To export Keap contacts for backup, log into Keap, navigate to Contacts, open the Actions or Export menu, apply your filters, select the fields you need, click Export, download the CSV once Keap notifies you, save it to encrypted cloud storage, and verify the file opens and contact counts match. Run this process at least monthly.

Step 1: Define Your Export Scope and Schedule

Before running an export, decide what you are protecting and the frequency your business requires. A full database export – every contact, every field – is the right call for disaster recovery. A filtered export by tag or segment works for campaign-specific pulls or compliance audits. For security purposes, schedule a full export monthly at minimum; weekly is better for active databases. Lock in the cadence before you open the platform, or it will not happen consistently.

Step 2: Navigate to Keap’s Export Section

Log into Keap with admin credentials, then click Contacts in the main navigation to reach your contact list. From there, look for an Actions dropdown, a Tools menu, or a standalone Export button – the exact label varies slightly between Keap Pro and Keap Max Classic, but all versions place the export function within the contact list interface. Select it to reach the configuration screen where you will set your criteria and fields.

Step 3: Select Your Export Criteria and Fields

Decide which contacts to include first. You can export your entire database or filter by tags, custom fields, last interaction date, or a saved search. For a security backup, export everything – partial backups leave gaps that cost you most when you need recovery. Then choose your fields: name, email, phone, and all custom fields, lead sources, and campaign history. When in doubt, include more rather than less.

Expert Take

The most common export mistake is treating field selection as a formality. Teams that skip custom fields and lead source data end up with a CSV that identifies who their contacts are but not where they came from or what sequences they have been through. That metadata is what makes a backup genuinely recoverable – not just technically present.

Step 4: Initiate the Export and Monitor Progress

Click Export or Generate Export to kick off the job. Keap processes large databases in the background – you do not wait at a screen. The system sends an email notification when your file is ready for download. Keep that inbox monitored. For very large databases, processing takes longer, but the notification arrives reliably. Do not initiate a second export if the first has not yet completed; check your email and Keap’s notification center before assuming something went wrong.

Step 5: Download and Secure the Exported File

Download the CSV the moment Keap’s notification arrives. The file lands in your default downloads folder – move it immediately. Store it in encrypted cloud storage with access controls: a team Dropbox folder with permission restrictions, a Google Drive folder with viewer-only sharing for non-admins, or a dedicated secure network drive all work. Do not leave the file on a local desktop unencrypted. Set a retention policy so old backups are archived rather than permanently deleted, giving you a recoverable version history.

Step 6: Verify Data Integrity and Accessibility

Open the CSV in Excel, Google Sheets, or LibreOffice Calc and confirm three things: the contact count matches your Keap dashboard, critical fields are populated correctly, and the file reads without formatting errors. Then test retrieval from your storage location directly – open the file from there, not from your downloads folder. A backup you cannot access under pressure is not a backup. Run this verification every time you export, not just the first time you set up the process.

For a broader look at protecting your Keap CRM data, read: 10 Essential Strategies for Protecting Your Keap CRM Data in HR Recruiting