Gravity Forms Excel

Exporting Gravity Forms Data to Excel: Everything You Need to Know

Written by Casey Burridge

Categories GF Entries in Excel, How-To

Tags , ,

For those who haven’t heard the good news – GravityView recently took over maintaining the GF Entries in Excel plugin! This plugin gives Gravity Forms users a simple and elegant way to export their data into Excel. The simple solution offered by GF Entries in Excel appeals to people who want to set up an export without having to configure anything else.

In this post, we’re going to review all the different ways that you can export your data from Gravity Forms to Excel. This includes:

  1. Exporting data directly from Gravity Forms
  2. Exporting to CSV or TSV from a View in GravityView
  3. Exporting to Excel using the DataTables View
  4. Exporting entries to Excel using the GF Entries in Excel plugin

Ready? Let’s get started! 🙌


1. Exporting Form Entries Directly from Gravity Forms

Gravity Forms gives you the ability to export all of your form entries as a CSV file, which you can then open in Excel for further analysis. Here’s how:

First, log into your WordPress site, hover over Forms, and select Import/Export. Next, select the form you want to export and choose which fields you want to include. If you only want to export entries that contain specific values, you can do this by using Conditional Logic.

Gravity Forms "Export Entries" screen to export submissions as CSV

Note: You also have the option to set a date range. If no date is set, all of your entries will be exported.

To download the export file, click on the button that says, “Download Export File”. That’s it!

The drawback to exporting from Gravity Forms is that you’ll have to log into the site and manually configure the export every time you need new data. It’s also important to note that logged-out users won’t be able to access the data.

2. Exporting Data as a CSV/TSV Using GravityView

GravityView comes with the ability to export Gravity Forms data as a CSV or TSV, provided the data is linked to a View.

Here’s how to do it.

First off, if you don’t already have a View set up, log in to your WordPress dashboard and go to Views > New View. Link your new view to an existing form in Gravity Forms and select a View type (for example, “Table”).

Once you’ve added all the required fields to your View, you’ll want to enable the export feature.

To do this, scroll down to the View Settings, click Permissions and check the box that says “Allow Export”. 

Allow Export setting in GravityView

Note: Only the fields displayed in your View will be exported. If a user does not have access to a certain field, they will not be able to access it using the export feature.

If you want to export all of the data available in the View, check the box that says “Show all in file”, otherwise your CSV file will only contain the entries that are visible on the current page of entries on the front end. This is helpful if your View consists of multiple pages.

To export your data as a CSV or TSV file, all you need to do is add “/csv/” or “/tsv/” to the end of the View URL.

For example, if the URL is https://yourdomain.dev/view/guest-list/, it will become https://yourdomain.dev/view/guest-list/csv/. Typing this new URL into your browser’s address bar and pressing Enter will automatically download your new CSV file.

Note: The file name will be the name of your View. If you want to change it, you can do so by using this code snippet.

2. Exporting Data to Excel Using the DataTables View

Another way to export your Gravity Forms data to Excel is by using the DataTables View, which comes as part of the Core + Extensions license and the All Access license.

DataTables gives you the ability to display your data in a powerful table that includes advanced filtering options. You can also export data in a variety of formats, including CSV, Excel (.xlsx), and PDF.

Start by creating a new View and select “DataTables Table” as your View type. Add the required fields to the View. Next, scroll down to View Settings, select DataTables and ensure that you check the box labeled “Excel” under where it says “Buttons”.

DataTables export to Excel for Gravity Forms

To export your data as an Excel (.xlsx) file, open your View on the front end and click on the button that says “Excel” above your DataTable.

Excel button in DataTables

4. Exporting Data to Excel Using the GF Entries in Excel Plugin

Note: GravityView is not required to use the GF Entries in Excel plugin.

The GF Entries in Excel plugin provides a straightforward way to export GF data into Excel, without having to log in or create a View.

The first step is to log into your WordPress dashboard and install the plugin by navigating to Plugins in the sidebar then clicking the Add New link. You can either search for the plugin by typing “Gravity Forms Entries in Excel” into the search bar, or you can download the latest version from WordPress.org and upload it to your site directly.

Next, click on Forms, find the form you want to export, and hover over Settings. Scroll down and click on “Entries in Excel”.

Hover over Entries in Excel to download Gravity Forms entries to XLSX or CSV

The plugin provides you with several options for customizing your report. You can edit download permissions, select a date range, change the filename and exclude unwanted fields.

Once you’re happy, click “Save settings”. The plugin will then generate a unique download link. By typing this link into your browser and hitting “Enter”, your Excel report will download automatically.

The download URL for Gravity Forms entries

The Gravity Forms Entries in Excel plugin is perfect for those who want a simple way to set up an export. There’s no need to configure a View in GravityView or create new login accounts for those who need access to the data.

Gravity Forms to Excel: Wrapping Up

As you can see, there are several ways to export data from Gravity Forms to Excel. The way that works best for you will depend on your needs and the setup of your website.

Exporting your form entries directly from Gravity Forms is simple enough, but this feature has limits when it comes to customization and user permissions.

If you need more control over who has access to what data or you’re planning to export data on a regular basis, you’re better off using one of the other three methods. 

If you’re in need of a complete solution for displaying, editing, importing, and exporting your Gravity Forms data, GravityView is your best choice!

On the other hand, if all you want to do is export your data to Excel (without needing to configure anything else), then check out the GF Entries in Excel plugin.