Exporting entries with Export Profiles

All plans Last reviewed October 11, 2026

An export profile is a saved layout for your entry exports: which fields become columns, in what order, and what each column is called. You must use one to export more than 1,000 entries, and when you export from more than one list, it's the only way to include custom fields from the form builder.

When you need an export profile

Your export	Do you need a profile?
More than 1,000 entries	Yes. The export won't start without one.
Entries from more than one list at once	Yes, to keep your custom fields. Without a profile, fields you added in the form builder are left out. Filtering to a single list also keeps them.
Anything else	No, but it can still save you time.

A profile is worth setting up even when it's optional if:

you export the same list regularly and want the same columns every time;
you import the file into a CRM or email tool that expects particular column names;
the tool you import into needs a column with the same value on every row, such as the campaign name.

Create a profile while exporting

In the Lists Manager, click the down arrow beside the list and choose View Entries. Filter the entries if you need to: the export includes exactly the entries your filters show.
Click Actions, then Export Entries, and choose Entries, or Entries & Uploaded Files to include uploads.
When the wizard asks about an export profile, choose Yes. With more than 1,000 entries it skips the question and opens the list of profiles.
Click Add and give the profile a name you'll recognise next time.
Under Field Mappings, remove columns you don't need with the trash can icon, add any that are missing (see below), and rename a column by changing its Output Field Name.
Click Save, click the profile's name, then click Select.
Finish the wizard: enter the email address to send the file to, and click Export & Close.

Choosing what goes in each column

The field list starts with the fields your form collected, which isn't always every field. Add the rest with these buttons:

Button	What it adds	Use it when
Add One Field	A single field of your choice.	A field you need isn't listed.
Add All Standard Fields	Every standard field the profile doesn't have yet. Standard fields are the ones a form can use only once: Name, Email, Address, Upload and Category.	You want everything, and will remove a few.

When you add one field, its Type sets how the column is filled:

Type	What goes in the column	Use it when
Simple Map	The value of one entry field. This is the default.	Almost always.
Set Constant	The same value on every row, typed into Constant Value.	Your import needs a fixed value, such as a source or campaign name.

Using a saved profile

When the wizard asks about an export profile, choose Yes, click the profile's name, then click Select. If you're exporting from a single list, tick Save as default profile for this list and it's chosen for you next time.

To rename, edit or delete profiles, use the Entry Profiles Manager.

If the export isn't what you expected

Custom form fields are missing. You exported from more than one list without a profile. Filter to a single list, or use a profile.
Entries are missing. The export includes only the entries that match your current filters, and never deleted ones. Check the filters in the Entries Manager and export again.
A column name doesn't match what your CRM expects. Change that column's Output Field Name in the profile, then export again.
You can't find the file. It's emailed to you when it's ready, and it's listed in the Exports Manager.

FAQs

Why is ShortStack asking me to choose an export profile?

Your export has more than 1,000 entries. Exports that size must use a profile, so the export wizard opens the list of profiles and won't continue until you choose or create one.

Are deleted entries included in an export?

No. An export contains exactly the entries that match your current filters in the Entries Manager, and never deleted entries.

Where do I find the exported file?

It's emailed to you when it's ready, and it's also listed in the Exports Manager, where you can download it.