How to Easily Export Apollo Search Results to Excel [2025]

Apollo.io is a powerful platform for finding and managing leads, offering robust tools for sales and marketing professionals. 

One of the key tasks for users is exporting search results, such as contact lists, to Excel for further analysis and integration with CRM systems. However, for users with a free Apollo.io account, export limitations can be a challenge.

In this guide, we’ll show you the step-by-step process to export Apollo search results to Excel. Additionally, we'll cover how tools like Scrupp can help bypass these limitations, allowing you to export more data, including verified emails, even without a paid Apollo.io subscription.

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The Importance of Exporting Apollo.io Data to Excel

1) Simplified Data Analysis and Reporting

Exporting leads from Apollo.io to Excel is essential for businesses looking to harness the full potential of their lead data. Excel offers powerful tools for organising and analysing information. 

a) With lead data in Excel, users can:

• Easily filter, sort, and segment contact lists.
• Create custom reports and dashboards for tracking performance.
• Share organised lead data across teams for collaboration.

For sales and marketing teams, these capabilities help make informed decisions faster and ensure that their lead-generation efforts are as efficient as possible.

2) Streamlined CRM Integration

After exporting your Apollo.io search results to Excel, it’s essential to have a strategy for following up with your leads. One effective method is calling back prospects who have shown interest or fit your ideal customer profile. Before calling back, enrich your data in Excel with additional information gathered from LinkedIn or other sources to personalize your conversation. When calling back, be prepared to offer value and address their specific needs based on the data you’ve collected. This proactive approach can significantly improve your conversion rates and build stronger relationships with potential customers.

Once Apollo.io search results are exported to Excel, they can be integrated into popular CRM systems like Salesforce or HubSpot. This process ensures that your CRM is constantly updated with the latest lead data

Many sales and marketing professionals seek a list of company CEO email addresses xls to directly connect with key decision-makers. While obtaining such a list can be challenging, tools like Apollo.io and Scrupp can significantly aid in this process. By using Apollo.io's advanced search filters, you can identify CEOs within specific industries and companies. Exporting this data to Excel allows for easy management and integration into your outreach strategies. Furthermore, Scrupp can be used to verify the email addresses, ensuring higher deliverability and a greater chance of connecting with the intended recipients. Remember to always comply with data privacy regulations and ethical outreach practices when using such lists.

Apollo.io has a built-in feature that allows you to export leads and data directly from the platform, so there's no need to rely on third-party tools for exporting data to Excel. However, if you're using a free Apollo.io account, there are some limitations on the amount of data you can export.

Later in this guide, we'll show you how to bypass these restrictions using Scrupp.

For now, here’s a step-by-step guide on how to export data from Apollo.io to Excel

Step 1: Create an Account on Apollo.io Website

Step 2: Apply Advanced Filters on Apollo.io to Find Your Target Audience

Use Apollo.io’s advanced filters to refine your search and identify the exact target audience you want to export, based on criteria like job title, location, or industry.

Step 3: Select the suitable number of contacts and click on the export button. 

Step 4: Choose whether to export contacts with verified emails only, or a mix of verified and un verified emails. Once you've made your selection, click the Save option to proceed.

You will receive an email with the CSV file, and you can download it directly from the link provided.

This completes the guide on how to export apollo.io search results to excel or csv file. 

Why Use Scrupp for Apollo.io Exports?

Scrupp serves as a powerful alternative for exporting lead data from Apollo.io, offering enhanced features that streamline the process and increase data accuracy. While Apollo.io’s free plan limits the amount of data you can export and restricts access to verified emails, Scrupp provides an effective workaround with more flexibility and fewer restrictions.

