Sortly provides multiple ways to export your inventory, depending on what type of data you need and the format you prefer. You can export your items as a spreadsheet (CSV or Excel), a PDF report with images, or a Dropbox folder that includes both data and original image files.
All export options are available on both web and mobile, though some export types may work best on desktop for larger inventories.
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Choosing the Right Export Format
Inventory Summary
✔️ Format: CSV / Excel
✖️ Includes embedded photos (only public URLs)
✔️ Best for: Data analysis, full exports
PDF Report
✔️ Format: PDF
✔️ Includes embedded photos
✔️ Best for: Visual records, printable reports
Dropbox Export
✔️ Format: CSV + photo files
✔️ Includes actual image files
✔️ Best for: Backups with media access outside Sortly
Export Option 1: CSV or Excel via Inventory Summary
The Inventory Summary report is the best way to export your full inventory data. This report includes every item and field, organized by folder and location.
To export your inventory using Inventory Summary:
- Go to the Reports section.
- Select Inventory Summary.
- Click Export.
- Choose either CSV or Excel (XLSX).
- Click Export to download your file.
What’s included:
- All inventory 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 inventory data for reporting, importing into other tools, or creating a backup.
Export Option 2: PDF Report (with Photos)
If you need a formatted report that includes item photos and layout styling, you can export your inventory as a PDF.
To export your inventory as a PDF:
- Navigate to the items or folder you want to export.
- Click the three dots and then Export.
- Choose PDF.
- Select your formatting preferences.
- Click 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
Use this option for printouts, visual inventory lists, or when you want to see photos alongside item data.
Exporting a PDF from Multiple Folders
If you want to create a PDF report that includes items from multiple folders, use Advanced Search to filter your inventory first. From there, you can apply filters such as tags, custom fields, or folder names to narrow your view.
Once your filtered list is ready:
- Select the items you want to export, and then click Export > PDF to generate the report.
There are three different layouts:
- Album - 1 item per page
- List - Multiple items per page in one column
- Compact - Multiple items per page in two columns
Export Option 3: Dropbox (CSV + Image Files)
Use this option if you need both your inventory data and your original image files.
To export your inventory to Dropbox:
- Select the items or folders you want to export.
- Click Export.
- Select Dropbox.
- Connect your Dropbox account (if you haven’t already).
- Choose whether to include the CSV file, image files, or both.
- Click Export.
What’s included:
- A CSV file with item data (similar to Inventory Summary)
- A Dropbox folder containing original image files for your items
This is the only export option that provides direct access to photo files outside of Sortly.