> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/AppFlowy-IO/AppFlowy/llms.txt
> Use this file to discover all available pages before exploring further.

# Data Export & Import

> Export, backup, and migrate your AppFlowy workspace data

## Overview

AppFlowy provides comprehensive data export and import capabilities to ensure your data is portable, backed up, and easily transferable. Since version 0.9.7, you can export your entire workspace as a ZIP file and import it back at any time.

<Info>
  Regular backups protect your work and ensure you can recover from data loss or migrate to a new device.
</Info>

## Export Workspace as ZIP

### What Gets Exported

When you export your workspace, AppFlowy includes:

* All documents and pages
* Database views (Grid, Board, Calendar)
* Document formatting and styling
* Embedded images and files
* Workspace settings and preferences
* Favorites and recent pages

<Note>
  Workspace exports preserve your complete data structure, making it easy to restore everything exactly as it was.
</Note>

### Exporting Your Workspace

<Steps>
  <Step title="Open Settings">
    Navigate to **Settings → Manage Data** in AppFlowy Desktop
  </Step>

  <Step title="Select Export">
    Click on **Export Workspace** to begin the export process
  </Step>

  <Step title="Choose Files">
    Select which pages and spaces you want to include in the export

    * Select All: Export everything
    * Custom Selection: Choose specific pages or spaces
  </Step>

  <Step title="Choose Destination">
    Select a folder where you want to save the exported ZIP file
  </Step>

  <Step title="Confirm Export">
    Click **Export** and wait for the process to complete. Large workspaces may take a few moments.
  </Step>
</Steps>

```bash Export Location Recommendation theme={null}
# Recommended backup locations:
~/Documents/AppFlowy-Backups/
/path/to/external-drive/AppFlowy/
/path/to/cloud-sync-folder/AppFlowy-Backups/
```

<Warning>
  Ensure you have sufficient disk space for the export. Large workspaces with many images can result in large ZIP files.
</Warning>

## Import Workspace

### When to Import

* Restoring from a backup
* Migrating to a new device
* Recovering deleted data
* Setting up AppFlowy with existing data

### Importing Your Workspace

<Steps>
  <Step title="Open Settings">
    Navigate to **Settings → Manage Data**
  </Step>

  <Step title="Select Import">
    Click on **Import Workspace** or **Import Data Folder**
  </Step>

  <Step title="Choose ZIP File">
    Select the workspace ZIP file you previously exported
  </Step>

  <Step title="Confirm Import">
    Review the import details and click **Import**
  </Step>

  <Step title="Wait for Completion">
    AppFlowy will extract and restore your data. This may take time for large workspaces.
  </Step>
</Steps>

<Note>
  Importing a workspace creates a new workspace in AppFlowy. Your existing workspace will remain unchanged.
</Note>

## Individual File Export

### Export Documents

You can export individual documents in multiple formats:

<CardGroup cols={2}>
  <Card title="Markdown" icon="markdown">
    Export as .md files for use in other applications
  </Card>

  <Card title="HTML" icon="code">
    Export as HTML for web publishing
  </Card>

  <Card title="Plain Text" icon="file-lines">
    Export as .txt for universal compatibility
  </Card>

  <Card title="PDF" icon="file-pdf">
    Export as PDF for sharing and printing
  </Card>
</CardGroup>

#### Exporting a Document

1. Open the document you want to export
2. Click the **More** menu (three dots) in the top right
3. Select **Export**
4. Choose your preferred format (Markdown, HTML, PDF, or TXT)
5. Select the destination folder

### Export Databases

Databases can be exported in CSV format:

<Steps>
  <Step title="Open Database">
    Navigate to the database view you want to export
  </Step>

  <Step title="Access Export">
    Click the **More** menu (⋮) in the database toolbar
  </Step>

  <Step title="Export as CSV">
    Select **Export → CSV** from the menu
  </Step>

  <Step title="Save File">
    Choose where to save the CSV file
  </Step>
</Steps>

<Info>
  CSV exports include all visible columns and rows. Hidden columns are not included in the export.
</Info>

## Data Portability

### AppFlowy Data Format

AppFlowy stores data in an open format:

* **Documents**: JSON-based format with full formatting
* **Databases**: Structured data compatible with CSV export
* **Settings**: Plain text configuration files

### Migrating Between Versions

When upgrading AppFlowy:

1. **Export your current workspace** before upgrading
2. **Install the new version**
3. **Test the new version** with a fresh workspace
4. **Import your backup** if migration is needed

<Warning>
  Major version upgrades (e.g., 0.8.x to 0.9.x) may require data migration. Always backup before upgrading.
</Warning>

## Backup Strategies

### Recommended Backup Schedule

<CardGroup cols={3}>
  <Card title="Daily" icon="calendar-day">
    Quick exports for active projects
  </Card>

  <Card title="Weekly" icon="calendar-week">
    Full workspace export
  </Card>

  <Card title="Monthly" icon="calendar">
    Archive backup to external storage
  </Card>
</CardGroup>

