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How to Export Form Responses

How to Export Form Responses

Download your form responses to CSV or Excel format for reporting, analysis, or sharing with stakeholders.

Quick Summary

Open a form's Responses tab, apply any filters, then click Export to download as CSV or Excel.

Before You Begin​

Requirements
  • You must have read permission for the form
  • Your plan must be Basic or above (export is not available on Lite plan)
  • At least one response must exist

Step-by-Step Guide​

Step 1: Open the Form Responses​

  1. From the left sidebar, click Forms
  2. Click on the form you want to export
  3. Go to the Responses tab

Step 2: Apply Filters (Optional)​

Filter your data before exporting:

FilterUse For
Date RangeExport only a specific time period
StatusExport only Complete, Partial, or Offline responses
ContextExport only responses from specific locations/assets
SearchFind responses containing specific text
tip

The export includes only the filtered results. Apply filters first if you don't need all responses.

Step 3: Export the Data​

  1. Click the Export button
  2. Choose your format:
    • Export as CSV — Opens in any spreadsheet application
    • Export as Excel — Native Excel format (.xlsx)
  3. The file downloads automatically

Export Formats​

CSV (Comma-Separated Values)​

  • Universal format compatible with Excel, Google Sheets, Numbers
  • Smaller file size
  • Best for: Data analysis, importing to other systems

Excel (.xlsx)​

  • Native Microsoft Excel format
  • Preserves formatting
  • Best for: Sharing with colleagues who use Excel, creating reports

What's Included in the Export​

Each export contains:

ColumnDescription
Response IDUnique identifier for each submission
Submitted AtDate and time of submission
StatusComplete, Partial, or Offline
Location/AssetWhere the form was submitted
[Each Question]One column per question with the answer

For file/image questions, the export includes download links to the uploaded files.

Real-World Examples​

Example 1: Monthly Inspection Report​

Situation: Your manager needs a monthly summary of all safety inspections for the board meeting.

Solution:

  1. Open your Safety Inspection form
  2. Go to Responses tab
  3. Set Date Range to last month (e.g., "January 1 - January 31")
  4. Click Export → Export as Excel
  5. Open in Excel and create a pivot table showing:
    • Total inspections per location
    • Pass/fail rates
    • Common issues found

Result: You have a professional report with charts showing inspection compliance across all locations.

Example 2: Compliance Documentation​

Situation: An auditor needs proof of all fire extinguisher inspections for the past year.

Solution:

  1. Open Fire Extinguisher Inspection form
  2. Set Date Range to the past 12 months
  3. Filter by Status: Complete
  4. Export as CSV
  5. Provide to the auditor along with any uploaded photos

Result: You have documentation proving all required inspections were completed, with timestamps and inspector names.

Example 3: Customer Feedback Analysis​

Situation: You want to analyze visitor feedback trends across multiple locations.

Solution:

  1. Open Visitor Feedback form
  2. Export all responses as CSV
  3. Import into your analytics tool (Excel, Google Sheets, Tableau)
  4. Create analysis:
    • Average satisfaction by location
    • Trends over time
    • Common complaints/suggestions

Result: You identify that the West Lobby has lower satisfaction scores and can investigate further.

Tips for Working with Exported Data​

In Excel​

  • Use Filter to sort by any column
  • Use Pivot Tables for summary reports
  • Use Charts to visualize trends
  • Use COUNTIF to count specific responses

In Google Sheets​

  • Upload the CSV directly
  • Use Explore feature for automatic insights
  • Share with colleagues for collaboration

Large Exports​

For forms with thousands of responses:

  • Apply date filters to export in chunks
  • Use CSV format for faster processing
  • Consider exporting by location/asset separately

Troubleshooting​

IssueSolution
Export button is grayUpgrade to Basic plan or above
File won't openTry CSV format instead of Excel
Missing responsesCheck your filters — some may be filtered out
Garbled charactersOpen CSV with UTF-8 encoding
File is emptyEnsure the form has at least one response

Need help? Contact Infodeck Support

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