Getting data out of NetSuite and into a spreadsheet for further analysis, reporting, or distribution is a fundamental skill. The primary method for this is exporting the results of a saved search. This guide provides a fact-checked and expanded overview of the different export options and best practices for getting your data into Excel or CSV format.

Methods for Exporting Search Results

NetSuite provides two primary ways to export data from a saved search: a direct, manual export from the results page, and a scheduled, automated export via email.

1. Manual Export from the Results Page

This is the quickest way to get data into a spreadsheet.

1. Run the saved search you wish to export.

2. At the top of the results page, you will see several icons for exporting the data.

3. Click the appropriate icon for your desired format.

   
   

2. Scheduled/Emailed Exports

For reports that you need on a recurring basis, you can configure NetSuite to automatically email the results on a schedule.

1. Edit the saved search.

2. Navigate to the Email subtab.

3. Under the Schedule section, check the Schedule Email box.

4. Define the schedule (e.g., daily, weekly, monthly).

5. On the Recipients subtab, add the email addresses of those who should receive the report.

6. Crucially, on the Customize Message subtab, you must check the box to Send Files as CSV or Send Files as XLS to attach the results to the email.

7. Save the search.

   
   

Optimizing Your Search for Export

Before exporting, it is a best practice to refine your search to ensure the output is clean and efficient.

• Remove Unnecessary Columns: A search with fewer columns will export faster and result in a smaller file size.

• Use Clear Custom Labels: The Custom Label you set for each column in the search results will become the column header in your exported file. Use clear, descriptive labels.

• Filter the Data: Add criteria to your search to limit the results to only the data you need. For very large datasets, it is common to filter by date to export the data in smaller, more manageable chunks (e.g., one month at a time).

  
  

Troubleshooting and Best Practices

• Export Option is Missing: If you do not see the export icons on your search results, it may be because the search is not configured to allow it. Edit the search, go to the Available Filters subtab, and ensure the Allow Web Query and/or other export options are enabled.

• Handling Timeouts: Very large exports can sometimes time out. If this happens, use the CSV format, as it is more efficient. If it still fails, you must add more restrictive criteria to your search to reduce the number of rows being exported at one time.

Create Dedicated Export Searches: Instead of exporting from a general-purpose search that may have many columns, it is often better to create a specific copy of that search that is tailored for export, containing only the exact columns and filters needed for that report.