In short
For a full copy, use Data Export Service in Setup and tick files and attachments. For targeted or recurring extracts, use Data Loader with Export All, which includes deleted records and archived activities. For large volumes or automation, use Bulk API 2.0. In every case keep the 18-character ID, and remember that date/time fields come out in UTC.
Option 1: Data Export Service
This is the full copy Salesforce offers from Setup. Steps:
- In Setup, search for Data Export.
- Choose Export Now or schedule a recurring export.
- Tick include images, documents and attachments, plus Salesforce Files if you want them.
- Select all objects.
- When it is ready you will get an email. Download every ZIP file: they expire after a few days.
You can run it once a week on Enterprise, Unlimited and Performance, and every 29 days on Professional. It is ideal as a backup before any change.
Option 2: Data Loader
Salesforce's desktop app. Use it to export object by object with the fields you choose and SOQL filters.
- Export: active records.
- Export All: also records in the Recycle Bin and archived activities. Use it if you want the full history.
Option 3: Bulk API 2.0
For millions of records or automatic nightly extracts. It processes queries in batches and returns CSV. It is what gets used during the parallel run of a migration to load only what has changed.
What gets forgotten most
| Data | How not to lose it |
|---|---|
| Files | Export ContentVersion and ContentDocumentLink so you know which record each file belongs to |
| Legacy attachments | Attachment, in orgs that are years old |
| Emails | EmailMessage, with its relationships |
| History | OpportunityHistory and the Field History tables |
| Deleted records | Export All in Data Loader |
| Picklist values | Export the API name, not just the label |
Four checks before you sign off on the copy
- Record count per object, compared against Salesforce.
- 18-character IDs in every table, including relationship fields.
- Date/time fields converted from UTC to your time zone.
- Special characters and accents intact: save as UTF-8.
FAQ
How do I make a full backup of Salesforce?
With Data Export Service in Setup, selecting all objects and including files and attachments. Download the ZIP files as soon as they arrive.
Does Data Export include files?
Only if you tick the options to include documents, attachments and Salesforce Files when you run the export.
Can I export deleted records?
Yes, with Export All in Data Loader, which includes records in the Recycle Bin and archived activities.
Does exporting data cost anything?
No. Data Export Service, Data Loader and the API are included in editions with API access.
Can I export my data if I'm not renewing?
Yes, and it's best done before the contract ends, while you still have full access. Run a full export including files, store it outside Salesforce and validate record counts per object.
Sources: Data Export Service (Salesforce Help), data export and frequency by edition (Trailhead), Data Loader guide (Salesforce), Bulk API 2.0 guide (Salesforce Developers).