Looking to build a lead list that’s actually useful, not just a giant spreadsheet of random emails? This guide’s for you. Whether you’re in sales, recruiting, or just need a hit list of the right contacts, you probably know the pain: endless manual research, dead-end profiles, and tools that promise magic but leave you sorting junk. Let’s cut through that.
Here’s how to use ExportApollo.io to build targeted, real-world lead lists—step by step, with the stuff that works (and what doesn’t).
1. Get Set Up with ExportApollo.io
First things first:
- Head to ExportApollo.io and sign up.
- You’ll need a valid email. Free trials come and go, so check what’s available.
- Log in and take a quick look at the dashboard. It’s not the prettiest, but it’s functional.
Pro tip:
Don’t waste time exploring every bell and whistle. ExportApollo.io is built for one thing: pulling leads from Apollo.io. If you’re looking for fancy automations or in-app CRMs, look elsewhere.
2. Nail Down Your Target Criteria
Here’s where most people screw up: they try to build the biggest list, not the right one. Pause and get clear on who you actually want.
Ask yourself: - What industry or niche? - Which job titles/roles matter? - Company size, location, funding, tech stack—what’s relevant? - Are there must-have or must-avoid criteria?
Why this matters:
You’ll save hours (and not get flagged for spam) if you’re picky up front. Remember, ExportApollo.io just pulls what you tell it to—it won’t read your mind.
What to ignore:
Don’t overthink minor filters like “years of experience” unless it’s a dealbreaker. Focus on the big stuff.
3. Build Your Search in Apollo.io
You can’t use ExportApollo.io without Apollo.io—it’s just the extractor. Here’s the trick:
- Log into Apollo.io (you’ll need an account; the free tier is usually enough to start).
- Go to the “People” or “Companies” search, depending on what you want.
- Apply your filters:
- Industry, job title, location, etc.
- Use Boolean search if you know what you’re doing (“AND”, “OR”, quotes).
- You can combine filters (e.g., “Marketing Director” AND “SaaS” AND “North America”).
- Preview the results. If you see junk or clearly off-target profiles, tweak your filters.
Pro tip:
Don’t max out every filter. Sometimes being too specific gives you zero results. Start broad, then tighten.
4. Copy Your Apollo.io Search URL
This is the part that trips people up.
- Once your search looks good, copy the full URL from your browser’s address bar.
- That URL contains all the filters you set.
Example:
https://app.apollo.io/#/people?company_sizes=51-200&job_titles=Head%20of%20Marketing&industries=Software
Don’t:
- Don’t just copy the base Apollo.io URL.
- Don’t use saved searches unless you grab the live URL after applying them.
5. Paste That URL into ExportApollo.io
Back in ExportApollo.io:
- Find the “Import Search” or “Paste Apollo URL” box.
- Paste your Apollo.io search URL.
- Click “Import” or “Fetch.”
The tool should recognize your search and start pulling in profiles.
Heads up:
- If you get an error, double-check that you’re logged into Apollo.io in the same browser.
- Sometimes Apollo.io changes its URL structure. If things break, check ExportApollo.io’s updates or support docs.
6. Set Export Options and Filters
ExportApollo.io usually lets you tweak what you pull:
- Limit number of profiles (don’t grab 10,000 at once—start with 100 to test)
- Choose what data fields you want:
- Name, email, role, company, LinkedIn URL, etc.
- Exclude profiles without emails or with generic addresses (like “info@”)
- Remove duplicates (definitely do this)
What works:
- Pulling only what you need makes the export faster and cleaner.
- Filtering out catch-all or generic emails saves time.
What doesn’t:
- “Enrichment” features that promise to fill in missing data are hit-or-miss. Don’t rely on them for critical info.
7. Run the Export
Now, hit the “Export” or “Start” button.
- The tool will crunch through your Apollo search and start building your list.
- Depending on how many profiles you’re pulling, it could take seconds or minutes.
- You’ll usually get a CSV or Excel file.
Don’t freak out if:
- You see fewer leads than expected. Apollo limits access to emails, and some profiles just don’t have valid addresses.
- The file has blank columns—this is normal. Not every field is filled for every contact.
8. Clean and Review Your Lead List
Don’t skip this step. Even with good filters, you’ll get some junk.
- Scan for obvious garbage:
- No names, weird emails, wrong job titles.
- Sort and dedupe:
- Use Excel or Google Sheets to remove duplicates.
- Validate emails:
- Use a tool like NeverBounce or ZeroBounce if deliverability matters.
Pro tip:
Don’t trust “verified” tags blindly. Always spot-check a handful of leads before blasting out emails.
9. (Optional) Import into Your CRM or Outreach Tool
If you’re using a CRM, sales engagement platform, or email tool, import your cleaned list.
- Map fields carefully (name, email, company, etc.)
- Don’t mass email everyone—start with a small batch and see if you get any bounces or replies.
What to ignore:
- Fancy “AI scoring” in most tools isn’t worth much unless you’ve got a huge list and real data. Manual review beats automated guesses.
10. Rinse, Repeat, and Improve
No list is perfect. You’ll almost always need to tweak your search or filters after a round or two.
- If you’re getting too much junk, tighten your Apollo.io filters.
- If you’re not seeing enough leads, loosen up a bit.
- Keep notes on what filters actually work for your use case.
Iterate—don’t expect your first export to be gold.
Honest FAQs and Troubleshooting
Q: Is ExportApollo.io legal/ethical to use?
A: You’re scraping data from Apollo.io, which itself is aggregating public info. Laws depend on your country and what you do with the data. Don’t spam, and always check your local rules.
Q: Why are there missing emails or weird data?
A: Not every Apollo profile has a valid email, and data is messy. That’s life. Clean up as best you can.
Q: Does ExportApollo.io get around Apollo.io limits?
A: Sometimes it works for larger exports, but Apollo changes things often. Don’t rely on it to do things against Apollo’s terms—you could lose access.
Q: Can I automate this?
A: Not really, unless you’re a programmer and want to risk breaking stuff. Most users are better off doing it manually, one well-targeted batch at a time.
Keep It Simple (and Keep Iterating)
Building a targeted lead list isn’t rocket science, but it’s easy to overcomplicate. Start with a clear idea of who you want, use ExportApollo.io to pull what you need, and don’t skip the review step. The best lists come from a few rounds of trial and error—not from chasing every shiny feature. Stick to what works, tweak as you go, and you’ll waste less time and land more real conversations.