In our last article, we talked about why email notifications aren’t always 100% reliable and why your WordPress dashboard is the ultimate “safety net” for your business leads. Because Orlando Web Wizard builds your forms using Gravity Forms, every single message sent through your website is safely stored right inside your website’s database.
If you are a website novice, don’t worry! Checking your entries and downloading them into a neat Excel spreadsheet is incredibly simple. Follow this step-by-step guide to master your lead management in less than five minutes.
Part 1: How to View Your Form Entries
Think of your WordPress dashboard as your website’s filing cabinet. Every time a client fills out a form, a new file is placed inside. Here is how to open it:
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Log In to Your Website: Go to your WordPress login page (usually
[yourwebsite.com/wp-admin](https://yourwebsite.com/wp-admin)) and enter your username and password. -
Find the Forms Menu: Look at the dark gray menu on the left side of your screen. Hover your mouse over Forms, and a sub-menu will slide out.
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Click on Entries: Click on the word Entries.
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Select Your Form: If you have more than one form (for example, a “Contact Us” form and a “Free Quote” form), you can switch between them using the dropdown menu at the top of the Entries page.
You will now see a clean list of all your recent leads, showing the date they submitted the form and the main details they filled out. To see the full message or additional details for a specific lead, simply hover your mouse over the entry and click View.
Part 2: How to Download Your Leads into Excel
Exporting your entries into an Excel spreadsheet is a fantastic habit to build. It gives you a physical backup of your data and serves as a perfect weekly “callback list” for you or your staff.
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Navigate to Export: In that same left-hand gray menu, look under Forms and click on Import/Export.
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Choose “Export Entries”: By default, the page should open to the Export Entries tab.
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Select Your Form: Click the dropdown menu under “Select a Form” and choose the specific form you want to download.
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Select your Fields: A list of checkboxes will appear showing all the fields on your form (like Name, Email, Phone, Message).
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Tip: Simply click the Select All button to ensure you get all the information.
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Pick Your Date Range (Optional): If you just want to download this week’s leads, you can select a start and end date. If you leave this blank, it will download every lead you’ve ever received.
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Click Download: Click the big blue Download Export File button at the bottom.
Your website will instantly generate a .csv file and download it to your computer. You can double-click this file to open it directly in Microsoft Excel, Google Sheets, or Apple Numbers.
Make it a Weekly Routine!
Because we want your business to thrive, we highly recommend making this a regular part of your business routine. Setting aside just 5 minutes every Friday morning to check your dashboard and download your weekly spreadsheet ensures that:
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No lead is ever lost due to a strict email spam filter.
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You have a clear, organized checklist of people to follow up with.
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You can spot immediately if notifications have stopped hitting your inbox so you can alert us right away.
If you have any trouble logging in or finding your spreadsheet download, don’t hesitate to reach out to the Orlando Web Wizard team. We are always right here to help you navigate your dashboard with confidence!
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