Export Everything from Your CMS and Verify What You Got

This guide walks you through exporting all content from a typical content management system (CMS) and then verifying that the export is complete and usable. You’ll learn the standard steps, what to check after the export, and how to avoid common pitfalls. Before you start, make sure you have administrative access to your CMS and a destination folder on your computer or server where you can save the exported files.

What You’ll Need

• Administrator or export-level access to your CMS (e.g., WordPress, Drupal, Joomla, or a custom system).
• A computer with a web browser and enough free disk space for the export (check your CMS’s media library size).
• A text editor or spreadsheet program (like Excel or Google Sheets) to open and inspect exported files.
• Optional: A temporary staging site or local installation to test the import of the exported data.

Step-by-Step

1. Log in to your CMS admin panel. Go to yoursite.com/admin or the login URL your CMS uses. Enter your credentials and ensure you have full administrator rights.
2. Locate the export tool. Look for an “Export” option in the main navigation. In WordPress, it’s under Tools → Export. In Drupal, it’s under Configuration → Development → Performance or via the Views module. For Joomla, use System → Install → Extensions and then a third-party component like “J2XML” or use the built-in database backup. If your CMS is custom, there may be an admin menu item labeled “Backup” or “Export.”
3. Choose the content type. Most CMS exports let you pick what to include: posts, pages, media, comments, custom post types, users, and settings. Select All content unless you have a specific reason to exclude something. For a full “everything” export, include all post types, media, and users.
4. Select the date range (if offered). If your CMS asks for a date range, choose the earliest date to today to capture all content. If no date range is available, skip this step.
5. Start the export and download the file. Click the “Export” or “Download” button. The CMS will generate a file — typically an XML file (like WordPress’s WXR format) or a ZIP archive containing JSON, CSV, or SQL. Save it to your chosen folder. If the export is large, it may take a few minutes; do not close the browser tab until it completes.
6. Export the media library separately (if not included). Many CMS exports include references to media files but not the actual files. Go to your media library and use a plugin or FTP to download the entire uploads folder (in WordPress, it’s wp-content/uploads). Use an FTP client like FileZilla or a backup plugin to download the full folder.
7. Export the database (for a full backup). If you want the absolute everything, export the database too. Use phpMyAdmin (often available in your hosting control panel) or a plugin like UpdraftPlus. Select the database, choose “Export” and then “Quick” method, and download the SQL file.
8. Verify the export file is not empty or corrupted. Open the downloaded XML or JSON file in a text editor. Check that it starts with the expected XML declaration or JSON structure and contains actual content. Look for your most recent post or page title to confirm it’s there.
9. Check the file size and format. Compare the file size to your site’s content volume. If you have hundreds of posts and the file is only a few kilobytes, something is wrong. Also ensure the extension matches what you expected (e.g., .xml, .zip, .sql).
10. Test the import on a staging site. Set up a temporary WordPress or Drupal installation (or use a local server like XAMPP). Use the import tool (e.g., Tools → Import in WordPress) to upload your export file. If the import succeeds without errors, your export is likely complete.
11. Verify the content count. After importing, compare the number of posts, pages, and media items on the staging site with the original site. Use the admin dashboard’s content count or a quick database query. For example, in WordPress, go to Posts → All Posts and check the total count.
12. Check specific content types and metadata. Spot-check a few posts, pages, and custom post types. Verify that categories, tags, featured images, and custom fields are present. Also check that users and their roles were exported.

Common Mistakes

• Only exporting posts, not pages or media. Many default exports exclude media files and sometimes pages. Always select all content types.
• Ignoring the database export. The XML/JSON export often doesn’t include settings, widgets, or theme options. A database export is needed for a true “everything.”
• Assuming media files are included. The XML export contains URLs to images, but the actual files are not in the XML. You must download the uploads folder separately.
• Not verifying the export on a test site. Skipping the test import means you might only discover missing data when you need it most.
• Overwriting the original site during testing. Always use a separate staging site to avoid accidental data loss.

Tips

• Before exporting, clean up your content: delete spam comments and trashed posts to reduce the export size.
• Use a backup plugin (like UpdraftPlus or BackupBuddy) for a one-click full backup that includes the database and all files.
• Schedule regular exports if you make frequent changes.
• Store your export files in a secure, off-site location (like cloud storage) to protect against server failure.
• If your CMS has a built-in “Export” that only gives content, combine it with a database export for complete coverage.

Troubleshooting

Export fails or times out. This often happens with large sites. Try increasing the PHP memory limit and execution time in your CMS’s configuration, or use a backup plugin that handles large exports in chunks. Alternatively, export content in smaller date ranges.

The export file is empty or very small. Check that you have content in the selected date range and that you didn’t accidentally filter by a future date. Also ensure you have permission to export all content types.

Import fails on the staging site. The most common cause is a mismatch in CMS versions or missing plugins. For WordPress, ensure the staging site uses the same version and that all required plugins are installed. For Drupal, check module compatibility.

Media files are missing after import. This means the uploads folder was not exported or was not placed in the correct location. In WordPress, uploads should go to wp-content/uploads. Run a media library repair tool if images still don’t appear.

Users didn’t come through. Some exports exclude users unless explicitly selected. Re-export with the “Users” option checked, or export the database directly to include user tables.

Frequently Asked Questions

Q: Does the built-in WordPress export include images?
A: No, it includes references to images (URLs) but not the actual image files. You need to download the uploads folder separately.

Q: Can I export everything with just one click?
A: Yes, using a backup plugin like UpdraftPlus or a hosting backup tool can give you a full backup (files + database) in one step.

Q: What’s the difference between an XML export and a database export?
A: XML export contains content (posts, pages, comments) and metadata in a portable format. A database export contains all data including settings, options, and user tables, but is less portable across CMS versions.

Q: How do I know if my export is complete?
A: Import it into a staging site and compare content counts and spot-check key items. Also verify the file size is reasonable for your site’s content volume.

Q: Can I export only certain content types?
A: Yes, most CMS export tools let you choose specific post types, pages, or media. For a full export, select all.

Q: What if my CMS doesn’t have an export feature?
A: You can export the database directly via phpMyAdmin and download the file system via FTP. This gives you a complete backup, though it’s less portable.

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