How to Export Sales Navigator Leads to Excel in 2025

This comprehensive, step-by-step walkthrough of how to export LinkedIn Sales Navigator leads to Excel.

By the end of this guide, you’ll learn:

• Whether you can use LinkedIn’s native tools to export leads to Excel.  
• Why you may need third-party tools.
• The best tools to export Sales Navigator leads to Excel
• How to clean and organize your leads.
• How you can use an AI SDR agent to make the most of your exported lead list.

…and much more.

Let’s hit the ground running.  

What is Sales Navigator, and why export leads?

The LinkedIn Sales Navigator is a sales tool.

It allows you to find and track decision-makers within any organization. More importantly, the tool comes with powerful filters and other insights you won’t find on a regular LinkedIn profile.

You can, for instance, use it to identify roles, industries, and companies that match your Ideal Customer Profile (ICP). 

Because of its capabilities, Sales Navigator is a good tool to build lead pipelines, especially for B2B outreach.

It is important to note that although Sales Navigator allows you to build pipelines, working inside the tool comes with its fair share of limitations. You’re better off, therefore, exporting leads data to enable you to streamline your sales process.

When you export Sales Navigator leads to Excel, you can:

• View lead data offline or in Excel
• Share contacts with coworkers or collaborators
• Import contacts into CRMs like HubSpot or Salesforce
• Organize leads by region, job title, or stage
• Run email outreach or retargeting campaigns more efficiently

So now that you know why exporting leads matters, let’s look at whether LinkedIn actually lets you do it—and what’s possible with their built-in tools. Still, before we dive too deep…

Can you export leads directly from Sales Navigator? 

Yes. You can pull lead data from Sales Navigator.

However, there are a few things you should be aware of.

First, the LinkedIn Sales Navigator doesn’t have a one-click “Export to Excel” function. In other words, you can’t select your entire lead list and download it straight into a spreadsheet. 

Instead, LinkedIn directs you to its general data export tool, which isn’t built specifically for lead generation. And, that can slow things down if you want to organize or move data quickly.

Still, LinkedIn allows you to download saved leads as a CSV file under your account settings. 

However, this file isn’t detailed enough to allow you to run an outreach campaign out of the box. 

In addition, this process takes time, ranging from several minutes to a few hours, before the download is complete.

The table below summarizes what you can and can’t get when using LinkedIn’s native tools to export Sales Navigator leads to Excel. 

✅ You’ll get	❌ You won’t get
Full name	Email addresses
LinkedIn profile URL	Phone numbers
Job title	Notes or tags
Company name	Custom lead list names
Date lead was saved	Engagement history

Before you start pulling data, make sure you’ve got a few key things in place. Trust me—it’ll save you a ton of cleanup later.

What do you need before exporting leads?

You need to line up a few things first before you can export Sales Navigator leads to Excel. 

Have a LinkedIn Sales Navigator account

It goes without saying. You can’t export leads from LinkedIn unless you have an active Sales Navigator subscription.

Why? …because a free LinkedIn account doesn’t offer crucial functionality such as the ability to filter and save leads.

Know your target audience 

The first step to building a good lead list is to identify your target audience. That way, when it’s time to export your list, you won’t waste time sorting through irrelevant profiles.

Luckily, Sales Navigator allows you to filter leads by parameters such as industry, company size, role, or geography, depending on who you’re targeting. 

Know your CRM integration options

Determine if your CRM can integrate with LinkedIn and what data can be synced. 

For example, some CRMs sync only names and job titles. Others may sync saved notes and activities. So, be sure to review what your CRM accepts and how often it syncs.

That said, Sales Navigator integrates with a host of popular CRMs, including HubSpot, Salesforce, Zoho, and Microsoft Dynamics. 

Beware of LinkedIn’s terms of service

Familiarize yourself with the basics of how to use a LinkedIn scraper to avoid warnings or account restrictions.

So always ensure you’re playing by the book, especially if you’re using third-party software.

Got everything ready? Great—now let’s talk about how to save and organize your leads inside Sales Navigator first. It’ll keep things tidy for export later.

