How to find and export your Zoho CRM data.
Zoho CRM shows how much data each module holds, with record counts, on the Data Storage tab of Setup > Data Administration > Storage. Use an administrator login. Report the total number of records across modules.
Where Zoho CRM shows how much you have.
- Sign in with a user on the Administrator profile.
- Go to Setup > Data Administration > Storage and open the Data Storage tab.
- Read the space used by each module and the record counts in the usage details, then add up the records.
Plan and role. Zoho CRM measures data storage by records: Free allows 5,000 records, Standard allows 100,000 records, and Professional, Enterprise and Ultimate start at 10 GB, which is about 5 million records.
What to report on the Polyshares intake.
Report Zoho CRM in records. The intake also asks how many years the company has used it and how many seats it has.
Enter the total record count as records. Zoho counts most module records as 2 KB and notes and emails as 1 KB, so the data storage figure is a useful check. For years in use, sort a module such as Leads or Deals by created time and note the oldest year, and for seats count active CRM users.
Export the full history.
- As an administrator, go to Setup > Data Administration > Data Backup.
- Choose to download the backup immediately or schedule it twice a month, monthly or weekly.
- When Zoho emails that the backup is ready, download both zip folders: one holds the CSV data for every module and the other holds attachments.
Paid editions include 2 free backups per cycle and Ultimate includes 4. The Free edition has no included backups and needs a paid add-on. Each zip file is at most 1 GB, with extra files created as needed, and the download link stays active for 7 days. Emails synced from IMAP accounts are not part of the backup, and account names appear only as account IDs in related modules.
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 Zoho CRM data has value for AI training.
Zoho CRM backups keep record IDs that link leads, contacts, deals, notes and emails across modules. That lets a model follow a customer from first inquiry through each note and email to the deal outcome.
What stays private.
Attachments come in a separate zip folder from the record data, so the company can decide whether files are shared at all.
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 Zoho CRM data.
Who can request a Zoho CRM data backup?
Only users with the Administrator profile can request or schedule a backup.
How long is the backup link valid?
The download link stays active for 7 days from the date the backup is created. Download it before then or request another backup.
Does the backup include attachments?
Yes. Attachments are delivered in their own zip folders next to the CSV data, and each zip file is capped at 1 GB.
Source: Data Backup, Zoho CRM Help, Manage Data Storage Space, Zoho CRM Help, Data Backup API. Checked September 2026.
Related
- HubSpotRecord counts per object on the Data Model Limits tab, exported object by object to CSV or XLSX
- SalesforceStorage Usage in Setup shows records and storage by object; Data Export delivers zipped CSVs
- PipedriveDeal counts from the list view summary; Tools and apps > Export data for CSV or Excel files
- GoHighLevelContacts per sub-account in the Sub-Accounts export; contacts and opportunities export to CSV
- Microsoft Dynamics 365 SalesDataverse database, file and log storage in the Power Platform admin center; Synapse Link export
- CloseCount records from full exports; JSON lead exports include emails, calls, SMS and notes
- All data source guidesEvery system on the Polyshares intake, grouped by category.
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.
Check your data