Key Features of Scrupp:

a) Bulk Data Export: Scrupp allows you to bypass Apollo.io’s limitations by scraping larger volumes of lead data, even on Apollo’s free plan. With Scrupp's affordable pricing plans starting at just $59, you can scrape up to 10,000 LinkedIn profiles and find 5,000 verified email addresses, making it ideal for those needing more than Apollo’s free account allows.

b) Email Verification: Scrupp verifies email addresses, ensuring you get accurate and valid lead information, which Apollo.io restricts on its free tier.

c) Open Profile Detection: Identify open profiles that can be contacted directly without connection requests, allowing for quicker outreach.

d) Data Cleaning & Symbol Removal: Scrupp cleans and formats your data, removing symbols and ensuring it's ready for email campaigns or CRM integration.

By using Scrupp, you can leverage its free credits and affordable plans to efficiently export data, verify emails, and overcome the export restrictions that come with Apollo.io’s free account.

Using Scrupp to Export Apollo.io Results to Excel

Step 1: Create your free account on Scrupp website

Step 2: Visit the Apollo.io website, perform a lead search using the advanced filters to narrow down your target audience, and then copy the search URL from your browser to use in Scrupp.

Step 3: Visit the Scrupp tool, navigate to the Apollo Leads Scrape section, and click on the Launch Export option to begin exporting your Apollo.io lead data.

Step 4: Paste the search URL from Step 2 into the Source Link section and click Proceed.

Step 5: Specify the number of Apollo leads you want to scrape, the starting search result page, and whether you need verified emails.

Step 6: Download the CSV file containing all the scraped Apollo.io leads, including verified emails.

Check the sample leads here: Apollo Data

For those who cherche un numero de telephone (are looking for a phone number) as part of their lead generation efforts, Apollo.io can be a valuable resource. While Apollo.io may not always provide direct mobile numbers due to privacy concerns, it often lists business phone numbers that can serve as a starting point for contact. By leveraging Apollo.io's search filters and exporting the resulting data to Excel, users can organize and manage potential leads. Furthermore, tools like Scrupp can enrich this data, potentially uncovering additional contact information and verifying existing details, making the process of finding relevant phone numbers more efficient, while ensuring compliance with data protection regulations.

In summary, exporting leads from Apollo.io to Excel is essential for any sales or marketing team to analyze and manage data effectively. While Apollo.io offers built-in tools for data export, users on a free account face limitations. Scrupp emerges as a powerful alternative, offering enhanced features such as bulk data export, email verification, and data cleaning, which make the process smoother and more efficient. 

By integrating Scrupp into your workflow, you can unlock Apollo.io’s full potential without the need for a paid plan, ensuring you have access to verified leads and clean data.

FAQs

Best Practices for Managing Exported Apollo.io Data in Excel

Once you've successfully exported your lead data from Apollo.io to Excel, effective data management is crucial to maximize its value. Here are some best practices to ensure your data is clean, organized, and ready for action:

• Data Cleaning & Standardization:
  • Remove Duplicates: Use Excel's "Remove Duplicates" feature to eliminate redundant entries, ensuring you don't contact the same lead multiple times.
  • Standardize Formats: Ensure consistency in data formats (e.g., phone numbers, addresses, job titles). This makes filtering and sorting easier.
  • Correct Typos & Inconsistencies: Manually review or use Excel functions (like FIND/REPLACE) to fix common errors.
• Segmentation & Categorization:
  • Create Custom Columns: Add new columns for lead scoring, outreach stage, industry tags, or any other relevant categories specific to your sales process.
  • Filter & Sort: Leverage Excel's powerful filtering and sorting capabilities to segment your leads based on criteria like industry, company size, or job function.
• Data Enrichment:
  • Add Missing Information: If certain fields are missing (e.g., LinkedIn profile URLs, company websites), use additional tools or manual research to enrich your data.
  • Verify Contact Information: Regularly re-verify email addresses and phone numbers, especially for older lists, to maintain high deliverability rates.
• Preparation for CRM Import:
  • Map Fields: Before importing into your CRM (e.g., Salesforce, HubSpot), ensure your Excel column headers accurately map to your CRM's fields.
  • Format for CRM: Some CRMs have specific formatting requirements for dates, currencies, or picklist values. Adjust your Excel data accordingly.
• Regular Backups:
  • Always save multiple versions of your cleaned and enriched Excel files, and consider cloud storage for easy access and recovery.

