Exporting your Salesforce data is crucial for backup, reporting, integration, and migration purposes. Whether you need one-time exports or automated backups, Salesforce provides a variety of built-in and third-party tools to suit your needs.

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? Built-In Tools for Exporting Data

1. Data Export Service (Setup Menu)

Best for: Full org data backup
How it works: Scheduled or manual .ZIP file of CSVs sent via email or downloaded.

• Navigate to Setup → Data Export
• Choose Export Now or Schedule Export
• Select the objects to include
• Files will be available for download (expires after 48 hours)

✅ Pros: No installation, great for full backups
⚠️ Cons: No automation beyond weekly/monthly

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2. Data Loader

Best for: Large, customized data exports (50,000+ records)
How it works: Desktop app that connects via API to export data to CSV.

• Download and install Data Loader
• Select Export or Export All
• Choose the object and write a SOQL query
• Choose an output directory for the CSV

✅ Pros: Handles large volumes, supports SOQL
⚠️ Cons: Requires setup, technical users preferred

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3. Reports

Best for: Ad hoc, filtered exports of data for business users
How it works: Export report data as .XLS or .CSV from the Report Builder.

• Create a Report
• Click Export → Choose Formatted Report or Details Only

✅ Pros: User-friendly, no setup
⚠️ Cons: Limited to 2,000 rows per export via UI

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4. Workbench

Best for: Quick, browser-based exports via SOQL
How it works: Login via OAuth, run SOQL, download results.

• Go to workbench.developerforce.com
• Log in with Salesforce credentials
• Use Queries → SOQL Query
• Export the results as CSV

✅ Pros: No install, flexible
⚠️ Cons: Not officially supported by Salesforce; use with caution

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? Advanced & Programmatic Methods

5. Salesforce REST or Bulk API

Best for: Automated and high-volume integrations
How it works: Use code or integration platforms to extract data.

• Authenticate via OAuth
• Use GET /query or Bulk API endpoints
• Parse JSON or CSV output

✅ Pros: Fully automated, scalable
⚠️ Cons: Requires development expertise

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? Third-Party Tools

Tool	Key Features
Dataloader.io	Cloud-based export/import tool by MuleSoft
Gearset	Backup, version control, and change tracking
OwnBackup	Comprehensive backup and restore solution
Skyvia	No-code cloud integration and export tool

✅ Pros: Advanced features, automation, monitoring
⚠️ Cons: May require licensing/subscription

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? Best Practices

• Always back up data before major changes or deployments
• Use sandbox testing before exporting production data via APIs or scripts
• Limit data exposure — follow access and compliance policies
• Schedule regular exports to protect against accidental loss

? FAQs

Q: How often can I export data using the built-in tool?
A: Weekly for most editions; daily for Enterprise/Unlimited.

Q: What’s the difference between “Export” and “Export All” in Data Loader?
A: “Export All” includes soft-deleted (recycled) records.

Q: Can I automate data exports?
A: Yes, using Data Loader CLI, APIs, or third-party platforms.