Exporting & Managing Your Lists

Why this matters

Once you’ve built your property or unit lists (and applied tags/filters as needed), the next critical steps are: exporting them for use and accessing/re-downloading them when needed. Good workflow here helps you stay organized, avoid duplicate exports, and stay within your quota.

What you’ll do

1. Export a list (mailing- or data-type) in the format you need.
2. Later revisit your exports, access past downloads, rename tags for clarity, and re-download if required.
3. Monitor your monthly export quota and avoid unnecessary downloads.

Exporting a List

1. Ensure you’ve already built/loaded your list (or a saved search).
2. Click the “Export” button on the results page.
3. The “Export” window appears: It shows your remaining export quota for the month.
4. Choose the Export Type:

• • • • Mailing List Export: Contains properties + owner/resident addresses; options include:
        • • • • Exclude owners without addresses
              • Owner-occupied only
              • Non-owner-occupied (includes “Current Occupant” + owner mailing address)
              • Include properties without ownership data
      • Real Owners Export (if on Platinum subscription or Real Owners add-on): includes owner phone, email, ZIP, occupancy status.

     5. Choose file format:

• • • • • Excel (.xlsx): Editable; includes property/owner details, links to full report.
        • PDF: Pre-formatted for printing (e.g., label sheets); cannot edit.

     6. Download/save the file.

(Reminder: some counties’ records may lack certain data fields.)

Pro-Tips

• Decide ahead whether you need mailing vs data export- mailing addresses are useful for physical outreach; data exports yield richer fields for analytics.
• Track your remaining export quota to avoid premium-subscription overage surprises.
• Use clear naming conventions during export so you can later identify which list/file corresponds to which campaign.
• Store your exported files in a logical folder structure (e.g., by campaign or quarter) to align with the tag you’ll apply in Step 2.

What Happens When You Export a List

• Each time you export a mailing or data list, PropertyShark automatically creates a tag for that export.
• That tag provides a record of the export, letting you easily find, rename, or re-download the same list later.
• Be aware: re-downloading a list more than 30 days after its original export will count toward your monthly Mailing/Data Lists quota.

How to Access Your Exported Lists

To view or download previously exported lists, follow these steps:

1. Log in to your PropertyShark account.
2. In the upper-right corner, click your name or the user icon.
3. From the dropdown menu, select Tags. This leads you to your “Tags & Exports” section.
4. Once in the Tags & Exports section, click the Exports tab to switch to viewing exported lists.
   If you are already in the “Tags” view, make sure you switch to “Exports” to see the lists rather than just the tags.
   

What You Can Do in the Exports Tab

Within the Exports tab, you have a few useful options:

Important Notes & Considerations

• Quota implications: Re-downloading a list more than 30 days after its original export will count toward your Mailing/Data Lists quota.
• Tag vs export: The “Tags” section shows all your tagging activity, while the “Exports” tab shows those tags tied specifically to list exports.
• Export naming conventions: If you didn’t rename the export tag originally, you may see a default name. Consider renaming tags soon after export for better organization.
• Permission / access limitation: Make sure your user role allows access to exports and tags- some accounts or roles might have restricted visibility.

Sample Workflow

1. Export a list (e.g. “Multi-Family Listing Q3 2025”). A tag like “Export-MultiFamily-Q3-2025” is automatically created.
2. Later, go to Tags → Exports to find that tag.
3. Optionally rename the tag to something clearer (“MF_Export_Sep2025”).
4. Click download; choose Excel or PDF format.
5. If it’s been more than 30 days since the export, be aware the download counts toward your monthly limit.