How do you manually save and organize leads in Sales Navigator?

The LinkedIn Sales Navigator comes with built-in tools that allow you to save and organize prospects. 

Here’s how to go about it. 

Saving leads and accounts

To start, visit the profile or company page you want to add to your lead/account in Sales Navigator. 

You’ll see a “Save” button next to the person or company name. Click on it to add the contact to your saved leads or accounts list.

Tagging and notes

Once you’ve saved a lead, you can add tags and notes to it. Tags allow you to group contacts based on criteria like industry, region, or deal stage. Plus, you can use custom labels to match how you manage your pipeline.

Notes, on the other hand, allow you to track call outcomes, LinkedIn messages, or updates from past meetings. 

These notes remain attached to the lead and are visible anytime you view their profile inside Sales Navigator.

To add notes:

1. Go to your Saved Leads list or search for a saved contact.
2. Click on the lead’s name to open their Sales Navigator profile.
3. In the upper-right corner of the profile page, just below your saved list, click “Notes”.
4. A text box will appear—type your message or update here.
5. Click “Done” to save your note.

Using lead lists for better organization

Think of lead lists as folders. You can create a list for each campaign, market segment, or sales region. As you save leads, assign them to the corresponding list. 

With your leads sorted and well-arranged, you won’t waste time untangling disorganized data during export.

Once your leads are saved and sorted, it’s time to get them out of LinkedIn. Here’s how to do that using LinkedIn’s own export tool.

How can you export leads using LinkedIn’s built-in options?

As stated, you can export your lead list into Excel straight from LinkedIn using the Data Export tool. You’ll find the tool in your account’s settings. 

For starters, the Data Export tool isn’t available inside Sales Navigator. You’ll therefore have to use your regular LinkedIn account settings to start the export.

Here’s a step-by-step walkthrough of how to download leads using the LinkedIn Data Export tool:

• Step 1: Log into your LinkedIn homepage: Log in to your regular account at linkedIn.com. 

• Step 2: Click “Me” at the top right: Open the dropdown next to your profile photo.

• Step 3: Choose “Settings and Privacy”: This opens your general LinkedIn settings.

• Step 4: Click “Data Privacy” in the left-hand menu: Under this tab, scroll until you see “get a copy of your data.”

• Step 5: Select “Download larger data”: To get saved leads, choose the first downloading option on the follow-up screen. This gives you every available file, including your Sales Navigator lead lists.

• Step 6: Confirm your selection and request archive: Click “Request archive.” LinkedIn may ask for your password again.

• Step 7: Wait for your email: LinkedIn will email you once the export is ready. This can take from a few minutes to hours.

The email will come in as a ZIP file. Inside, you’ll find several CSV files. Locate the Sales Navigator file and click on it to open.

The file will contain the lead’s full name, job title, company name, date saved, and their LinkedIn profile URL.

Your list, however, won’t have crucial information such as the prospect’s email address, phone number, tags, and notes.

Some limitations of the exported file using LinkedIn’s native tool include:

• Insufficient information: The export won’t contain contact info, message history, or engagement data. You won’t, therefore, be able to launch outreach, track past interactions, or segment based on engagement. You’ll get names and job titles, but nothing you can act on right away.
• No lead list structure: The export combines all your saved leads into a single file. You can’t sort them by campaign, region, or list name, which makes it harder to map leads to your sales process.
• Basic file format: The file is in plain CSV format. You’ll need to clean up column names, remove duplicates, and format the data before importing it into a CRM or using it for outreach.
• Delayed access: The export isn’t instant. LinkedIn takes time to prepare the archive, which can be a few minutes to several hours. If you’re on a tight schedule, that delay could slow you down.

But what if you want to skip the download and send leads straight into your CRM? Let’s explore how CRM integration fits in.

Can you use your CRM to pull leads from Sales Navigator? 

Yes. You can pull lead data straight from Sales Navigator into your CRM.

The integration allows you to sync saved leads, track activities, and view LinkedIn profile insights directly inside your CRM. You can also push lead data from Sales Navigator into contact or deal records, depending on the platform you’re using.

