How to Export Form Responses as a CSV File

Export all responses to a FormRobin form as a CSV file for Excel, Google Sheets or Numbers: open the form's Sessions page and click the Export CSV icon.

Prerequisites

• Account: logged in to FormRobin
• Form: a form with at least one submission
• Plan: available on both plans, Free Plan and Individual Plan

What Is CSV Export?

CSV (comma-separated values) is a plain spreadsheet format that every spreadsheet app can open. Exporting to CSV lets you:

• Analyze and chart responses in Excel, Google Sheets or Numbers
• Import responses into other systems, such as a CRM
• Keep an offline copy of your data

How do I export responses as CSV?

1. Click Forms in the top navigation.
2. Click the form, or its Sessions icon, to open its Sessions page.
3. Click the Export CSV icon (download arrow) in the toolbar at the top right.
4. The file downloads to your computer. Open it in your spreadsheet app.

What is in the CSV file?

Columns

• One column per question, in the order of your form, using the question labels as headers
• Submitted At and Last Updated - date and time (UTC, format YYYY-MM-DD HH:MM:SS)
• On the Individual Plan, source tracking columns: UTM Source, UTM Medium, UTM Campaign, UTM Term, UTM Content, Referrer URL, Landing Page URL, Device Type, Browser, Browser Version, Operating System, IP Address

Rows

• The first row holds the column headers
• Each following row is one submission, oldest first
• A question without an answer has an empty cell

File Naming Convention

Files are named form_{form id}_responses_{date}_{time}.csv, for example form_123_responses_2026-01-20_14-30-25.csv, so each export carries the date and time it was made.

Opening CSV Files

Microsoft Excel

Choose File → Open and select the CSV file. If accented letters or other non-English characters look wrong, use Data → From Text/CSV instead and choose UTF-8.

Google Sheets

Choose File → Import, open the Upload tab, select the CSV file and click Import data.

Apple Numbers

Choose File → Open and select the CSV file.

How does each question type export?

• Text, email, URL, phone and number - the answer as typed
• Date - YYYY-MM-DD, which sorts correctly
• Multiple choice and dropdown - the selected option
• Several selected options - in one cell, separated by commas
• Statement and image blocks - no column (they collect no answers)
• File upload - the files themselves are not in the CSV; download them from the Sessions page (see Viewing and Managing Form Responses)

Source Tracking in Exports (Individual Plan)

On the Individual Plan the export adds the 12 source tracking columns listed above: UTM parameters, referrer, landing page, device, browser, operating system and IP address. Free Plan exports contain the answers and dates only. See Using Source Tracking and UTM Parameters.

Common Use Cases

• Data analysis - pivot tables, charts, averages and totals
• Reporting - weekly or monthly reports for your team
• Backup - an offline copy before you delete submissions
• Data migration - import responses into a CRM, database or marketing tool

Best Practices

• Export regularly if you want your own backups
• Keep the original file and work on a copy
• Protect the file - it contains respondents' personal information

Limitations

• Format: CSV only
• Scope: every submission of the form is exported; filter by date in your spreadsheet
• Files: uploaded files are not included
• Snapshot: the file reflects your responses at the moment you download it

Troubleshooting

The CSV file does not download

• Check your browser's download settings, and allow downloads from formrobin.com.
• Try another browser.

The CSV shows garbled characters in Excel

• Open it with Data → From Text/CSV and choose UTF-8 encoding.

The source tracking columns are missing

• They are included on the Individual Plan only. Free Plan exports contain the answers and dates (see Using Source Tracking and UTM Parameters and Understanding FormRobin Plans).

Still stuck? Email support@formrobin.com with the form's link and the export's file name or the error you see.

Frequently Asked Questions

Does exporting delete my responses?

No. Exporting creates a copy; your responses stay in FormRobin.

Can I export a specific date range?

The export always contains every submission. Filter by the Submitted At column in your spreadsheet.

How often can I export?

As often as you like, on both plans.

Can responses go to Google Sheets automatically instead?

Yes. The Google Sheets integration adds each new submission to a spreadsheet. See Connecting FormRobin to Google Sheets.