### Manual Backup Workflow

<Steps>
  <Step title="Schedule Regular Exports">
    Set a reminder to export your workspace weekly or after significant changes
  </Step>

  <Step title="Use Versioned Names">
    Name backups with dates: `AppFlowy-Backup-2025-03-09.zip`
  </Step>

  <Step title="Store in Multiple Locations">
    Keep backups in at least two locations:

    * Local external drive
    * Cloud storage (encrypted if sensitive)
  </Step>

  <Step title="Test Your Backups">
    Periodically test importing a backup to ensure it works
  </Step>
</Steps>

### Automated Backup Options

```bash Example: Script for Automatic Backups theme={null}
# This example shows how to automate backups using sync folders

# 1. Export to a cloud-synced folder (e.g., Dropbox, Google Drive)
# Set export location to: ~/Dropbox/AppFlowy-Backups/

# 2. Use time-stamped filenames
# Manual export will save as: workspace-2025-03-09.zip

# 3. Set up folder sync with version history
# Most cloud providers keep 30-day version history
```

<Info>
  While AppFlowy doesn't have built-in automatic backups yet, you can manually export to a cloud-synced folder for automated backup.
</Info>

## Cross-Platform Migration

### Moving Between Devices

<Steps>
  <Step title="Export on Source Device">
    Export your workspace as ZIP on the original device
  </Step>

  <Step title="Transfer File">
    Copy the ZIP file to your new device via:

    * USB drive
    * Cloud storage
    * Network transfer
  </Step>

  <Step title="Install AppFlowy">
    Install AppFlowy on your new device
  </Step>

  <Step title="Import Workspace">
    Import the ZIP file on your new device
  </Step>
</Steps>

### Platform Compatibility

Workspace exports are compatible across:

* macOS ↔ Windows ↔ Linux (Desktop)
* Desktop ↔ Mobile (with limitations)

<Note>
  Some features may differ between platforms. Test your imported workspace to ensure everything works as expected.
</Note>

## Selective Export

### Exporting Specific Pages

To export only certain pages or spaces:

1. Navigate to **Settings → Manage Data → Export Files**
2. In the export dialog, **deselect** spaces or pages you don't want to include
3. Choose **Select All** to quickly select everything, or **Deselect All** to start fresh
4. Check only the items you want to export
5. Proceed with the export

<Info>
  Selective exports are useful for sharing specific projects or creating partial backups.
</Info>

## Troubleshooting

### Export Issues

<AccordionGroup>
  <Accordion title="Export fails or hangs">
    * Check available disk space
    * Close other applications to free up memory
    * Try exporting smaller sections individually
    * Restart AppFlowy and try again
  </Accordion>

  <Accordion title="ZIP file is too large">
    * Use selective export to export only needed pages
    * Export databases separately as CSV
    * Consider compressing large images before adding to AppFlowy
  </Accordion>

  <Accordion title="Images missing after export">
    * Ensure images are properly embedded (not just linked)
    * Check that image files aren't in use by other applications
    * Try exporting again with fewer pages to isolate the issue
  </Accordion>
</AccordionGroup>

### Import Issues

<AccordionGroup>
  <Accordion title="Import fails with error">
    * Verify the ZIP file isn't corrupted (try extracting manually)
    * Ensure you're using a compatible AppFlowy version
    * Check that you have write permissions to the data folder
    * Try importing on a fresh installation
  </Accordion>

  <Accordion title="Data looks different after import">
    * Version differences may cause formatting changes
    * Some features may not be available on the target platform
    * Databases may need to be refreshed
  </Accordion>

  <Accordion title="Import is very slow">
    * Large workspaces take time—be patient
    * Close other applications to free up resources
    * Ensure adequate disk space is available
  </Accordion>
</AccordionGroup>

<Warning>
  If import fails repeatedly, check the [AppFlowy GitHub Issues](https://github.com/AppFlowy-IO/AppFlowy/issues) for known problems or report a new issue.
</Warning>

## Data Security

### Encryption Recommendations

For sensitive data:

1. **Encrypt exported ZIP files** using tools like:
   * 7-Zip with AES-256 encryption
   * VeraCrypt for encrypted containers
   * Your OS's built-in encryption (FileVault, BitLocker)

2. **Use secure transfer methods**:
   * Encrypted cloud storage
   * Secure file transfer protocols (SFTP)
   * Encrypted messaging apps for sharing

3. **Store backups securely**:
   * Encrypted external drives
   * Password-protected cloud storage
   * Physical security for backup devices

<Warning>
  AppFlowy workspace exports are NOT encrypted by default. Add your own encryption layer for sensitive data.
</Warning>

## Next Steps

<CardGroup cols={2}>
  <Card title="Vault Workspace" href="/advanced/vault-workspace" icon="vault">
    Learn about private, offline workspaces
  </Card>

  <Card title="Customization" href="/advanced/customization" icon="palette">
    Customize your workspace appearance
  </Card>
</CardGroup>