How to export Gravity Forms entries to Microsoft Excel

If you’re a WordPress site owner, developer, or operations team member using Gravity Forms, you may be looking for a way to get form submission data into Microsoft Excel. Unfortunately, Gravity Forms doesn’t have a native integration with Excel, which means you’ll have to use third-party tools if you want data to flow directly from one tool to the other.

The other option is to use Gravity Forms’ built-in data export functionality. This requires some manual work on your part because it only produces a CSV file that you’ll then have to transfer to Excel. 

In this article, I’ll show you how to export Gravity Forms entries to Excel using both methods. And if you’re looking for a better option that syncs form submissions to Microsoft Excel automatically — without any manual steps or third-party tools — I’ll also introduce you to Jotform, a leading Gravity Forms alternative.

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Export Gravity Forms entries to Excel using the built-in export tool

Without a Gravity Forms–Microsoft Excel integration, the most obvious way to run a Gravity Forms export to Excel is to use Gravity Forms’ built-in export feature. This method produces a CSV file that you would then manually open in Excel. 

Note that this solution doesn’t update the CSV file in real time when new submissions come in — it only exports the submissions you select at a specific moment in time. That means you’ll have to do this process regularly to keep your Excel file up to date.

Follow these steps to export your Gravity Forms submissions to a CSV file using its built-in tool:

1. Log into your WordPress admin dashboard.
2. Hover over Forms. Click Import/Export.

3. The Export Entries tab will open. Select the form from which you want to export the submissions.
4. Under Select Fields, select the checkboxes for the specific form fields you want to export.

5. Under Conditional Logic, you have the option to filter submissions based on specific criteria, such as location or business size. Note that, to use this feature, you must have previously enabled Conditional Logic and configured the rules.
6. Under Select Date Range, specify the start and end dates for the range of submissions you’ll be exporting. 
7. Click Download Export File. 

8. Save the CSV file to your device. 
9. Open Microsoft Excel.
10. Go to File > Open, and navigate to the folder where your CSV file is located.
11. Select Text Files in the file type dropdown list in the Open dialog box.
12. Double click on the file you want to open. Excel will automatically open the CSV file and display the data in a new workbook. 

Export Gravity Forms entries directly to Excel with third-party add-ons

If you want a true Gravity Forms Excel export for entries in an XLSX format or want to skip the manual CSV step entirely, you can use third-party tools. 

GravityExport by GravityKit is a certified Gravity Forms add-on that generates real-time Excel reports via a secure, sharable download link — without requiring anyone to log into WordPress. It’s one of the best Gravity Forms add-ons available and offers an excellent way to share and analyze your data in Microsoft Excel.

GravityExport is available in three plans:

• A free lite version for Gravity Forms allowing you to export entries to XLSX (Excel) files
• A $99 annual plan that supports the additional export formats of CSV and PDF files  
• A $396 all-access annual plan that includes several other tools to use with Gravity Forms

While GravityExport solves the Excel output problem, it’s still a third-party tool that adds unnecessary complexity to the process. For teams that want form submission data to flow into Excel automatically — and natively — in real time, a simpler solution is to switch to Jotform.

Skip the workarounds: Jotform sends form submissions straight to Excel

Jotform is a free, no-code form builder with a native Microsoft Excel integration. There’s no need to install an add-on or use a CSV file as part of a cumbersome manual workaround. Every form submission in Jotform is automatically sent to a connected Excel spreadsheet in real time. 

With the integration, you can

• Add rows to a new Excel worksheet.
• Add rows to an existing Excel worksheet.
• Add rows to a new Excel table.
• Add rows to an existing Excel table.

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How to Integrate Jotform with Microsoft Excel

Here’s how to integrate a Jotform form with Microsoft Excel:

1. In the Jotform Form Builder, click Settings at the top.
2. Click Integrations in the left-hand menu.
3. Search for and click on Microsoft Excel.

4. Under Choose an Action, make a selection based on what you want to do with the integration:

• Add Row to New Workbook: Choose this option if you want to create a new Excel workbook and record each form submission as a new row within it.
• Add Row to Existing Workbook: Choose this option if you want to add each form submission as a new row in an existing workbook.
• Add Row to New Table: Choose this option if you want to create a new Excel table and record each form submission as a new entry in it.
• Add Row to Existing Table: Choose this option if you want to add each form submission as a new entry in an existing Excel table.

5. Click Next.

6. Click Authenticate. Log into your Microsoft account.

Integrating Jotform with Microsoft Excel is that easy. Now you can specify the settings for the action you selected in step 4 and you’re ready to go. All form submissions will appear in Excel in real time, and they’ll be automatically stored within Jotform’s submission inbox for easy access and review.

Why Jotform is the best Gravity Forms alternative for Excel users

Why do Gravity Forms users switch to Jotform? Here are a few reasons why they migrate:

	Jotform	Gravity Forms
Native Microsoft Excel integration	Yes, automatic and real time	No, CSV export only
Direct XLSX export		Requires third-party add-on
No plug-in or add-on required
Works outside of WordPress		No, WordPress only
Shareable form link
Works on mobile
Field types	More than 20 fields, more than 100 widgets	Standard field set
Conditional logic
Payment integrations	More than 40 (including PayPal, Stripe, and Square)	Available via add-ons
Third-party integrations	More than 150	Available via add-ons
Data management integrations	More than 70	Limited
Free to use	Yes (free plan available)	Paid license required

Stop exporting manually and let Jotform do it for you

You don’t need Gravity Forms to export to Excel when you have Jotform. This leading form builder not only has a direct integration with Microsoft Excel, but it also offers a number of benefits you don’t get with other form builders:

• Stunning form templates: Jotform comes with over 20,000 form templates covering a range of use cases like order forms, intake forms, human resources surveys, and so much more. Simply select a form and start customizing it in the Jotform Form Builder.
• Collaborative spreadsheet tools: Jotform Tables is a spreadsheet-style workspace that captures submissions without needing to export or sync anything. You can use it to track, manage, and understand your data.
• Payment processor solutions: Need to collect money through forms? Jotform comes with dozens of payment processor integrations, including connections to tools like PayPal, Stripe, and Cash App.
• Data management workflow options: If you want to route form submissions to other tools beyond Microsoft Excel, Jotform offers over 70 data management integrations. Connect to tools like Airtable, OneNote, and OneDrive with ease.

Getting started with Jotform is not only easy — it’s free. Just pick a form template, customize it, and connect it to Microsoft Excel. Explore Jotform today.