Although the setup isn’t complicated, the results may vary depending on your CRM system. Some sync more data than others. Some run in real-time, while others require manual updates.

That said, here’s what you should know when it comes to using your CRM to pull leads from Sales Navigator.

Learn how syncing works with your CRM

Once you connect your CRM to Sales Navigator, LinkedIn adds a widget inside contact records. From there, you can:

• View LinkedIn profiles inside your CRM
• Save contacts as leads in Sales Navigator
• Sync new leads from LinkedIn into your CRM

It is important to note, though, that not all CRM features work out of the box.

Salesforce, for instance, allows you to sync LinkedIn leads with existing contacts and accounts. Once connected, Sales Navigator appears within your CRM, allowing you to view profiles, save leads, and track interactions.

HubSpot also integrates with Sales Navigator. However, full lead syncing such as pushing saved leads into the CRM, is only available on paid plans. The free version provides visibility into LinkedIn profiles, but doesn’t allow for actual data transfer.

What data fields can you get with CRM sync?

CRM sync, just like LinkedIn’s data export, only pulls basic profile information. The process doesn’t give you full contact records. However, you will get enough to map leads to existing entries.

Most CRMs pull in the following:

• Full name
• Job title
• Company name
• LinkedIn profile URL
• Date the lead was added or saved
• Lead status or stage (if managed inside your CRM)

That said, you won’t get email addresses, phone numbers, or any notes added inside Sales Navigator. 

If you need those fields in your CRM, you’ll have to enter them manually or use a separate data source.

Best practices for syncing cleanly

Indeed, CRM sync can save time and reduce the need for manual data entry. However, your data flow must be clean and structured.

If you don’t set clear rules before connecting Sales Navigator to your CRM, you’ll probably end up with duplicates, gaps, or inconsistent records.

To avoid that, stick to the following best practices:

• Standardize lead naming before syncing: Use the same criteria when saving leads, such as region, job title, or deal stage, to maintain consistent CRM data.
• Review field mapping first: Check how your CRM stores data fields, such as name, company, and title. Then, map each LinkedIn field to the correct CRM field to avoid mismatches.
• Use consistent tags and labels: Decide in advance how tags should work. You don’t want to tag one by industry and another by role, lest you end up with jumbled-up CRM reports.
• Set permissions to protect existing data: Limit who can sync and edit lead records. That way, you can reduce the risk of overwriting valuable deal notes or contact history.
• Schedule regular audits: Review synced data on a weekly or monthly basis to promptly identify missing fields, formatting issues, or inactive records.

CRM sync is helpful, but it’s not perfect. If you need more detailed data or faster exports, these third-party tools can do the heavy lifting.

What third-party tools can help export leads to Excel? 

Since LinkedIn doesn’t come with native tools to export leads to Excel with all the details, your best bet is to use a third-party tool.

And as you’d expect, there are numerous third-party solutions for exporting LinkedIn leads to Excel, which begs the question—which tool is worth your attention?

Here’s a quick look at how the top 3 tools stack up:

Tool	Key features	Best for	Pricing (starting)
Jason AI SDR	Doesn’t scrape; uses exported leads + AI outreach	AI-powered follow-ups and booking	Free demo, paid plans vary
PhantomBuster	Easy setup, works with search URLs	Simple scraping needs	$69/month
CaptainData	Scraping + enrichment + CRM integration	Automated outbound at scale	$99/month (2.5K credits)
Generect	Scrapes + enriches emails/phones in one go	Fast, enriched lead exports	$0.02/export + $0.03/email

Below are three top-rated tools for exporting Sales Navigator leads to Excel.

Jason AI SDR

Let’s face it: exporting leads from LinkedIn can be clunky. Scraping tools work, but they come with risks, setup time, and limits.

What if you could skip the scraping—and still get a steady pipeline of qualified leads?

That’s exactly where Jason AI SDR steps in.

Jason is your AI-powered sales rep that works 24/7.

