GTM AIGTM AI
Sign up

How to Export Advanced Search Results in GTM One

Learn how to export Advanced Search results to Excel, email, or a saved list.

Sean WalterSean WalterDirector, Product Management

Learn how to export Advanced Search results to Excel, email, or a saved list.

Overview

When an Advanced Search shows the contacts or companies you want, you can export them from the bar above the results. The Export button lets you send selected records to:

  • Excel, which saves the records as a list you can download as a CSV file
  • Email, which sends the records to your own mailbox as a vCard
  • A connected CRM or other destination (see How to Export Records to Your CRM in GTM One)

Small Excel exports download right away. Larger ones are saved as a list and processed in the background. When they finish, they appear on the Exports & Uploads tab of My Lists & Searches.

Exporting is different from saving a search. To keep your filters and get email alerts about new matches, see Save and Subscribe Function Explained in GTM One.

The Advanced Search results bar with the Export button.

Before You Start

  • The Export button stays unavailable until at least one record is selected.
  • If your ZoomInfo admin has turned off file and email exports, the Excel and Email options show a message that says so. Contact your ZoomInfo admin if you need access.
  • Exports use credits. Check that your account has enough before you export a large list.

How to Select Records

  1. Run a search on the Contacts or Companies tab (see How to Run an Advanced Search in GTM One).
  2. Select the checkbox next to each record you want, or click the Select Contacts or Select Companies menu at the top left of the results.
  3. In the menu, click Select Page, Select First, or Select All.
  4. If you chose Select First, enter a number up to 500 in the field, then press Enter or click the arrow beside the field.

To start over, open the same menu and click Clear All. After you select records, the menu shows how many are selected (e.g., 120 Selected).

How to Open the Export Options

The Export button has two parts:

  • The main part sends records to the destination you used last. If you haven't exported before, it uses Salesforce.
  • The arrow on the right opens the Export options menu, which lists every destination available to you.
  1. Select the records you want to export.
  2. Click the arrow on the right side of the Export button above the results.
  3. Click Excel or Email in the Export options menu.

How to Export to Excel

What happens after you click Excel depends on how many records you export.

Exporting 25 or Fewer Records

No dialog opens. A "Processing your list..." message appears, and the file downloads when it's ready. When the download finishes, a confirmation message shows how many credits were charged (e.g., "List Downloaded - 10 credits charged."). If the export takes longer than expected, the message includes a link to your exports.

Exporting 26 to 1,000 Records

A dialog opens with the title "Your records are ready to go!" It shows the name the records will be saved under in your lists.

  1. Optionally, click the list name to change it.
  2. Enter a new name in the List Name field, then click Apply.
  3. Click Instant Export.

List names must be between three and 64 characters. They can contain letters, numbers, and these characters: _ - # ,

To add suppression lists or limits instead, click Add Suppression and Limits in the dialog (for contacts, the link reads Add Preview, Suppression and Limits). This opens the Export to Excel dialog described in the next section. The link isn't available when you selected records with Select First. To use it, change your selection to Select All.

Exporting More Than 1,000 Records

When you use Select All on more than 1,000 results, the Export to Excel dialog opens. It has three tabs.

  1. On the General tab, enter a name for the list (between three and 64 characters).
  2. Optionally, click the Suppression tab to add suppression lists.
  3. Optionally, click the Limits tab to set limits on the export.
  4. Click Export.
  5. Click Finish when the confirmation appears.

The confirmation reads "We're processing your list, this might take a while." Nothing downloads right away. ZoomInfo emails you when the list is ready, and you can download it from the Exports & Uploads tab.

A few rules apply in this dialog:

  • You can add up to five suppression lists.
  • Uploaded suppression files must be CSV files smaller than 200 MB.
  • Any limit you enter must be a number greater than zero.

How to Export to Email

The Email option sends the selected records to your own mailbox as a vCard. It works for up to 25 records at a time.

  1. Select 25 or fewer records.
  2. Click the arrow on the right side of the Export button.
  3. Click Email.

When the export finishes, a message confirms how many records were sent (e.g., "Exported 12 records to your email."). If you select more than 25 records, you see the message "Please select up to 25 records at a time to export". Reduce your selection and try again.

How to Download a Saved Export List

Excel exports are saved as lists in My Lists & Searches.

  1. Click My Lists & Searches at the top of Advanced Search.
  2. Click Open lists. The Exports & Uploads tab opens.
  3. Find your list. Its status shows Processing while it's still being built.
  4. Click the actions menu at the end of the list's row.
  5. Click Export List to download it.

CRM exports aren't listed here. To find them, click My Lists & Searches, then click Open CRM bulk exports.

Export Limits and Credits

  • Selected rows: An Excel export of records you checked one by one can include up to 500 records.
  • Select First: You can select up to 500 records.
  • Select All: An Excel export can include up to 500,000 results. For more than that, add filters or remove records to narrow your search.
  • Email: Up to 25 records at a time.
  • Credits: When an Excel download finishes, the confirmation message shows how many credits were charged. For questions about credits, contact your ZoomInfo admin or account team.

If you see an error

  • "Your ZoomInfo Admin has disabled CSV and Email exports for your organization." Your admin turned off file and email exports. Ask your ZoomInfo admin to turn them back on.
  • "Please select up to 25 records at a time to export" The Email option takes 25 records at most. Select 25 or fewer records and click Email again.
  • "You currently do not have enough credits." The export needs more credits than your account has. Check your remaining credits, shorten the list, or ask your admin to add or distribute credits.
  • "This list requires more credits than you have available at this time. Please shorten your list, or contact your administrator to replenish your Bulk Export package." The list is larger than what is left in your Bulk Export package. Shorten the list, or ask your admin to replenish the package.
  • "Your current monthly credit balance is zero and will be replenished next month." Your monthly credits are used up. Wait for the monthly reset, use Bulk Export credits if your account has them, or ask your admin for more.

Resources