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Import & export with Excel

 

 

 

So, your team has jumped on the bandwagon and has finally transferred its workflow to monday.com but... you still have some data and lists over in Excel. Don't worry... we won't tell anyone. 🤫 We get it and we're here to help you out! Keep reading to find out how to import the rest of your data from Excel to monday.com or to export your monday.com data to Excel if you're not ready to let go just yet. 

 

Import your data from Excel

In Just a few steps, you can transform all of the data from your Excel spreadsheet into a monday.com board! Check out this video or keep reading for a step-by-step guide:

 

Note:  If your Excel spreadsheet has multiple tabs, only the first tab will import.

 

Click your profile picture and select 'Import Data' like this:

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Select "Excel" as shown here:

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You can choose to either drag and drop your Excel file into the pop-up in the center of the screen or you can click to browse your documents and select your spreadsheet. 

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Note: In order for the import to work properly, an Excel or CSV spreadsheet must have more than one column on it. 

 

Once you've selected your file, your data will be received, and you can click "Let's customize your new board" to make sure everything appears exactly how you want!

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Select the row in your spreadsheet that will become the headings for your new board's columns and then click "Next" like this:

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Everything above your first row will not be imported into your board.  

 

Note: You can import a maximum of 50 columns and 8,000 rows at a time. Additionally, the following file types are supported in the import: .xlsx, .xls, .csv. Do note, XLSM files are not supported at this time.

 

Select the column in your spreadsheet that will become the first column in your board (the names of your items) and then click "Next" like this:

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Our system is pretty good at guessing which column types are a good fit for your data, but you can change them manually by clicking the drop-down menu for each column. You can only import columns as a Number, Status, Email, Date, or Text column. You can, however, change the column type after import.

Note:  If your column has 9 or fewer labels, the column suggestion on your imported sheet will be "status". If your columns have more than 9 labels, the column suggestion on the import will be "text".

 

When you're done, click "Create Board". 

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Note:  When importing dates, they must be formatted in ISO format. This means that they must show 4 digits for the year, 2 digits for the month, followed by 2 digits for the day.      For example: 2021-10-23.

 

Import data into an existing board

There are a few ways to import your data from any external source, including Excel, Google Docs, Microsoft Word, and more! Keep reading to check out these time-saving tips!

 

Import from Excel or CSV

For this example, let's say that you want to import the following Excel sheet into your existing board:

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To import this data directly to an existing board, click the arrow beside the "New Item" button at the top of the board and select "Import Items" from the dropdown menu. 

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Note:  Your "New Item" button may be called "New Contact", "New Project", etc.

 

On the next screen, you can either drag your Excel or CSV file into the frame or choose "click to browse" to select the document from your computer. Once you have made your selection and the file has been successfully uploaded, click "Next". 

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Then choose the column from your Excel document that you would like to appear as the item name on your monday.com board:

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On the next screen, you will be asked to map the columns in your Excel document to the columns on your monday.com board. For example, you can choose to map the email addresses from your Excel document into the Email Column on your monday.com board.

Columns that you do not map will not be imported.

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Note:  The only column types supported by this import process are: Status, Number, Text, Date, Email, and Phone. All other column types will not be updated via the import, however, you can change the column type afterwards.

 

Manage duplicate items

After mapping your items, you will be asked how you want to manage duplicate items. You have three options.

Click here to see three ways you can manage duplicates. 
  1. Choose "Create new items" to add the data as new items to the board.
  2. If you choose "Skip items", this option will skip any duplicated data based on a column you've chosen. Be sure to choose a column with unique values in your data (i.e. email, phone number, address) to help us determine whether this item already exists in your monday.com board. The rest of the data will be added to a new group on your monday.com board.
  3. If you choose "Update existing items" you will have the option to overwrite existing items based on the data in a specific column. Be sure to choose a column with unique values in your data (i.e. email, phone number, address) to help us determine whether this item already exists in your monday.com board. The new data will be added to a new group on your monday.com board.

 

In the example below, we're going to choose "Create new items". Click on the box corresponding to your choice, and select the blue "Start import" button to continue:

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That's it! Your items will begin importing. You can close the window and continue working while you wait for all of your items to import.

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Note: Keep in mind that you can use Batch Actions to edit your imported data if needed.

 

Copy & Paste Heaps of Items

We've been brainstorming new ice cream flavor ideas on an Excel spreadsheet and we want to move them into our "New Flavor Ideas" group in our Ice Cream Flavors board! With just one click, we can copy and paste several items from our external source straight into our group of items! 

 

All we have to do is highlight the items we'd like to import and use our keyboard copy shortcut or right-click to copy like this:

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Next, we'll click on '+ Add' in the group we'd like to add these items to and use our paste keyboard shortcut or right-click "Paste" like this:

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And voila! All of our items have been added to our board! We can click the 'X' in the menu below to de-select these items, or use Batch Actions to update them to suit our board!

 

Note:  At this time, this is only available for the first column on an existing board, meaning that we cannot paste a list of data into other columns. 

 

Export a board to Excel

Let's check out how easily we can export our board to an Excel spreadsheet. All we have to do is click the 3 dot menu at the top right corner of our board, click "More actions" and then "Export board to Excel". From here, we can choose whether we want to export just the table or to include all updates and update replies. 

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This is what our board looks like as an Excel spreadsheet:

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If we choose to export our table with updates, we will see the table in one tab, and all of the updates and replies in a separate tab in our spreadsheet just like this:

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Note: If you have Subitems on your board, the Subitems' updates will not be exported to Excel, only the item's updates.

 

Export groups or items to Excel

We can export full groups or individual items to Excel! 

  • Export groups

To export a group to Excel, simply click the 3 dot menu to the left of your group's name, and click "Export to Excel".

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  • Export items

To export items, select the ones you would like to export using Batch Actions. Next, click "Export" in the Batch Actions toolbar below. 

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You will be prompted to choose whether or not to tick the boxes including or excluding updates as well as subitems in your Excel file! 

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Export your account to Excel

The admin of your account can download the entire account's data as a .zip file containing all boards and files including Private and Shareable Boards. The boards will each be downloaded as Excel spreadsheets. Check out this article to see how to do it in detail, or keep reading!

Click your profile picture, and select "Admin". 

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From the Admin section, under the "Account" tab of our "General" settings, you can scroll down to "Export account data" and click "Export".

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Note: For now, this action does not include Dashboards, but don't worry - their data all comes from boards that will be exported in your .zip file!

 

After a few hours, you'll receive an email with a .zip file containing all of your account's data! Make sure to download it within 24 hours of receiving the email, or you will have to repeat this process. 

 

 

If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help! 🙂

 

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