He doesn’t extract leads from LinkedIn. Instead, you feed him your exported lists (or even just your ideal customer profile), and he does the rest—finding, engaging, and booking meetings for you.

Think of it as having a top-performing SDR… without needing to hire one.

Here’s what the process looks like:

1. Tell Jason who you want to reach

You give him:

1. A description of your ideal customer
2. Your value proposition
3. Any pain points, proof points, or case studies
4. Your preferred messaging tone and language

Jason uses this info to create a precise ICP and tailor your outreach.

2. Jason finds the right people

No scraping needed. Jason taps into a global database of over 1 billion contacts, including:

• Company size
• Job titles
• Tech stack
• Hiring signals
• Buyer intent data

He actively discovers prospects that match your criteria—even those showing real-time intent.

3. He writes and sends personalized messages

Jason isn’t just blasting generic emails. He:

1. Personalizes every email using web and social media insights
2. Adapts tone and language for each region or audience
3. Mixes email, LinkedIn, and calls into multichannel outreach
4. Automatically follows up without sounding robotic

You stay human—he handles the heavy lifting.

4. He handles replies and books meetings

Jason monitors replies in real time. Whether it’s a “not now,” “tell me more,” or “let’s chat,” he:

• Responds automatically (or lets you approve replies first)
• Understands reschedules and meeting interest
• Books meetings straight into your calendar—no back-and-forth

All you have to do is show up. Still wondering if Jason is worth it? Here’s a quick side-by-side:

Feature	Scraping tools	Jason AI SDR
Lead extraction	Yes	No (finds and engages instead)
Setup time	Moderate to high	Low (5 steps, mostly automated)
Risk of LinkedIn limits	High	None
Real-time intent signals	❌	✅
Personalization at scale	❌ (manual)	✅ (AI-powered)
Booking meetings	❌	✅

You can export and scrape leads. That still works.

But with tools like Jason AI SDR, you don’t have to.

You can skip the grunt work, keep your hands clean—and let a smart, AI-powered rep do the outreach for you.

Want to scale faster and smarter in 2025?

If you’re still not fully convinced, here are 3 more lead gen tools worth checking out.

PhantomBuster

PhantomBuster lets you scrape LinkedIn data through automated scripts called “phantoms. “It connects to your LinkedIn session and extracts data from search results, company pages, or saved lead lists.

Once set up, it can run on a schedule and export results straight to Excel or Google Sheets. You can also pair it with an enrichment tool, such as an email finder or one that allows you to get the lead’s phone numbers.

PhantomBuster pros:

• Easy to set up
• Connects to Google Sheets for live updates
• Works with LinkedIn search URLs and lead lists

PhantomBuster cons:

• Doesn’t scrape emails or phone numbers by default
• May require LinkedIn session cookies to run properly
• High usage can trigger LinkedIn limits

PhantomBuster pricing:

PhantomBuster pricing starts at $69/month for up to 20 automation slots (“phantoms”). You can scale usage by upgrading the number of slots or minutes allocated per day.

PhantomBuster limits and security:

PhantomBuster uses scraping and session cookies, which violate LinkedIn’s terms. Run too many actions, and your account may be throttled, flagged, or logged out. 

And because the tool doesn’t scrape emails or phone numbers, you can consider PhantomBuster alternatives that can provide more detailed lead information. 

CaptainData

CaptainData is built for multi-step automation. It allows you to connect LinkedIn with enrichment tools, such as Apollo, Dropcontact, and your CRM. 

That way, you can build an automated workflow that scrapes leads, finds emails, and sends the data to HubSpot or Salesforce. While you can use CaptainData without coding, the interface isn’t the most intuitive and may take time to learn. 

That said, CaptainData is great for managing outbound campaigns at scale.

CaptainData pros:

• Combines scraping and enrichment in one flow
• Supports bulk Sales Navigator leads export
• Can run fully automated sequences

CaptainData cons:

• Takes longer to configure
• Errors in one step can break the full workflow
• UI may overwhelm non-technical users

CaptainData pricing:

CaptainData pricing starts at $99 per month, with 2,500 credits included. 

