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Export Information from Outreach Overview

Chris
Updated

Objective

The purpose of this article is to provide information to Outreach Users regarding exporting information from Outreach.

Applies To

  • Outreach Users

Before you begin 

  • Some Outreach views and options require admin-level governance permissions. If the options outlined in this article are unavailable, contact the Org’s Outreach Administrator as applicable. For more information regarding governance profile settings, refer to the Governance Profile Settings Overview article.
  • Each export download link will expire after seven days. If an export expires, the user will need to recreate the query and export again.
  • Users with an Admin profile in Outreach are able to view export requests regardless of the user requesting the export. All other users can only view their own export requests.
  • At this time, users are not able to cancel or delete exports.
  • The formatting of fields cannot be altered.
  • Templates and Snippets cannot be exported.
  • Outreach cannot guarantee the output will be compatible with all 3rd party apps that are used to open CSV files.
  • There are some exports that will show the time as PDT/PST, such as exports from the call and outbox (mailing) list views, but most reports will export as UTC time. At this time, this is not customizable but you can convert data into Excel as explained on this article. 

Outreach provides users with the opportunity to export the following information:

  • Prospects
  • Accounts
  • Opportunities
  • Calls
  • Tasks
  • Sequence States
  • Users
  • Emails

Procedure

Exporting Methods

Outreach provides users with the opportunity to export and receive information using one of the following methods: 

  • Download Now
  • Email CSV

Download Now

The Download Now export method is great for exporting bulk records in the amount of 200 or less. This report is downloaded as a CSV file to your Chrome browser. 

Email .CSV

The Email .CSV option works best for bulk records exceeding 200. For example, exporting all Prospects, Accounts, Tasks, Sequence Stats, and Opportunities.

Screenshot 2025-04-29 at 11.02.56 AM.png

Note

  • The limit for exporting filtered lists is 100K; when exporting a list of Prospects, Accounts, etc. that are greater in number, you will want to filter down to fewer than 100k in order to export properly. Typically, Outreach recommends filtering by Owner. 
  • The email notification is sent to the email address of the user requesting the export. After the file is compiled, the system sends an email to the requester with a clickable link to download the file. 
  • The notification email contains an expiration date indicating the length of time the exported file will be available for download before being removed from the platform. 

Exporting Activity

Prospects

  1. Log in to Outreach. 
  2. Click Prospects.
  3. Select the required prospects.
  4. Click More Actions.
    Screenshot 2025-04-29 at 12.06.45 PM.png
  5. Click Export.
  6. Select the appropriate export options.
  7. Click Export. 

Accounts

  1. Log in to Outreach. 
  2. Click Accounts.
  3. Select the required Accounts.
  4. Click More Actions.
  5. Click Export.
  6. Select the appropriate export options.
  7. Click Export.

Opportunities

  1. Log in to Outreach. 
  2. Click Opportunities.
  3. Select the required Opportunities.
  4. Click More Actions.
  5. Click Export.
  6. Select the appropriate export options.
  7. Click Export.

Exporting Calls

  1. Log in to Outreach. 
  2. Click Activity > Calls.
  3. Select the required Calls.
  4. Click Export calls.
  5. Select the appropriate export options.
  6. Click Export.

Tasks

  1. Log in to Outreach. 
  2. Click Activity > Tasks.
  3. Select the required Tasks.
  4. Click More Actions.
  5. Click Export tasks.
  6. Select the appropriate export options.
  7. Click Export.

Exporting Sequence States

  1. Log in to Outreach. 
  2. Click Activity > Sequence states.
  3. Select the required Sequence states.
  4. Click More Actions.
  5. Click Export sequence states.
  6. Select the appropriate export options.
  7. Click Export.

Emails

  1. Log in to Outreach. 
  2. Click Activity > Email outbox
  3. Select the required recipients.
  4. Click More Actions.
  5. Click Export emails.
  6. Select the appropriate export options.
  7. Click Export.

Users

  1. Log in to Outreach. 
  2. Click Administration > User Management.
  3. Click Users.
  4. Select the required users.
  5. Click More Actions.
  6. Click Export.
  7. Select the appropriate export options.
  8. Click Export.

Exporting Content

 Sequence Stats

  1. Log in to Outreach. 
  2. Click Content > Sequence.
  3. Select the required Sequences.
  4. Click More Actions.
  5. Click the appropriate export action
    1. Export prospects
    2. Export replies
    3. Export stats
  6. Select the appropriate export options.
  7. Click Export.

Exporting Reports

The report overview and related reports can be exported follow the procedure in How to Export Reports in Outreach.

Export History

  1. Log in to Outreach as an Admin.
  2. Click Administration > System Activity > Exports

The Exports landing page provides users with a list view of historical downloads. In this view, users can see the types information the exports captured, the number of records per export, the date created and the file's status: Download or Expired. 

Active downloads - those that have not yet expired - contain a hyperlink to the file. Click the link to complete the downloading process. 

Expired downloads disable and remove the hyperlink to the file. If you cannot access a file, review the Expiration Date column to determine if the file has expired. 

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