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How to Export Your Inventory in Sortly

Sortly gives you three ways to export your inventory: a spreadsheet for data analysis, a PDF report for visual records, or a Dropbox export for full backups with original photo files. All three are available on web and mobile.

Choosing the right export format

Not sure which export to use? Here's a quick comparison:

Export type Format Includes photo files Best for
Inventory Summary CSV / Excel Links only Data analysis, full exports
PDF report PDF Embedded Visual, printable records
Dropbox CSV + photo files Original files Backups outside Sortly

Export to CSV or Excel (Inventory Summary)

The Inventory Summary report is the best way to export your full inventory data. It includes every item and field, organized by folder and location.

  1. 1Go to the Reports section.

  2. 2Select Inventory Summary.

  3. 3Click Export.

  4. 4Choose either CSV or Excel (XLSX).

  5. 5Click Export to download your file.

What's included:

  • All item details, including custom fields, tags, quantities, and pricing
  • Folder structure and locations
  • Public URLs for item images (not the image files themselves)

Use this option if you need structured data for reporting, importing into other tools, or creating a backup.

Export to PDF (with photos)

If you need a formatted report with item photos and layout styling, export your inventory as a PDF.

  1. 1Navigate to the items or folder you want to export.

  2. 2Click the three dots, then Export.

  3. 3Choose PDF.

  4. 4Select your formatting preferences.

  5. 5Click Export to generate and download the file.

What's included:

  • Key item details and custom fields
  • Visible item images, embedded in the report
  • Optional sections such as folders, tags, or notes

Exporting a PDF from multiple folders

Use Advanced Search to filter your inventory first, by tags, custom fields, or folder names. Then:

  1. 1Select the items you want to export, then click Export > PDF to generate the report.

💡 Pick the layout that fits how you'll use the report: Album (one item per page) for detailed visual records, List (one column) for scannable multi-item pages, or Compact (two columns) for the most items per page.

Export to Dropbox (CSV + image files)

Need both your inventory data and your original image files? Export to Dropbox.

  1. 1Select the items or folders you want to export.

  2. 2Click Export.

  3. 3Select Dropbox.

  4. 4Connect your Dropbox account, if you haven't already.

  5. 5Choose whether to include the CSV file, image files, or both.

  6. 6Click Export.

What's included:

  • A CSV file with item data, similar to Inventory Summary
  • A Dropbox folder containing the original image files for your items
✅ This is the only export option that gives you direct access to photo files outside of Sortly.

Frequently asked questions

Does the CSV or Excel export include my actual photo files?

No. The Inventory Summary export includes public URLs that link to your item images, not the image files themselves. If you need the actual photo files, use the PDF report or the Dropbox export instead.

Can I export items from more than one folder at once?

Yes. Use Advanced Search to filter across folders by tags, custom fields, or folder name, then select the filtered items and export.

Which PDF layout should I choose?

Choose Album for one detailed item per page, List for a single scannable column, or Compact for two columns when you want to fit the most items per page.

Can I export on mobile, or do I need a desktop?

All three export options are available on both web and mobile. Desktop tends to work best for larger inventories, since large PDF or CSV exports can take longer to generate on a phone.

Which export should I use for a full backup?

Use the Dropbox export. It's the only option that includes both your item data and the original image files, so you have full access outside of Sortly if you ever need it.
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