How to export CRM contacts to CSV without breaking the file
Practical tips for exporting contacts/leads from a CRM (HubSpot, Salesforce, Pipedrive, etc.) to CSV so the file opens cleanly and doesn't corrupt special characters.
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1. Export only the columns you need
Most CRMs let you choose which fields to include in the export. Exporting every custom field "just in case" makes the file harder to review and increases the chance of a field containing an embedded comma or line break that isn't properly quoted by a less careful export tool.
2. Check the encoding setting if your CRM offers one
Some CRMs let you pick the export encoding (UTF-8 vs a regional default). If your contact names or addresses include accented characters (e.g. names with é, ñ, or ü), choose UTF-8 if it's offered — it's the most broadly compatible option and avoids the encoding issues covered in our encoding-error guide.
3. Open the exported file in a plain text editor first
Before importing it anywhere else, open the raw CSV in a plain text editor and skim a few rows. This catches obvious problems — like a note/description field with commas that shifted every column after it — before you've fed it into another system.
4. Expect duplicates if you've exported from more than one CRM or list
If you're combining exports from multiple tools (e.g. a CRM plus a separate email tool), see our guide to merging CSVs without duplicates — the same contact often exists in both systems with slightly different formatting.
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