CaptainData limits and security:

Sure, CaptainData’s built-in throttling helps reduce account risk, but aggressive scraping or poorly configured workflows can still lead to warnings or failed tasks.

Generect

Generect is a relatively newer tool to export LinkedIn Sales Navigator leads to Excel. 

Unlike others on this list, it scrapes saved leads or search results and then runs enrichment within the same workflow. Generect gives you the lead’s full name, job title, company, plus verified emails and phone numbers. 

The tool is ideal for quickly building outbound lists.

Generect pros:

• Scrapes full lead profiles
• Real-time data

Generect cons:

• Limited documentation

Generect pricing:

Generect pricing starts at $0.02 per export and $0.03 for every email found. Each export and enrichment uses credits, and costs may vary depending on the number of contacts you process per month.

Let’s walk through how to actually use one of these tools. We’ll keep it simple and practical—no tech degree needed.

How do you use a third-party tool to export Sales Navigator leads to Excel? 

How you export leads from Sales Navigator to Excel depends on which tool you’re using. 

Luckily, most solutions offer robust customer service support, including web chat, to guide you through setup, usage limits, and troubleshooting.

That said, here’s a step-by-step guide on how to export LinkedIn Sales Navigator leads to Excel using PhantomBuster.

Step 1: Sign up and log in

Go to phantombuster.com and create your account. 

Once signed in, you’ll land on the dashboard where you can browse for prebuilt phantoms. There is a video guide to help you set up your first Phantom as well. 

Step 2: Search for the right phantom

Use the search bar to find “LinkedIn Search Export.” Click “Use Now” to continue.

Step 3: Install the browser extension

You’ll be ushered to a screen that prompts you to install the PhantomBuster browser extension. This allows the tool to access your LinkedIn session and run automations securely under your account.

Step 4: Access Your Sales Navigator List Inside PhantomBuster 

Now go to your PhantomBuster account and click on “LinkedIn Leads” in the left corner of your screen. 

On the follow-up screen, choose “Sales Navigator” then “Extract a Sales Navigator List” as the source of your leads. This option takes the Sales Navigator List URL and returns a list of leads. Click “Use Now.”

Step 5: Configure your settings

The Extension will detect your saved list. You will choose how many profiles to scrape per launch and how often to run the phantom. PhantomBuster allows you to scrape up to 2,500 leads per session. 

Pro Tip: Remember to name each lead you’re exporting appropriately. 

Step 6: Launch and download

Start the phantom. Once the run finishes, download your results as a CSV or push them into Google Sheets for easier access.

Congrats—you’ve got your list! But before you start outreach, let’s clean things up so your file’s actually usable. Yet, just a friendly reminder…

How to clean and organize the exported Excel file?

The scraped file often contains unnecessary columns, inconsistent entries, or formatting issues. You therefore want to clean it up to ensure your data is accurate, easy to segment, and ready for outreach.

Here are some tips to get you started:

• Strip the file down to just the fields you’ll use.
• Align similar roles under a single label (e.g., “CEO” vs. “Chief Executive Officer”).
• Remove duplicates to avoid messaging the same lead twice.
• Group similar industries or regions under a standard tag.
• Fill in missing values manually if the lead is high priority.

Clean and well-formatted data allows you to build targeted lists, move leads into your CRM faster, and avoid mistakes that can derail your outreach efforts.

Besides cleaning the exported data, you also need to do the following:

Filter and sort the leads for outreach

Once your data is clean, organize it in a way that supports your sales flow. Here, you’ll want to focus on segmentation that aligns with your campaign goals.

You can do this by:

• Filtering by job title, department, or seniority
• Grouping leads by region, market, or time zone
• Sorting by company size or industry
• Prioritizing leads based on strategic accounts
• Labeling leads by list source or campaign stage
• Flagging leads with missing or incomplete data for review

Tips to avoid being blocked by LinkedIn

LinkedIn monitors scraping activity. If your tool performs too many actions too quickly, your account may be throttled, flagged, or even locked. It doesn’t have to be that way, though.

