Export Gravity Forms entries to a spreadsheet
To export Gravity Forms entries, go to Forms → Import/Export, choose the form and fields on Export Entries, and click Download Export File. You get a CSV file you can open in Excel or Google Sheets, for a mailing list, a report, or a backup.
Export entries
- In the dashboard, go to Forms → Import/Export.
- Stay on Export Entries.
- Choose the form from the dropdown. Its fields appear below.
- Check the fields you want, or Select All. Besides your form's fields, you can include details such as the entry date and the page the form was submitted from.
- Optionally narrow the export:
- Select Status (in recent versions of Gravity Forms) starts on Active, the entries you see in the form's entry list. Choose Spam or Trash to export those instead.
- Conditional Logic exports only entries that match a rule, for example where Service is Kitchen remodel.
- Select Date Range exports only entries submitted between two dates. The End date counts the whole day. Leave both dates empty to export everything.
- Click Download Export File.
Gravity Forms prepares the file and your browser downloads it. Large forms can take a minute. The file is named after the form and today's date.
How do I open the CSV in Excel or Google Sheets?
The download is a CSV file, one row per entry and one column per field.
- Google Sheets: File → Import, upload the file, and choose to create a new spreadsheet.
- Excel or Numbers: open the file directly.
View or print a single entry
You don't need an export to look at one submission.
- Go to Forms → Entries and choose the form.
- Click an entry to open it. It shows every answer, plus the date, the page it came from, and any notes.
- To print it, check Include Notes if you want them, then click Print.
To print several at once, check them in the entry list, choose Print from Bulk actions, and click Apply.
If the export doesn't look right
| Problem | Likely cause | Fix |
|---|---|---|
| The file is empty or missing entries | A date range or conditional logic rule left over from an earlier export, or Select Status isn't on the entries you want | Clear the dates and the rule, check the status, and export again |
| A spam or trashed entry is missing | Exports include only Active entries unless you choose otherwise | Set Select Status to Spam or Trash, or move the entry back first |
| There's no Import/Export under Forms | Your user account isn't allowed to export entries | Ask an Administrator to export, or to change your role |
| Accented letters or symbols look garbled | The spreadsheet guessed the wrong text encoding. Gravity Forms marks the file as UTF-8, so this is rare | Import the file instead of opening it, and choose UTF-8 as the encoding |
| Phone numbers or ZIP codes lost their leading zeros | Excel treats them as numbers when it opens a CSV | Import the file and set those columns to Text, or use Google Sheets |
| A field is missing from the field list | The field was deleted from the form, which also deletes its answers | Nothing to recover in Gravity Forms. Before deleting a field in future, export its entries first |
Keep exports safe
Exported files hold whatever visitors typed, often names, emails, and phone numbers. Store and share them with care, and delete copies you no longer need.
On a Dirigible site
- Dirigible discards obvious bot submissions before they become entries, so they don't clutter your exports. See Stop Gravity Forms spam.
- Forms → Entry cleanup in Dirigible → Tools & Maintenance permanently deletes spam and trashed entries, so look through them first if you might need any. See Forms and email tools.
- To include the campaign each lead came from in your export, add UTM fields to the form first. See Save UTM parameters with Gravity Forms entries.
