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How to Export Data from Tableau – Native and Advanced Options Explained

  • Zakhar Yung
    • How to Export Data from Tableau

    In certain cases, you may need to do more with your data than just view it in Tableau. You may want to share it with others, build dashboards in another tool, create a backup copy, combine it with data from other sources, etc. This is where exporting comes in. In this article, we explore the different methods to export data from Tableau so you can choose the best option for your needs. Let’s dive in!

    How to export data from Tableau – options available

    For your Tableau Cloud (Online) or Tableau Server, you can export your views as PDF, PowerPoint, images, crosstab, etc. 

    If you want to build a self-updating dashboard or report that requires frequent Tableau data exports, then this method is not recommended, as it will consume a lot of time and resources. 

    Your choice would most likely depend on what your needs are. While the manual method is effective, it actually adds more work to your plate and has certain limitations. As a result, the most time- and cost-effective solution is to rely on automated data export. Let’s delve further into these methods.

    Automate Tableau export data on a schedule with Coupler.io 

    By using Coupler.io, you can create custom reports based on extracted Tableau data. If you have multiple Tableau dashboards for export, combine data from them into a single report. Then, load your report into Google Sheets or Excel, BI tools like Looker Studio and Power BI, connect Tableau to BigQuery or other databases, and more.

    On top of that, your report will automatically update on a selected schedule – from monthly to every 15 minutes – to stay synced with the latest changes in the source data. 

    Now, we’ll show how this works in practice.

    Export your dashboard from Tableau to your chosen destination

    To illustrate how to use Coupler.io to export data from Tableau, let’s look at this use case. Suppose you have a dashboard and want to load its data from Tableau Cloud (Online) to Google Sheets or Excel to share it with stakeholders, colleagues, etc. One of the major requirements is for the report to always display up-to-date information.

    As an example, we will be looking at how to carry out a Tableau export of a dashboard that contains the population and birth rate.

    With Coupler.io, data export from Tableau will only take three simple steps:

    1. Connect your Tableau dashboard

    To get started, select a preferred destination in the form below and click Proceed:

    You’ll be asked to sign up for a free Coupler.io account. If you’re already a Coupler.io user, you’ll be taken straight to the data flow. Next, connect your Tableau account by entering your access token to sign in to Tableau Cloud. Then, go to Tableau to copy and paste the URL link of your dashboard, also known as Tableau view.

    Here is what your source configuration in Coupler.io should look like:

    Move forward, and if you need to connect multiple Tableau dashboards, search for Tableau in the app gallery, add it as an extra source, and configure it as explained above.

    Once you’re done with the source settings, proceed to the next step. 

    2. Preview and transform your data

    Now, you can preview your data and make the following transformations:

    If you’ve previously connected several sources, blend data in the chosen manner:

    • Append – merge datasets with similar structures and columns matched by name.
    • Join – combine datasets with different structures and at least one matched column.

    3. Load data and schedule updates

    ??Fetch your data into the destination following the in-app instructions. After that, toggle on automatic data refresh and schedule your data exports.

    Finally, save and run the data export. And there you have it!

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    Where you can export your dashboard from Tableau

    The key destinations for Tableau data include spreadsheet apps and BI tools, such as the following:

    Spreadsheets (Google Sheets & Microsoft Excel)

    You can export data from Tableau to Google Sheets for simple reporting and small-scale analysis. It allows you to add, edit, and format spreadsheet items, as well as apply formulas and functions. To make your reports easier to understand, consider using charts, graphs, or tables.

    Alternatively, you can connect Tableau to Excel, which is also designed to organize data into spreadsheets and perform calculations using formulas and functions. Furthermore, it suggests charts used to summarize data, identify trends, and highlight patterns.

    BI tools (Looker Studio & Power BI) 

    Google Looker Studio is a BI tool that is easier to use but less advanced than Tableau. It helps you create visualizations, including line, bar, pie, bubble charts, geo maps, area graphs, and pivot tables. To add interactivity to your dashboard, apply filters and date range controls.

    Microsoft Power BI is well-suited for large and complex datasets. It will also work for beginners and non-data analysts as a more accessible alternative to Tableau. Available visualizations include bar, column, line, pie, and donut charts, as well as maps, tables, matrices, and cards.

    Now that you know how to export your Tableau data automatically with Coupler.io let’s see how it can be done natively to see the difference.

    Native options to export Tableau data 

    There are many methods for the native export of data from Tableau Desktop, Tableau Cloud, or Tableau Server. However, due to a lack of automation, they are too time-consuming and prone to human error. As a result, you will find them suitable only for occasional use rather than for frequent or large-scale data exports.

