Coupler.io Blog

How to Export Salesforce Reports to Excel

Do you need to share your report built in Salesforce with external stakeholders? Or do you simply want to visualize your Salesforce data using some external data visualization tool, such as Power BI? There are many reasons why you might want to export a Salesforce report to Excel, but the options are quite limited. Read on to find out which tool or solution works best for you.

Export Salesforce report to Excel – methods to consider

We’re going to review each section separately. However, if you already know which of these options to export reports from Salesforce to Excel would work best for you, you can skip right to it.

How to export Salesforce report to Excel with Coupler.io

To have Salesforce export data to Excel automatically, use Coupler.io. This reporting platform lets you build custom reports from Salesforce data on the go, enrich them with records from other sources, and fetch them to Excel on schedule. Other than Excel, you can also connect Salesforce to Looker Studio, Google Sheets, BigQuery, etc.

Example of how you can connect Salesforce report to Excel

With Coupler.io, it only takes three steps to automate your data export from Salesforce to Excel:

Step 1. Extract data from Salesforce 

Get started by clicking Proceed in the form below:

Now, sign up for Coupler.io at no cost. After that, connect your Salesforce account and configure the source settings:

Moving forward, if you need to fetch more than one data type, simply add Salesforce as an extra source and follow the process described above.

This way, you can also connect other types of sources, such as Google Analytics 4, ad platforms, and more.

Once you’ve configured your source settings, proceed to the next step.

Step 2. Transform data

Preview the data you’re going to export.

In addition, Coupler.io allows you to implement a few transformations on the go:

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

Once the report is ready, proceed to set up your destination.

Step 3. Load data into Excel

Connect your Microsoft account. Select a workbook stored on your OneDrive, as well as the worksheet where the data will be loaded. Alternatively, you can type in a name to create a new worksheet.

Proceed and, if necessary, set a schedule for automated data refresh. You can automate exports of Salesforce data on a schedule right before running your export. Just toggle on the Automatic data refresh and set the schedule you want. With Coupler.io, you can have your data refreshed up to every 15 minutes. Next, save and run to export the data into your Excel workbook. 

And that’s it! Coupler.io will automatically update data from Salesforce in Excel.

Build a report based on the Salesforce data exported to Excel

Now you know how to build a custom report based on Salesforce data and load it into Excel on a schedule with Coupler.io. Alternatively, you can use Coupler.io to export raw Salesforce data into Excel and create a report directly in the worksheet. Let’s see how it’s done. 

In our example, the report will be based on the raw New Opportunity Trends Report from Salesforce. After exporting it to Excel, we inserted a Pivot table to get the format we needed.

Here are the steps we took:

Here is what our custom report looks like compared to the raw New Opportunity Trends Report.

This custom report will also be updated automatically with every data refresh that you set up in Coupler.io. So, you can use this method not only for reporting but also for other tasks, such as creating a Salesforce backup copy.

Pivot table is just an example that we used here. You can create custom reports using Excel functions, Power Query, charts, and other features.

Ready-to-use dashboard templates for Salesforce

As you already know, Salesforce reporting in Excel requires you to collect data and make the necessary transformations to prepare it for analysis. However, a time-saving alternative exists – prebuilt reports. Coupler.io offers a gallery of free Salesforce report templates designed with data viz tools, such as Google Sheets and Looker Studio. Each template has a built-in Coupler.io connector, so the data is automatically loaded into the dashboard and visualized.

Sales dashboard

This dashboard is focused on essential sales analytics. It provides you with immediate insights into your sales pipeline performance.

Use this dashboard to explore the following:

The dashboard is available in Looker Studio. To set it up, go to the template’s Readme tab and follow the instructions.

Salesforce CRM dashboard

The Salesforce CRM dashboard offers an overview of your sales opportunities and lets you drill down into the specifics of your pipeline.

Here’s what insights you’ll gain using this dashboard:

Use this information to spot growth trends and prioritize high-potential leads.

