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Keyhive Help

How to export contacts to a spreadsheet

In short: From the Contacts page in the web portal, click Export Contacts, choose which columns you want, and click Export. Keyhive builds the file in the background and drops a notification in the bell menu when it’s ready: download it as a .csv or an .xlsx (Excel) file.

When you’d do this: When you need your list of contacts outside Keyhive, for a phone list for the office, a copy to hand to someone who doesn’t use Keyhive, a check that everyone made it in after a big import, or a tidy-up where it’s easier to spot gaps and duplicates in a spreadsheet.

Steps

  1. Go to the Contacts page in the web portal, via the Contacts link in the sidebar.

  2. Click Export Contacts at the top of the list.

  3. Choose your columns. A window opens listing everything that can go in the file: the contact’s name, email address, phone number and company. Untick anything you don’t need.

    The Export Contacts window listing the available columns with tick boxes

  4. Click Export. The window closes and Keyhive starts building the file in the background. You can carry on working, or leave the page.

  5. Download the file from the bell. When it’s ready, the bell icon in the top bar gets a red badge. Click it and you’ll see Export completed, telling you how many rows were exported, with two links:

    • Download .csv. Opens in any spreadsheet program, and is the safe choice for feeding into another system.
    • Download .xlsx. An Excel file, tidier to read and print.

    Click whichever you need and the file saves to your computer.

    The notifications panel showing an "Export completed" message with Download .csv and Download .xlsx links

Good to know

  • One row per contact, in surname order, whether or not they’re currently holding anything.
  • Your own team aren’t in it. The file is contacts only: external people. Your colleagues are staff and live in a separate list.
  • The keys someone is holding aren’t in the file. This is a list of people, not of keys. For who’s got what, export your checkouts instead. See How to export checkouts to a spreadsheet.
  • Anyone can run the export. There’s no admin permission needed.
  • Big lists take a little longer. The file is built in the background exactly so a large export doesn’t tie up your screen. If the notification hasn’t appeared yet, give it a moment. It’ll arrive on its own.
  • The notification waits for you. It stays in the bell menu until you clear it, so you can come back to the download later. Once you’ve cleared it, run the export again to get a fresh file.
  • It’s not an import file. An export is for reading, not for uploading back: it puts the whole name in one column, where an import wants the first and last name separately. If you’re adding or updating contacts, start from the example file in the import window instead. See How to import contacts from a spreadsheet.
  • Exporting changes nothing. It’s read-only: no contact is altered, deleted or notified by exporting them.