How to Export Salesforce Data: Methods, Limits, and Best Options in 2026

To know which method efficiently exports the right data, you have to understand exactly what each method offers 

Key Takeaways

• Salesforce data can be exported using Data Export Service, Data Loader, reports, REST API, and Bulk API 2.0.
• Data Export Service supports periodic organization-level exports.
• Data Loader provides control over selected objects, fields, and records.
• REST API supports programmable queries, while Bulk API 2.0 supports asynchronous data retrieval.
• Export limits depend on Salesforce edition, permissions, and method.
• Data exports can support retention requirements but do not automatically provide complete backup and recovery functionality.

What Are the Ways to Export Data from Salesforce?

The ways to export data from Salesforce include Data Export Service, Data Loader, reports, REST API ( Representational State Transfer Application Programming Interface), Bulk API 2.0, and GRAX. 

Each of these methods has different capabilities for extracting records, produces different data export formats, and provides varying levels of control over how exports are configured and executed.

How Do You Export Salesforce Data Using Data Export Service?

Data Export Service is a built-in Salesforce feature that allows users to export their organization’s data as downloadable ZIP (Zone Information Protocol) files in 6 steps: 

1. Open Setup: Log in to the organization’s Salesforce account and click the gear icon in the upper-right corner. Select “Setup” to gain access to the configuration settings.
2. Find Data Export: On the Setup page, find the “Quick Find” search box and type “Data Export,” then select the option in the search results.  
3. Choose Export Now or Schedule Export: When on the export page, select “Export Now” to start a manual export or “Schedule Export” to schedule regular exports. Choose the availability and scheduling options based on your Salesforce edition and previous export requests. 
4. Select the Data: Choose the file encoding and the data you want to export. You can either select specific objects or choose “include all data” if you want to export all the data. To include additional content, you can click the options for images, documents, attachments, Salesforce Files, and Salesforce CRM (Customer Relationship Management) Content document versions.
5. Start the Export: Click “Start Export” for a manual export or “Save” to confirm a scheduled export. Salesforce prepares the data as ZIP archives containing CSV (Comma-Separated Values) files and sends an email notification when the export is ready. Note that Salesforce does not guarantee an exact export completion time, as it varies depending on data size.
6. Download the Generated Files: After the export is completed, you should receive a notification email showing the export’s download link; follow the link or return to the Data Export page in Setup to download the ZIP files. 

The final step should be taken within 48 hours of the ZIP files’ availability, as Salesforce automatically removes the files after that period.

Scheduling and Edition Eligibility

The Salesforce data export documentation (reviewed October, 2026)  indicates that manual exports are restricted to once every 7 days for weekly exports or every 29 days for monthly exports. The export processing can also be delayed by system traffic.

For scheduled exports, Salesforce Data Export Service supports weekly scheduled exports in Enterprise, Performance, and Unlimited Editions. Monthly scheduled exports are available in Salesforce editions other than Database.com, subject to documented requirements. The export frequency and manual export restrictions depend on your Salesforce edition and previous export requests.

How Do You Export Salesforce Data Using Data Loader?

To export Salesforce data using Data Loader, you need to launch Data Loader on your computer, connect it to your Salesforce organization, select the records you want to export, and save them as a CSV file on your computer.

The step-by-step process:

1. Log in: Launch Data Loader on your system and connect to your Salesforce organization using your login credentials and any other required authentication
2. Choose an export option: In Salesforce, Select “Export” to retrieve records or “Export all” to include records from the Recycle Bin where supported.
3. Select an object: Choose the Salesforce object you want to export, such as Accounts or Contacts
4. Enter a SOQL query: Select the fields you need and, if needed, use a SOQL query to filter the records 
5. Save the CSV file: Choose a destination and file name for the export, then complete the operation to save the results as a CSV file

More than Data Export Service, the Data Loader export approach provides you with more control over which records and fields to export. It allows you to select specific objects, filter records using Salesforce Object Query Language (SOQL), and export large volumes of data. It also supports command-line automation, which makes it useful for repeatable exports that need to run without repeating steps manually.

How Do You Export Salesforce Reports to CSV or Excel?

To export Salesforce reports to either CSV or Excel, you have to:

1. Open the report: In the Salesforce page, navigate to the Reports tab and open the report you want to export.
2. Click Export: Select the Export option from the report interface.
3. Choose an export format: Select your preferred format, either CSV or Excel, from the options displayed.
4. Export the report: Confirm your format selection and download the generated file to your computer.

It is important to note that exporting an individual report is not the same as exporting the entire Salesforce database. A report export contains only the data returned by that report, based on its filters, selected fields, and your access permissions. To export data across multiple objects or across an organization, you may need to use Data Export Service, Data Loader, or an API-based method. 

How Do You Export Salesforce Data Using APIs?

To export Salesforce data using APIs (Application Programming Interfaces), you need to log in to your Salesforce account, send requests to retrieve the required records, and collect the returned data for use in an external application or system. The exact export process depends on the API type you use and the amount of data you want to export.

REST API

REST API is optimized for targeted or relatively small automated Salesforce data exports. With this API, the requests are usually synchronous, with a limit of up to 2000 records per response. 

To export data using the REST API, you need to authenticate your application, create a SOQL query that specifies the records and fields you want to retrieve, and then send the query to Salesforce. If the export results exceed the response limit, you can retrieve additional batches.

Bulk API 2.0

Bulk API 2.0 is suitable for exporting large volumes of Salesforce data through asynchronous requests, which allows Salesforce to process export jobs in the background. 

