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How to export form submissions to excel?

With 123 Form Builder, you can manage your submissions as you see fit in the Submissions section and export them to CSV or Excel (.xlsx format). Exporting your submissions to CSV is explained in this article. Below we will explain how to export your form submissions to Excel, as follows:

1. Once logged in to your 123 Form Builder account, select the desired form to open its Form Editor. Afterward, click on the Results button to access the Submissions section.

2. Use the dropdown on the top right side of the submissions table and select Excel.

Export to excel

3. A lightbox will pop up on the screen where you can type the email address where the download will be sent to. By default, the email address associated with your 123 Form Builder account will receive the download. You may opt to include or exclude the table header by checking the box.

We do not send the excel file in the content of the email, but the link from where you can download it. This is a measure to secure your data.

Download excel

4. Press Download EXCEL and wait for the email that contains the downloadable link.

If you have problems receiving emails from 123 Form Builder, try creating a whitelist in your email client, as explained in our documentation here.

Finally, the email with your Excel export will look as in the image below.

Download excel link

Important Note

In order to be able to download the .xlsx file, you need to be logged in to your email account and 123 Form Builder account in the same browser.
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21 comments

  1. I have been using a starter plan and all of a sudden export to excel no longer functions, and I am asked to upgrade to a Gold Plan before exporting is available again. This is totally not acceptable as I am already using a paid-plan. Please fix it and allow the old function of exporting to excel via email again at once, or I have to stop paying for the starter plan immediately. After all, I have not seen a notice from your company about changing the contents of my plan.

    Reply

  3. I keep getting the following message?
    “You must log into your account before exporting the message archive to EXCEL. Make sure you access the EXCEL archive in a browser where you are already logged in.”
    I am logged into my 123 account and email on the same browser.

    Reply

    1. Hi Sara! This happens when you access the download link from a different browser than the one in which you are logged in to you 123FormBuilder account. For example, let’s say that you normally use browser A when working with your forms. But browser B is set as default for opening email links. The download link will not work, because it will open up in browser B, whilst you are authenticated on 123FormBuilder account in browser A. Please set that your download links are opened in that browser as well. If you still encounter that error, please drop us a line here.

      Reply

  4. Can you exclude entrys from the download. I would be running reports weekly and do not want to include entries from a previous week. It would be nice to be able to use the checkbox to indicate whether you want to include that entry in the Excel or CSV download

    Reply

    1. Hi Anne! You need to apply a filter to your entries. Click on Advanced search at the top of your submissions table and used the data filter (submissions from X date to Y date) to show the relevant data for your reports. After that, select them all and hit Export – Excel/CSV. In the spreadsheet you will see only the filtered entries. Here is a screenshot to guide you.

      Reply

  5. Why am I getting the following message?
    “You must log into your account before exporting the message archive to EXCEL. Make sure you access the EXCEL archive in a browser where you are already logged in.”

    I am logged into my 123 account.

    Reply

  8. I keep trying to export submissions to excel. When I get the email with the link, the link sends this message:
    You must log into your account before exporting the message archive to EXCEL. Make sure you access the EXCEL archive in a browser where you are already logged in.

    I don’t understand what this is asking me to do? I am logged in to my account and following all the instructions exactly. Please explain?

    Reply

    1. Hi Amy,

      When downloading submissions as an Excel or CSV file, you need to be logged into both your 123FormBuilder account and your email account, in the same browser session. This requirement is an additional security feature.

      Thanks.

      Reply

  9. Can I exclude certain columns from the download? I’m not interested in columns like IP address, browser, referrer and so on.

    Reply

    1. Hello Michele.

      When downloading submissions columns cannot be excluded. You can, however, manually delete the respective columns from the spreadsheet. You will be able to select a whole column containing multiple data and after pressing the Delete button, all the information from that column will disappear.

      If you need further assistance, please do not hesitate to contact our Support team at support@123formbuilder.com, or, via our contact form.

      Thanks!

      Reply

    1. Hello Rachel,

      Please note that exporting submissions can only be triggered manually. You can, however, integrate Google Drive on your form in order to have submissions directly sent to a spreadsheet. In this case the spreadsheet is automatically updated after each submission.

      Please make sure to contact our Support Team at support@123formbuilder.com, if you need any further assistance.

      Thanks.

      Reply

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