Some strategies you can use to avoid being blocked by LinkedIn include:

✅ Do this	❌ Avoid this
Scrape under 2,000 profiles/day	Scraping full lists all at once
Space runs throughout the day	Back-to-back runs with no delay
Use tools with built-in throttling	Tools that blast requests instantly
Monitor usage warnings	Ignoring tool or LinkedIn alerts
Log out occasionally	Staying logged in 24/7 with tools

Now that your list’s clean and ready, here’s how to turn it into real pipeline and booked meetings.

What are some smart ways to use the exported leads?

Once you’ve cleaned and organized your file, what you do next determines how much value you get from your export. The most effective moves are those that transform static data into structured outreach.

Here’s how to max out the exported leads:

 Import the leads into a CRM or outreach tool

You can add leads into a CRM like HubSpot to organize contacts, monitor deal stages, and track interactions across your sales funnel.

Better yet, you can use an outreach platform like Jason AI SDR to run personalized multichannel campaigns, reply to prospects, and automatically book meetings.

With Jason AI, you can enrich leads with real-time intent signals, personalize messages using web and social data, and keep sequences active with evergreen prospecting without the overhead of hiring additional SDRs.

Segment your leads by industry, job title, or region

You’re better off grouping leads based on job role, market, or location to make it easier to send relevant messages.

In addition, segmenting leads enables you to avoid a one-size-fits-all outreach and, more importantly, increase your chances of success.

Create personalized email campaigns

With names, roles, and companies in hand, you can tailor each message to match the lead’s context. Remember, even small touches such as using the first name or referencing their company can improve response rates.

Again, Jason AI SDR can help you push the envelope here.

It pulls insights from social media, websites, and contact history to personalize emails automatically. You can also feed Jason your value proposition, pain points, and proof points, then let it generate high-converting email sequences and follow-ups.

On top of that, Jason adjusts each message’s language and tone based on the lead’s location and role. It can even change replies based on how a prospect engages, so every email is hyper-personalized, even when you’re running a large campaign.

Of course, no process is perfect. If you hit a snag, don’t worry—we’ll troubleshoot the most common problems next.

What are common issues, and how do you fix them?

Even with the right tools, exporting leads from Sales Navigator isn’t always smooth.

Below are common problems you may encounter and how to resolve them.

Export not working

If your export tool fails, check whether your LinkedIn session has expired or if the tool requires a browser extension. PhantomBuster and similar tools, for instance, depend on active sessions and correct cookies to function.

Therefore, you may want to reinstall the extension and reauthenticate if you run into problems.

Incomplete or messy data

Scraped data can include empty fields or formatting inconsistencies. Thus, review your export settings. In fact, some tools let you choose which fields to remove. 

After export, clean the file by removing blank rows, standardizing job titles, and fixing column headers before using the data.

Getting blocked or limited by LinkedIn

Too many scraping requests too quickly can trigger rate limits or account warnings. 

Therefore, spread tasks out, lower your scraping volume, and enable throttling where available. Also, avoid running multiple tools on the same account.

CRM sync not showing all leads

If your CRM doesn’t show synced leads, confirm your user permissions and check sync filters. 

Some CRMs only sync leads with specific statuses or from selected lists. In addition, recheck your integration settings and run a manual sync to verify.

Now that you’ve seen the full picture—tools, tips, and possible issues—let’s wrap things up with a quick verdict.

Final thoughts: Is exporting leads worth it? 

And there you have it.

You now know how to export Sales Navigator leads to Excel. 

More importantly, you know the tools to use to get complete contact profiles and run large-scale outreach on autopilot. 

Looking ahead, LinkedIn will continue to tighten its restrictions on scraping and data access. Therefore, understanding the steps to follow when exporting leads, the tools to use, and the risks involved will always give your outreach a strong edge. 

Speaking of outreach, Jason AI SDR offers a demo to allow you to see the tool in action first-hand. Even if you’re not ready to switch, it’s worth exploring what’s possible when AI handles the heavy lifting for you.