For example, you may discover that a significant percentage of deals are stuck in the negotiation stage, while fewer progress to closed-won. This points to a bottleneck in the final decision-making process.

This dashboard has Looker Studio and Google Sheets versions. Navigate to the Readme tab inside the chosen template for step-by-step setup instructions.

Sales analytics dashboard

This dashboard pulls data from Salesforce, Google Analytics 4, and major ad platforms to attribute leads and revenue to specific marketing channels.

Using this dashboard, you’ll reveal the following:

To start using the dashboard in Looker Studio, click the template’s Readme tab and follow the straightforward setup guide.

Salesforce win/loss analysis dashboard

The Salesforce win/loss analysis dashboard lets you compare won and lost deals with detailed breakdowns. This way, you can understand the reasons behind both successful and unsuccessful sales to address weak points and double down on what works. 

With this dashboard, you can:

This dashboard template is created in Looker Studio. Simply follow the instructions in the Readme tab to get started for free.

Sales team performance dashboard

This dashboard is designed to provide an overview of each sales team member’s performance. It works best for teams with at least two sales managers.

What you can accomplish with this dashboard:

You can set up this dashboard in Looker Studio or Google Sheets. To begin, follow the instructions in the Readme tab to have your data visualized in the dashboard.

How to export Salesforce report to Excel natively

We’ll check out the flow separately for each Salesforce UI version.

Note: To export reports from Salesforce, a user must have Export Reports permission.

Export Salesforce report to Excel in Lightning Experience

Here is an example of a New Opportunity Trends Report exported as a Formatted Report from Salesforce Lightning Experience:

Salesforce report export in Salesforce Classic

In Salesforce Classic, reports do not have an Export button with exporting formats. You can choose them right away with the following buttons:

For example, here is what a New Opportunity Trends Report looks like if exported as Printable View from Salesforce Classic:

The difference between Formatted Report (Lightning Experience) and Printable View (Salesforce Classic) is obvious. 

At the same time, there is no difference if you export report details from both Salesforce UI versions:

This is how you can export a Salesforce report to Excel. Also, check out the restrictions associated with this action.

Salesforce reports for Excel export limitations

Can I auto-export Salesforce report to Excel?

Unfortunately, Salesforce does not allow you to export Salesforce reports to Excel on a schedule. This is rather frustrating because automation would allow you to save much of the time for your reporting tasks. 

However, you can always go with Coupler.io, which allows you to set up automation for your Salesforce reports.

The last option on our list of solutions for exporting Salesforce reports to Excel is the Salesforce REST API. We’ve covered this in more detail in our article on Salesforce data export. To do this, you’ll need to complete the following steps: 

With an access token, you can send a GET request to the following API URL:

curl "{instance-URL}/services/data/{api_version}/analytics/reports/{report-ID} \
  -H "Authorization: Bearer {access_token}"

where:

https://zrecords-dev-ed.my.salesforce.com

This step is more technical since it requires you to work with the Salesforce API documentation, as well as write a script to extract data and map it into your Excel file. 

Alternatively, you can learn how to connect API to Excel without coding.

Do you need the no-code integration to export Salesforce reports to Excel?

For Salesforce reporting in Excel, you need to pull records from the CRM and load them into a worksheet. There’s no automated native integration to connect Salesforce to Excel. Manual data export, which may initially seem like a solution, will be time-consuming, especially when required frequently. Plus, every update in the sheet must be done by hand to keep up with Salesforce’s ever-changing data.

If you try to work around this by exporting data from the Salesforce API, coding skills will be necessary. Without them, you’ll need to rely on data analysts or developers, who may not always be available.

To avoid these pitfalls, automate reporting with a no-code Salesforce-to-Excel integration by Coupler.io. It will only take a few minutes to create a custom report from extracted Salesforce data and bring it to Excel with scheduled data refreshes.

Use Coupler.io to connect your Salesforce data to Excel and watch your reporting run on its own!

Automate Salesforce data exports for custom reporting with Coupler.io

Get started for free
Exit mobile version