    Additionally, static export formats involved, such as CSV, PDF, and images, lack interactivity, stripping away the dynamic features of Tableau dashboards.

    In the following sections, we will cover how to manually pull data from Tableau.

    Export data from Tableau Desktop

    In the desktop version of Tableau, you can export from the data source, pull data from which views are generated, or save views in different file formats for loading into other applications.

    Perform export from the Tableau data source 

    Export your data source: You can save and export your data source as a Tableau data source (.tds) file after establishing a connection. Here’s how to do this:

    Extract your data source: You can create an extract (.hyper) file to migrate all or a subset of your data within the data source. This can be done using the Hyper API to create new extract files.

    Export data as CSV files: You can export your data from the data source to a CSV file in two main ways: from the view or choosing from the data source options.

    Export data used in view

    In addition to creating a Tableau view, you can also easily export the specific data used to generate that view.

    Export the view data to Microsoft Access: To export the data used to generate a Tableau view as a CSV file (macOS only) or an Access database (Windows only), you can do so by following a few simple steps.

    Export a crosstab of your View to Excel: To do this, choose Worksheet > Export > Crosstab to Excel. If you’re using a Mac, you’ll need to save the file and then open it in Excel manually. However, be aware that this method can impact performance if the view contains a lot of data. To enhance performance, you can choose to exclude formatting from the export. 

    Copy data or crosstab in the view to the clipboard: To do this, create a view and select Worksheet > Copy > Data. To copy crosstab, select Worksheet > Copy > Crosstab. Then, open up your application, such as Word or Google Docs, and paste the data into the document. 

    Export views to another application

    Export as a PDF file: Go to the top navigation bar, then File > Page Setup… to tailor the layout of page elements. Next, select File > Print… for exporting as PDF.

    Export data as a PowerPoint presentation (PPT): To export a workbook in PowerPoint, choose File > Export as PowerPoint, then select the sheets you wish to include in the presentation.

    Export data as images: To do this, select Worksheet > Export > Image, choose the elements to include in the image, and click Save. Specify the file name, location, and format, then save the image.

    Export views in Tableau Cloud and Tableau Server

    To export views from your Tableau Cloud or Tableau Server, click the download button:

    Select the format to download your views: PNG image, CSV, crosstab (CSV or Excel), PDF, PowerPoint, or Tableau workbook. Keep in mind that the formats available to you are based on the permissions granted by the Tableau content owners and site administrators.

    How to export the interactive Tableau dashboard

    We have seen that it is possible and very easy to export the data we have in Tableau to our spreadsheet apps or data warehouse. But what if you want to export your live dashboard to your blog or website to enable readers to interact with it and see real-time updates?

    All that is needed for this to work is the embedded code from Tableau to add to your blog, website, or any other platform. This can be obtained from Tableau Cloud, Tableau Public, and Tableau Server. If your dashboard is on Tableau Desktop, you’ll need to publish it to the Tableau version product mentioned above. 

    To export your interactive dashboard:

    This is how it looks on Tableau Cloud:

    This approach is good for making a simple dashboard that can be shown on a blog or website. However, if you require more advanced Tableau dashboard examples that can handle a variety of data and assist in decision-making, you will need to possess a certain level of data analytics skills. 

    What else you can export from Tableau

    Tableau export calculated fields

    With Tableau export of calculated fields, you can share your data and analysis with others in a way that they can easily understand and use, even if they don’t have Tableau. To export calculated fields in Tableau:

    You can also use the Tableau API to extract calculated fields programmatically. This can be useful if you want to extract calculated fields from multiple workbooks at once.

    Tableau export users

    The ability to export Tableau users depends on the Tableau product you’re using and your permissions. For example, in Tableau Cloud, user data export is possible, but for Tableau Server, you’ll need to enable access to Tableau Desktop and then follow these steps below:

    To export users from Tableau Cloud, you’ll need to be the creator or have admin access. There are three ways to do this: From the Explore menu, Tableau Desktop, or Tableau Rest API. There are no significant differences between the three methods; you can make a choice based on what you feel like using.

    The first approach – Explorer menu

    The second approach – Tableau Desktop

    The third approach – Rest API

    You can decide to use the Tableau Rest API “Query user on site” to export your user list from Tableau Cloud.

    Which option for Tableau export for your dashboard to choose

    The choice of the best Tableau data export method should rest on your goal. 

    If you need to export your data from Tableau once a month or once a year, it probably does not make sense to automate it. However, if you need to export data often and don’t want to waste time, money, or resources on inaccurate data, then Coupler.io is a reliable tool for accomplishing this with minimal effort. 

    With just a few clicks and less time invested, you can rest assured you are working with the most up-to-date and accurate data. 

    Have fun with your data ?

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