To export data using Bulk API 2.0, you create an export job, specify the Salesforce object and fields to retrieve using SOQL, submit the job, and check its status. Once the export processing is complete, you can download the results in CSV format. 

Change Data Capture

Change Data Capture (CDC) is useful when you need to track ongoing changes to Salesforce records without repeatedly exporting the entire dataset. 

To use it, you have to configure your application to receive notifications for selected Salesforce objects. Salesforce then sends notifications when records are created, updated, deleted, or recovered. This allows the connected applications to capture and process those changes. Unlike Data Loader or Bulk API 2.0, CDC focuses on tracking changes over time and not exporting complete datasets.

What Are the Salesforce Data Export Limits?

Salesforce data export limits vary depending on the method that is being used. Data Export Service, for instance, has scheduling and download restrictions, while Data Loader and APIs have their own considerations around query size, processing, and API usage. Files and attachments may also require additional handling, depending on the export method.

Which Salesforce Data Export Method Should You Use?

The choice of which Salesforce data export method to use depends on the amount of data you need to export, how frequently you need to export it, and whether you need to automate the process. When considering these factors, it’s also important to understand each export approach’s capabilities and limitations:

• Use Data Export Service: If you need an occasional organization-level export with minimal setup. 
• Use Data Loader: If you need to export selected objects, apply SOQL queries, or perform larger ad hoc exports.
• Use REST API: If you need automated extraction of specific records 
• Use Bulk API 2.0: If you need to export very large datasets through automated asynchronous processing. 
• Use a dedicated Salesforce data Platform: If you need continuous data capture, historical version recovery capabilities or access to Salesforce data for analytics, reporting, and other applications.

Can Salesforce Data Export Be Used as a Backup?

Salesforce data exports can serve as copies of your organization’s data, but they are not a complete substitute for a dedicated backup and recovery solution. The usefulness of data exports depends on how frequently exports run, how long the files are retained and how easily the data can be restored. 

Unlike a dedicated backup platform, periodic exports may not capture every change as it happens. They may also lack convenient historical versions of records, and restoring data may require manually rebuilding relationships between objects. Files and attachments may also need to be retrieved separately, depending on what was included in the export. 

These limitations make it difficult to restore specific records or recover data to a particular point in time, especially when changes or deletions occur between export cycles.

When Should You Use a Salesforce Backup and Data Platform Instead?

You should use a Salesforce Backup and data platform when periodic exports are no longer enough for your organization’s data protection and recovery needs. For instance, your company may eventually require continuous backups, historical record versions, or a way to restore records and their relationships without having to rebuild from exported files.

GRAX is designed for organizations that need these additional capabilities. It backs up Salesforce records and files to customer-controlled cloud storage, including AWS (Amazon Web Services), Azure, and Google Cloud Platform. After the initial backup, the platform periodically captures new and modified data, providing users with options for both daily and continuous backup scans. 

GRAX also supports point-in-time recovery, which allows admins to restore records or selected field values to an earlier state. Its Data Lake capabilities make the backed-up Salesforce data available for analytics, data warehousing, and AI use cases.

GRAX helps organizations support periodic Salesforce exports by combining automated data protection, point-in-time recovery, and access to historical data in a single platform. 

Organizations evaluating GRAX can explore its backup and recovery capabilities to determine whether they meet their Salesforce data protection and data reuse requirements.

Product documentation reviewed Oct, 2026: GRAX backup frequency, recovery features, and data analytics capabilities vary by subscription plan and deployment configuration. Check the current subscriptions before selecting a plan. 

Frequently Asked Questions About Salesforce Data Exports

Can I export all data from Salesforce?

Yes. With Salesforce Data Export Service, you can export your organization’s data as downloadable ZIP files. However, some data types may require separate handling, and certain fields, such as formula and roll-up summary fields, are excluded from the exports.

How do I export Salesforce data to CSV?

You can export Salesforce data to CSV either by using Salesforce Data Loader, Salesforce reports, or Data Export Service.

How often can Salesforce Data Export run?

The rate at which Salesforce data can be exported depends on the method used. Salesforce Data Export Service supports weekly or monthly scheduled exports, while Data Loader and APIs can run even more frequently. REST API supports repeated requests, while Bulk API 2.0 processes export jobs asynchronously.

What is the difference between Data Export Service and Data Loader?

Data Export Service is a built-in Salesforce feature that supports scheduled or manual bulk exports of an organization’s data. Data Loader, on the other hand, allows users to select specific objects, fields, and records to export, supports SOQL queries, and provides command-line automation for repeatable exports.

Can I export Salesforce data automatically?

Yes. You can automate your Salesforce data exports using scheduled Data Export Service jobs,  Data Loader’s command-line interface, or APIs such as REST API and Bulk API 2.0. 

Is Salesforce Data Export the same as Salesforce backup?

No. Salesforce data export only creates copies of your organization’s data, while a dedicated Salesforce backup solution can provide additional capabilities such as continuous data capture, historical versions, and point-in-time recovery.

How do you verify that a Salesforce export is complete?

You can verify a Salesforce export by checking if the export is completed successfully, reviewing any error logs, and confirming that the exported records match the expected data.

Can you export deleted Salesforce records?

Yes. You can export deleted Salesforce records using Data Loader’s Export All option. This option retrieves soft-deleted records and some records that have been removed from the Recycle Bin but remain available through the API. This approach does not work for permanently purged records.

How do you export Salesforce files and attachments?

You can export Salesforce files and attachments through Data Export Service by selecting the relevant options for attachments, documents, Salesforce Files, and other supported content. Salesforce packages the exported data into ZIP files for download.