By following these practices, your exported Apollo.io data will become a much more powerful asset for your sales and marketing campaigns, leading to more efficient outreach and better conversion rates.

Comparison of Lead Export & Enrichment Tools

Tool	Primary Function	Apollo.io Integration/Scraping	Email Verification	Free Plan Export Limitations	Best For
Apollo.io (Native)	Lead database, sales engagement	Direct export of search results	Yes (paid plans)	Limited credits, no bulk email export on free tier	Direct prospecting, sales engagement, CRM sync (paid)
Scrupp	LinkedIn & Apollo.io scraping, email finding/verification	Bypasses Apollo.io free plan export limits	Yes (built-in)	Free credits available, affordable paid plans for bulk	Bypassing Apollo.io free limits, bulk LinkedIn/Apollo data export with verified emails
Hunter.io	Email finder, verifier, bulk email search	No direct integration; can verify emails from exported lists	Yes (primary feature)	Limited free searches/verifications per month	Finding professional emails, verifying existing lists
Phantombuster	Automation & scraping for various platforms	Requires custom setup for Apollo.io scraping via 'Phantoms'	No (integrates with email finders)	Limited free trial/daily usage	Advanced users needing custom automation and scraping workflows

When choosing a tool, consider your specific needs regarding volume, budget, and desired data accuracy. For direct Apollo.io export with email verification beyond free limits, Scrupp offers a tailored solution. For general email finding and verification, Hunter.io is a strong contender. If you require highly customized scraping across multiple platforms, Phantombuster provides powerful automation capabilities.

1. Can I use Scrupp for free?
Yes, Scrupp offers free credits that allow you to scrape a limited amount of data. For larger exports and features like email verification, Scrupp provides affordable paid plans.

2. How does Scrupp verify emails?
Scrupp uses a combination of advanced algorithms to cross-check and validate email addresses, ensuring the lead information is accurate.

3. Do I need an Apollo.io account to use Scrupp?
Yes, you’ll need an Apollo.io account to access the lead data. Scrupp acts as an enhancement tool to scrape and export data more efficiently.

4. What if I want to export data from other platforms like LinkedIn?
Scrupp also supports scraping leads from platforms like LinkedIn and Sales Navigator, making it a versatile tool for lead generation across multiple sources.

5. Can I integrate the exported data with my CRM?
Absolutely! Once you export the data to Excel using Scrupp, you can easily import it into popular CRMs like Salesforce or HubSpot.

Once you've exported your Apollo.io data to Excel, you might want to further refine your analysis. A common task is to excel get domain from email addresses to categorize leads by company or industry. Excel provides several functions to excel get domain from email addresses, such as using the 'FIND' and 'RIGHT' functions to extract the text after the '@' symbol. This allows you to quickly identify the company associated with each email and group your contacts accordingly. Furthermore, you can use this extracted domain information to perform additional research or tailor your outreach strategies. Knowing how to excel get domain from email is a valuable skill for any data-driven sales or marketing professional.

For lead generation agencies, the ability to efficiently export and manage lead data is paramount. These agencies often juggle multiple client accounts and require tools that can handle large volumes of data seamlessly. Exporting Apollo.io data to Excel, and then enhancing it with tools like Scrupp, allows lead generation agencies to create highly targeted campaigns and provide detailed reporting to their clients. By leveraging these tools, agencies can ensure that their lead generation strategies are data-driven, efficient, and ultimately, more successful, leading to better ROI for their clients.

In today's competitive business landscape, access to reliable data is non-negotiable. With Scrupp, you can take your prospecting and email campaigns to the next level. Experience the power of Scrupp for yourself and see why it's the preferred choice for businesses around the world. Unlock the potential of your data – try Scrupp today!