Find and export
your HubSpot data.

1. 1Sign in with a Super Admin account so you can access the account settings.
2. 2Go to Data Management → Data Model. If that menu is hidden, first select More.
3. 3Open the Limits tab, then select Objects in the left sidebar.
4. 4Write down the current record count for each relevant object, including contacts, companies, deals, tickets and calls. Use the number of stored records shown next to the account limit.
5. 5If the Limits view is unavailable on your subscription, open each record type under CRM, select its unfiltered All view, and check the record count there.

Report the quantity in records. List the count for each object and the combined total for the objects you would include. Add a short description of your use of HubSpot, such as sales pipelines, customer service or account management.

Check the earliest records to establish the years covered. For example, open All contacts and sort by Create date, oldest first. Imported records can have an earlier original date stored in another field, so note any migration or historical import.

Include the number of people who use the CRM. Note whether logged emails, calls, meetings, notes and attachments are available. These can help explain the work behind the record counts.

1. 1Use a Super Admin account or an account with Export permission. If export approvals are enabled, obtain approval or use an account permitted to export without it.
2. 2Open CRM → Contacts and choose All contacts. Check the filters so the view covers the records you want to include.
3. 3Select Export, choose CSV or XLSX, and include All properties and associations on records. Properties are the fields on a record; associations are its links to other records.
4. 4Repeat for companies, deals, tickets, calls and any relevant custom objects. Download each export using the link sent by email or shown in the notification center.
5. 5Collect activity history separately. For one contact, use Actions → Export contact data and include Contact activities. For account-wide activity, use an available activity report or arrange extraction through HubSpot’s software interface, the Engagements API.
6. 6To export files, a Super Admin can open Content → Files, select files and folders, and choose Export (ZIP). Download the archive when the email link arrives.

A standard record export contains the current field values and record relationships. Logged emails, calls and notes use the activity export routes. Account-wide activity reports depend on the subscription and reporting permissions.

Record-export links expire after 30 days. Large exports can arrive as several files inside a ZIP. CSV supports wide tables; XLS has a lower row and column limit. Keep all parts of a split export together.

HubSpot can connect a customer relationship to the steps that produced an outcome. A deal links its stage and value to the calls, emails and notes recorded while the team worked on it. Support tickets can preserve a similar path from a reported issue to its resolution.

The account’s fields and pipelines also capture how the business qualifies opportunities, manages follow-up and records results. That history provides context for AI systems learning to carry out work in a CRM.

Your company selects the objects, fields and time periods in scope. Confidential records or information you cannot license can be excluded when defining the dataset.

Telegraph Lab reviews the proposed material with you and agrees how sensitive information will be handled. Preparation can include redaction and replacement of personal identifiers. Your company keeps ownership, and the agreement specifies the licensed material and its permitted uses.