How to find and export your Salesforce data.

Salesforce shows data storage, file storage and the storage used by each record type on the Storage Usage page in Setup. Use a System Administrator login to open it. Report the total record count across your objects as records, and note the file storage figure in GB alongside it.

At a glance

Report in: records
Category: CRM
Checked: September 2026

Check your data

Where Salesforce shows how much you have.

Sign in as a user with the System Administrator profile.
Open Setup.
Type Storage Usage in the Quick Find box and select Storage Usage.
Read the data storage and file storage sections. Each shows your limit, the amount used and the percentage of the limit in use.
Scroll to the breakdown by record type to see how much storage each object uses, along with the top users by storage and the largest files.

Plan and role. Storage Usage is a Setup page. Use a System Administrator login to be sure it is visible.

What to report on the Polyshares intake.

Report Salesforce in records. The intake also asks how many years the company has used it and how many seats it has.

Add up the record counts for the objects that carry business history, such as Accounts, Contacts, Leads, Opportunities, Cases, Tasks and Events, and enter the total as records. Most records use about 2 KB of data storage, so the data storage figure divided by 2 KB is a rough check on the count.

File storage holds attachments, Files, Salesforce CRM Content, Chatter files and Documents. If it is large, say so in the notes and give the GB figure, because those files can be included in the export.

For years in use, sort a report of Accounts or Opportunities by Created Date and note the earliest year. For seats, count active users with a Salesforce license.

Export the full history.

From Setup, type Data Export in the Quick Find box and select Data Export.
Click Export Now to prepare files right away, or Schedule Export to run on a regular interval. Export Now only appears when enough time has passed since your last export.
Choose the file encoding. To include binary content, select the options to include images, documents and attachments and to include Salesforce Files and Salesforce CRM Content document versions. Select Replace carriage returns with spaces if the CSV files will be loaded into another system.
Select Include all data so every object is exported, then start the export.
Salesforce builds a zip archive of CSV files and emails the user who requested it when it is ready. Download every zip file within 48 hours.

Enterprise, Performance and Unlimited editions can export every 7 days. Other editions, including Professional and Developer, can export every 29 days or on a monthly schedule. Database.com cannot use the service.

Each zip file is about 512 MB. Larger orgs get several zip files, and a single large file of up to 2 GB can produce a bigger zip. Files stay available for 48 hours after completion and are removed as soon as a new export is queued. Salesforce offers no SLA, and a large export can take more than a week.

The export includes active and archived records with standard and custom fields. It excludes the Recycle Bin and always excludes formula and roll-up summary fields. Attachments and Files are only included if you select those options.

Data Loader is the alternative for one object at a time. It exports to CSV and its Export All option includes soft-deleted records. It handles up to 5 million records with Bulk API and 150 million with Bulk API 2.0. Exporting through the Data Export Service needs the Weekly Data Export permission, which only the System Administrator profile has by default.

The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export. Polyshares handles anonymization before anything moves.

Why Salesforce data has value for AI training.

Salesforce orgs keep opportunity history with every stage change, amount and close date, so a model can learn how deals move and which ones close. Cases carry the full path from customer report to resolution.

Tasks, events and email messages are linked to accounts and opportunities, which shows the actual work behind each outcome. Custom objects often hold the most specific process data a company has, such as quotes, installations or renewals.

What stays private.

Data Export lets you choose which data types to include, so objects that hold sensitive fields can be left out before the files are built.

We anonymize identifying details before anything moves. Polyshares does that work, so your team does not have to scrub records first.

Your company keeps ownership of its data. The license is bounded to defined material and a defined use.

Polyshares is the buyer and pays your company directly. There is no fee or commission, and Polyshares reviews the record before it makes any offer.

Common questions about Salesforce data.

How often can we run a Salesforce Data Export?

Enterprise, Performance and Unlimited editions can run it every 7 days. Other editions can run it every 29 days or on a monthly schedule.

What happens if we miss the 48-hour download window?

The files are deleted and you need to run a new export once the waiting period allows it. Files are also removed early if someone queues a new export.

Are deleted records included?

Data Export excludes the Recycle Bin. Data Loader's Export All option includes soft-deleted records that are still recoverable.

Who can run the export?

Users with the Weekly Data Export permission, which only the System Administrator profile has by default. The user who schedules the export gets the email, so keep that user active.

Source: Salesforce Data Export FAQ, How to Monitor Data and File Storage Usage in Salesforce, Learn Data Export Methods and Steps for Salesforce. Checked September 2026.

Put your numbers on the intake.

List your systems, their sizes and your headcount in one intake. Polyshares reviews the record and prices it. There is no fee or commission to your company.