especially before major account changes like deleting workflows or downgrading subscriptions.
For instance, before cleaning up legacy workflows, teams often export a snapshot of workflow names, triggers, and actions. Marketing teams may also archive years of blog content in case regulatory or internal review requests arise later. These exports act as a safety net.
Content Auditing and Compliance
Audits and legal reviews require controlled access to published content. Compliance teams often export lists of blogs, landing pages, and workflows to verify opt-out language, privacy notices, and form compliance.
A typical scenario involves filtering all published blog posts, exporting them into a spreadsheet, and reviewing them against internal and industry standards.
Common Setup Errors and Wrong Assumptions
Exporting from HubSpot isn’t just about clicking “Download.” Small mistakes can create major issues later.
- Exporting from an incomplete view
What happens: You export only visible entries, excluding records outside your filters
The consequence: Critical data goes missing
What to do: Always confirm filters and select “All records” for full exports - Missing associations between records
What happens: You export contacts without their related companies or deals
The consequence: Relationship context is lost during re import
What to do: Choose “Include associated records” whenever possible - Downloading files manually instead of exporting properly
What happens: Files are saved one by one via right click
The consequence: Missing files, corruption, and wasted time
What to do: Use bulk export from the File Manager or the API for large libraries - Assuming all content types export easily
What happens: You expect full website designs to export automatically
The consequence: HubSpot doesn’t support structured exports for every asset
What to do: Use Design Manager or the HubSpot API for coded templates
Step-by-Step Setup or Use Guide
Before exporting, confirm your permissions. Some export features are restricted to Admin or Super Admin roles.
Step 1: Review permissions
Go to Settings > Users & Teams. Confirm your role includes export rights.
Step 2: Determine export scope
Decide what you’re exporting, entire databases, filtered views, or specific timeframes.
Step 3: Export HubSpot files
- Navigate to Marketing > Files and Templates > Files
- Select files or folders
- Click “More” > “Export”
- Download the ZIP when notified
Step 4: Export CRM records
- Open Contacts, Companies, Deals, or Tickets
- Click Actions > Export view
- Choose CSV or XLSX and include associations if needed
Step 5: Export marketing emails or blog data
- Go to Marketing > Email > Manage and export metrics
- For blogs, use Marketing > Website > Blog to export available data
Step 6: Export workflows or lists
- Navigate to Automation > Workflows to export workflow lists
- For contact lists, go to Contacts > Lists > Actions > Export
Step 7: Monitor notifications
Export links expire quickly. Download within 48 hours.
Step 8: Validate output files
Open files and confirm row counts, headers, and formatting match expectations.
Measuring Results in HubSpot
While HubSpot doesn’t offer export dashboards, you can still validate success:
- Compare record counts before and after export
- Verify associations in sample rows
- Audit ZIP files for missing media
- Cross-check metrics against HubSpot analytics
- Maintain internal export logs for accountability
You can also build a simple HubSpot dashboard showing total records, then compare it against export files to catch gaps early.
Short Example That Ties It Together
A company preparing for CRM consolidation documents current totals for Contacts, Companies, and Deals. They export all records with associations included, then back up key folders from the File Manager. Blog posts, workflows, and lists are exported for documentation.
After downloading, the team validates every file. Counts match, associations are intact, and the migration proceeds without rework or data loss.
That’s the value of a structured export process.
How INSIDEA Helps
Exporting complex data from HubSpot requires precision. INSIDEA helps teams plan and execute exports that align with long term goals, whether that’s migration, compliance, or system cleanup.
Our support includes:
- HubSpot onboarding
- Ongoing HubSpot management
- Automation support
- Reporting and alignment
- Data migration planning
- Content documentation
If your internal team lacks the time or technical depth to confidently manage large-scale exports, this is where it makes sense to hire HubSpot experts who work on the platform every day and understand how data, files, and content are connected.
INSIDEA also provides structured HubSpot consulting services to guide exports, migrations, and audits so nothing is missed and no relationships are broken during transitions.
Clean exports protect your data, your workflows, and your customer relationships. Export deliberately, validate thoroughly, and involve experienced teams when accuracy matters most.
