How to Extract Shopify Data to Excel

Pulling your Shopify data into Excel is the first step to unlocking deeper insights that aren't available in your standard Shopify dashboard. While Shopify's built-in analytics are great for a quick overview, Excel gives you the power to create custom reports, combine data from other sources, and analyze your business performance in ways that are specific to your needs. This guide will walk you through the most effective methods for exporting your Shopify data to Excel, from simple built-in tools to more advanced automated solutions.

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Why Export Shopify Data to Excel in the First Place?

Before diving into the "how," let's quickly cover the "why." You already have Shopify Analytics, so what's the benefit of adding Excel or Google Sheets to your workflow? It comes down to flexibility and control.

• Deeper, Custom Analysis: Excel is home to powerful tools like PivotTables, VLOOKUP, and advanced charting. You can use these to analyze sales trends by specific customer locations, calculate repeat purchase rates for distinct customer cohorts, or build complex financial models that go beyond Shopify's standard reports.
• Combine Data from Multiple Sources: Your business data doesn't just live in Shopify. You have marketing data in Facebook Ads and Google Ads, customer data in a CRM like HubSpot, and email performance metrics in Klaviyo. Exporting to a spreadsheet allows you to consolidate all this information in one place to see the full picture, like calculating your true return on ad spend (ROAS) by mapping ad costs to actual sales data.
• Data Backup and Archiving: Having a local offline copy of your core business data is always a smart practice. Regular exports of your orders, products, and customer lists give you a secure backup you control.
• Create Custom Dashboards: For many teams, Excel is the go-to tool for reporting. You can create customized dashboards with key performance indicators (KPIs) tailored to different departments - one for marketing, one for sales, and another for finance - all pulling from the same raw Shopify data.

Method 1: Using Shopify's Native Export Feature

The simplest way to get your data out of Shopify is by using the built-in export functionality. It's free, readily available, and great for one-off data pulls or if you just need a quick data set to analyze.

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Step-by-Step Guide to Native Exports

Shopify allows you to export your most important data - products, orders, customers, and financial information - as a CSV (Comma-Separated Values) file, which opens perfectly in Excel or Google Sheets. The process is similar across different data types.

Let's use exporting Orders as an example:

1. Log in to your Shopify Admin dashboard.
2. From the left-hand navigation menu, click on Orders.
3. On the top right of the Orders screen, you'll see an Export button. Click it.
4. A dialog box will pop up with several options:
5. Next, choose your export format:
6. Click Export orders. Shopify will process the export and email you a link to download the CSV file. For smaller stores, this is almost instant, for stores with thousands of orders, it may take a few minutes.

You can follow this same fundamental process for exporting Products, Customers, Discounts, and reports from the Finances section of your Shopify Admin.

Pros and Cons of the Native Export Method

Pros:

• Completely free and built directly into your Shopify dashboard.
• Very easy to use, with no technical skills required.
• Perfect for quick data pulls and one-time analysis.

Cons:

• It's entirely manual. If you need to run the same report every week, you have to repeat this process every time. This can be tedious and time-consuming.
• The data is static. The moment you export the file, it's a snapshot in time. It won’t update automatically with new sales or customer information. Your report is already out of date by the next day.
• Limited data fields. While the native exports are useful, they don’t include every single data point available in Shopify. You may not be able to get granular data like cart attributes or multi-channel attribution details.

Method 2: Using a Third-Party Shopify App

If you find yourself manually exporting the same reports over and over, it's time to consider a Shopify App. The Shopify App Store has many third-party apps specifically designed to automate and customize data exports, bridging the gap left by the native functionality.

How an Export App Can Help

Reporting and exporter apps connect directly to your Shopify data and provide a more powerful interface for creating and scheduling your exports. These tools are built to solve the problems of the manual method.

