Exporting form responses into Excel helps you analyze data offline, share reports with others, or keep structured backups of your records. In Formaloo, you can export responses directly from your project dashboard in just a few clicks, no matter how your data is displayed.
ℹ️ Included in plan: Pro, Business, Enterprise
What exporting responses helps you do
The Export responses feature allows you to download your form or database submissions as an Excel file. This is useful when you want to work with your data outside Formaloo or share it with people who do not have access to your dashboard.
This feature helps you:
Analyze responses in Excel or Google Sheets.
Share clean reports with teammates or external stakeholders.
Keep backups of important project data.
Work efficiently with both small and large datasets.
💡 Pro Tip: Already have your data in a spreadsheet? You can import Excel or Google Sheets data directly into Formaloo forms to create or update submissions in seconds.
Step-by-step instructions to export responses
You can export responses from any data block inside a project.
Step 1: Open your project and data block
Open your project in Formaloo.
Go to the data block that shows your responses.
This can be a table, kanban, or gallery view. Export works the same in all of them.
Step 2: Open Import & Export
In the data block header, click the options menu.
From the sidebar, select Import & Export.
Step 3: Choose your export type
You will see two export options:
Export Filtered Responses
Downloads only the responses currently visible in your view. This option respects filters, search, and sorting.Export All Responses
Downloads all responses from the form or database, ignoring filters and hidden columns.
Choose the option that matches your use case.
Step 4: Download your Excel file
If your dataset is small, the Excel file downloads immediately.
If your dataset is large, the export runs in the background and may take up to 30 minutes.
You will receive a notification.
The file will also be sent to your email.
💡 Pro Tip: To control which rows are exported, apply filters and sorting before exporting. Learn more in this detailed guide on how to sort and filter your submissions data.
Export Filtered Responses vs Export All Responses
Understanding the difference between these two options helps you avoid exporting unnecessary data.
Export Filtered Responses
Exports only the rows visible in your current data view.
Respects filters, search terms, and sorting.
Best for reports, segmented analysis, and sharing specific subsets of data.
Export All Responses
Exports every response in the form or database.
Ignores filters and column visibility.
Best for full backups, migrations, and complete data analysis.
💡 Pro Tip: Filtered exports are ideal for memory-based systems where only recent or relevant records are needed. Learn more about how memory forms work.
Latest export status and re-downloading files
Inside the Import & Export panel, Formaloo always shows:
A Download latest export button.
The date of the last export (for example: 1/5/2026).
This makes it easy to re-download the most recent file without running a new export.
Use cases across industries
🎓 Scholarship or education applications
Collect applicant information, academic details, and documents in one form. Export filtered applicants for review, scoring, or committee sharing.
👉 Use this template for a ready-made solution: Scholarship or education applications
📦 Order and operations management
Manage orders, statuses, and customer details in a single dashboard. Export all responses for full reporting or filtered responses for daily operations.
👉 Use this template for a ready-made solution: Order and operations management
🎟 Event attendance and reporting
Track registrations and attendance in real time. Export filtered responses to create attendance lists or summary reports for organizers and sponsors.
👉 Use this template for a ready-made solution: Event attendance and reporting
💡 Pro Tip: Rebuilding an existing form before exporting data? Use Magic Import to instantly recreate any form from its URL and save valuable setup time.
Wrap-up
Exporting form responses into Excel in Formaloo gives you flexibility and control over your data. Whether you need a filtered report or a complete dataset, the export feature helps you move smoothly between live dashboards and offline analysis while supporting both small and large projects.
Need help building a custom experience?
👉 Get your solution built fast and easy: https://www.formaloo.com/concierge
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FAQs
Which plans support exporting responses?
Exporting responses is available on the Pro, Business, and Enterprise plans.
Can I export responses from kanban or gallery views?
Yes. Exports work the same from table, kanban, and gallery data blocks.
What file format are responses exported in?
Responses are exported as Excel files that can be opened in Excel or Google Sheets.
How long does exporting take?
Small exports download immediately. Large exports may take up to 30 minutes.
Will filters affect my export?
Filters only apply when you choose Export Filtered Responses.
Are hidden columns included in exports?
Hidden columns are excluded from filtered exports but included in full exports.
Can I re-download a previous export?
Yes. The Import & Export panel shows a Download latest export link.
Does exporting change my form data?
No. Exporting is read-only and does not modify your data.
Can I share exported files with people outside Formaloo?
Yes. Once downloaded, Excel files can be shared freely.
Can I import edited Excel data back into Formaloo?
Yes. Edited Excel files can be imported back into Formaloo using the import feature.
Is there a limit on how many times I can export?
There is no strict limit, but very large exports may take longer to process.