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How to export your CRM customer database and
edit it using Spreadsheet Editor?

Introduction

Do you need to export the customer information from your CRM database as a .csv file to edit and print it later? You can do it right on the portal. Just follow these easy steps.

Step 1. Access the CRM

Enter your ONLYOFFICE portal and click the CRM link.

How to export your CRM customer database and edit it using Spreadsheet Editor? Step 1 How to export your CRM customer database and edit it using Spreadsheet Editor? Step 1

In case you have already logged in to the portal and been using it for some time, to access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Filter your database information

By default, all the available companies and persons are displayed in the Contacts list. If you wish to export all of them, just proceed to the Step 3. If you need to export certain contacts, please make use of our filter at the top of the page.

Click the Plus Icon button and select one of the options:

  • MANAGER is used to display the contacts assigned to you or to any other CRM user;
  • CREATION DATE is used to display the contacts with the specified creation date within the specified period of time: Last month, Yesterday, Today, This month or any other custom period;
  • ACCESSIBILITY is used to display all public or restricted contacts;
  • SHOW is used to display all companies or all persons only, or show the contacts with opportunities;
  • TEMPERATURE LEVEL is used to display the contacts of a certain temperature level only. The default levels are: cold, warm or hot;
  • CONTACT TYPES is used to display the contacts of a certain type only. The default types are: Client, Competitor, Partner, Supplier;
  • WITH TAG is used to display the contacts with a specified tag only.
How to export your CRM customer database and edit it using Spreadsheet Editor? Step 2 How to export your CRM customer database and edit it using Spreadsheet Editor? Step 2

You can also use the wildcards to filter your contacts:

  • use the question mark ? to perform the single-character wildcard search. For example, when you use the Sm?th query, it will return results for Smith and Smyth.
  • use the asterisk * to perform the multiple-character wildcard search. For example, to search for all the words beginning with O, use the O* query
  • use the tilde ~ at the end of the word to search for the words similar in spelling.

Step 3. Open and edit your contact list

When the list is built, click the button next to the Create New... button in the upper left corner and select the Open current list in DocEditor option from the drop-down list.

How to export your CRM customer database and edit it using Spreadsheet Editor? Step 3 How to export your CRM customer database and edit it using Spreadsheet Editor? Step 3

The list containing all the available contact information will be opened in a new tab using Spreadsheet Editor. Format it as you wish using the Top Toolbar above which provides many of most common text formatting commands such as font style, font color, alignment, etc.

How to export your CRM customer database and edit it using Spreadsheet Editor? Step 3 How to export your CRM customer database and edit it using Spreadsheet Editor? Step 3

For more information about the Spreadsheet Editor use, refer to this section.

Step 4. Save your contact list

To save all the changes you made,

  • click the Save Save icon icon at the top toolbar, or
  • use the Ctrl+S key combination, or
  • click the File File icon icon at the left sidebar and select the Save option.

The file will be saved in the My Documents folder of the Documents module.

How to export your CRM customer database and edit it using Spreadsheet Editor? Step 4 How to export your CRM customer database and edit it using Spreadsheet Editor? Step 4

To download the resulting file onto your computer hard disk drive,

  1. click the File File icon icon at the left sidebar,
  2. select the Download as... option,
  3. choose one of the available formats depending on your needs: XLSX, ODS, CSV, HTML.

By default, the created file will be saved in the Downloads folder on your hard disk drive.

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