• Automation: Schedule exports to run on a daily, weekly, or monthly basis. You can have a new sales report sent to your email (or a shared Google Drive) every Monday morning without lifting a finger.
• Custom-fit Templates: Create report templates that include only the columns you need, in the order you want them. No more deleting unnecessary columns from the native export file every time.
• Access to More Data: These apps can often pull more granular data fields - such as line item properties, discount code applications, and fulfillment locations - that aren't available through the standard export.

Apps like EZ Exporter, Exportible, and various advanced reporting suites offer these features. A quick search on the Shopify App Store for "Excel export" or "data exporter" will show you dozens of well-reviewed options.

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Pros and Cons of Using an App

Pros:

• Saves significant time by automating repetitive reporting tasks.
• Greater control and flexibility over the data you export.
• Keep stakeholders updated automatically with scheduled email reports.

Cons:

• Most of these apps come with a monthly subscription fee.
• There can be a slight learning curve while you set up your initial report templates.

Method 3: Advanced Option - Using the Shopify API

For businesses with unique data needs or developers on staff, the Shopify API (Application Programming Interface) offers the most powerful and flexible way to extract data. This method involves writing code to communicate directly with Shopify’s servers to pull exactly the data you need, when you need it.

Who Should Consider the API?

This method is not for everyone. It's intended for users who are comfortable with programming languages like Python or JavaScript, or for businesses that have access to development resources. With the API, you can build a fully custom data ETL (Extract, Transform, Load) pipeline that pulls data from Shopify and pushes it directly into a database, a data warehouse, or even a Google Sheet.

By interacting with endpoints like orders.json or products.json, a script can pull comprehensive data, filter it on the fly, and structure it in a precise format before saving it as an Excel file.

Pros and Cons of the API Method

Pros:

• Complete Customization: You have unlimited control over what data you get and how it's formatted. Access any data point that Shopify makes available.
• Full Automation: You can script a process to run at any interval, integrate with other systems, and handle complex data transformations automatically.

Cons:

• Requires Technical Expertise: This is a non-starter unless you know how to code or can hire someone who does.
• Maintenance Overhead: An API connection needs to be managed and occasionally updated if Shopify makes changes to its API structure. It’s not a “set it and forget it” solution.

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Pro Tips for Working with Shopify Data in Excel

Once you've successfully exported your data, getting it into a spreadsheet is only half the battle. Here are a few best practices for making that data useful.

• Clean Your Data First: Always keep your original exported file as a "raw data" source. Make a copy before you start manipulating it. Use Excel's features like 'Remove Duplicates', the TRIM function to clean up extra spaces, and 'Text to Columns' if data is bundled in a single cell.
• Master the PivotTable: If you learn just one Excel feature for data analysis, make it PivotTables. With a few clicks, you can instantly summarize thousands of rows of order data to see total sales by SKU, average order value by country, or total shipping costs by month.
• Format for Clarity: Convert text-based dates into a proper date format so you can group and sort them chronologically. Format revenue and cost columns as currency for easy reading.
• Visualize Your Insights: Use charts and graphs to turn your spreadsheet of numbers into a clear, compelling story. A simple line chart is perfect for showing sales trends over time, while a bar chart is great for comparing the performance of different products.

Final Thoughts

Getting your Shopify data into Excel opens up a world of custom analysis, from tracking inventory levels to calculating customer lifetime value. You can start with Shopify's simple native export for quick analysis, move to an app to automate your regular reporting, or leverage the API for a fully custom data solution. Choose the method that best fits your technical comfort and reporting needs.

While exporting data to spreadsheets is a massive leap forward from relying on built-in dashboards, it still involves juggling static CSV files and rebuilding reports. We built Graphed to solve this challenge. Instead of manually exporting data and wrangling it in Excel, you can connect your Shopify store to us in one click and use plain English to build real-time, interactive dashboards. Just ask something like, "Show me my top-selling products by revenue as a bar chart for this quarter," and we'll instantly generate a live report that updates automatically, saving you hours of manual reporting work.