To export entries in Gravity Forms, go to your WordPress admin, hover over Forms and click Import/Export, then open the Export Entries tab. Select the form, tick the fields to include, choose an entry status, optionally add conditional logic and a date range, and click Download Export File. Gravity Forms produces a .csv file.
Two ways into the export screen
There are two routes to the same Export Entries page, and the second saves a few clicks.
- From the menu: in your WordPress admin, hover over Forms and click Import/Export. That opens the Export Entries tab.
- From the entry list: click the Export button at the top of a form's entry list. The Export Entries page opens with that form already selected, and the entries you were viewing, such as Unread or Starred, already chosen as the status.
If you're already looking at a form's entries and want exactly those, use the button.
Exporting entries, step by step
1. Log in
Log in to your WordPress admin dashboard. Exports are run from the admin.
2. Open Export Entries
Hover over Forms and click Import/Export, or click the Export button at the top of a form's entry list.
3. Choose the form
On the Export Entries tab, select the form from the dropdown. More options appear once a form's chosen.
4. Pick the fields
Tick the form fields to include under Select Fields. Only ticked fields appear as columns in the file, so leave out anything you don't need.
5. Set the filters
Choose the entry status, and optionally add Conditional Logic and a date range. The table below explains the status options.
6. Download
Click Download Export File and wait for the .csv file. It may take some time, depending on how much data you have.
Which entries each status includes
| Status | Included in the export |
|---|---|
| Active (the default) | Active entries only |
| Unread | Entries marked as unread |
| Starred | Entries you've starred |
| Spam | Entries marked as spam |
| Trash | Entries in the trash |
Conditional Logic narrows things further. Gravity Forms' examples are filtering by payment status, by an entry ID range, or by starred entries. A date range limits which submissions are included, and leaving it blank exports all of them.
Active is the default, so some entries stay out
Gravity Forms Documentation flags the setting that catches people. The default status is Active, so Spam, Trash, Unread and Starred entries are left out unless you change the status dropdown. And leaving the date range blank exports everything rather than nothing. If a number in your spreadsheet looks short, check the status first; if the file's far bigger than expected, check the date range.
What the export is good for
Gravity Forms says the export suits backing up your data and creating an offline copy of submissions for investigation or analysis in external tools. A monthly export of a contact or booking form is a sensible habit, so you've got a copy outside WordPress if anything goes wrong with the site.
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If you're tidying up a lead list, export only the fields you'll use, such as name, email and the enquiry type, and use a date range for the period you're working on. Smaller files open faster and are easier to share safely.
Changing the export with code
Developers can alter exports with the filters gform_export_field_value, gform_export_fields, gform_leads_before_export and gform_export_entries_status_choices. Gravity Forms describes modifying exported data as an advanced feature for developers, and you don't need any of it for a simple export.
How WPForms handles exports
WPForms documents exporting multiple entries or a single entry, with the files opening in other programs such as Excel, and says exporting requires a WPForms license. If you're comparing form plugins, my list of Gravity Forms alternatives and my guide to creating web forms are good next reads.
My advice for clean exports
Start from the form's entry list and use the Export button, so the form and status are already set. Tick only the fields you need, double-check the status dropdown if you want spam or trashed entries, and set a date range unless you really want everything. Save each export somewhere safe, since it holds your customers' details.
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Frequently asked questions
What file format does Gravity Forms export?
A .csv file.
Can I export only some fields?
Yes. Tick the fields you want under Select Fields.
Can I export spam or trashed entries?
Yes. Choose Spam or Trash in the status dropdown; the default is Active.
Can I export only entries from certain dates?
Yes. Set a date range; a blank range exports all entries.
Where is the export tool?
Forms, then Import/Export, then the Export Entries tab, or the Export button on a form's entry list.
