What is an email parser?

An email parser is a data processing software that can extract and parse information from email messages and email attachments. A parsing algorithm process text and extracts information from the email headers (to, From, etc.), body, or attachments (for example, attachments like PDF documents, CSV files, and MS Office files).
The email parser uses “parsing rules” to extract data from email messages. Parsing rules are instructions that tell our email parser how to find and how to extract data from email messages.

How many emails can I export with the Premium Plan?

With the Premium Plan Plus for Export Emails to Excel, CSV, or Google Sheets, you can parse, export, and save an unlimited number of email messages. The Premium Plan Starter has a limit of 2,000 email messages per month.

Can you back up / save all my emails using Export Emails to Google Sheets?

Yes – you can back up all your email messages using Export Emails to Google Sheets. Instructions on how to do that are here.

Can you save all my email correspondence (email exchange) with a certain person using Export Emails to Google Sheets?

Yes – you can save all your email correspondence (email exchange or communication) with a certain person using Export Emails to Google Sheets. Instructions on how to do that are here.

Can Export Emails to Google Sheets save emails as a PDF document?

Yes. If you select the column Email in PDF cloudHQ will also save emails as PDF documents. The emails will be saved inside your Google Drive folder Emails.

What is the structure of the folder Emails? Are files organized by label?

The PDF documents in the folder Emails are organized by label and email address. More details are here: https://support.cloudhq.net/how-does-export-emails-to-sheets-organize-pdf-documents-inside-the-emails-folder/.

Can Export Emails to Google Sheets create documents admissible as a legal document / evidence in courts?

Yes. Almost all legal offices storing or sharing legal documents should only be done as PDF files. PDF documents of emails created by Export Emails to Google Sheets are admissible as legal documents in courts.

Can I automate the export of my emails so that new emails will automatically be added to my spreadsheet?

Yes, if you do not disable option Enable continuous saving of email messages under the Save Settings section in the cloudHQ dashboard, the export process will continuously update spreadsheets. That means that when emails come in or go out of your Gmail, the spreadsheets will be updated automatically. By default, any new email message matching the label or the search filter will be automatically exported and saved into your Google spreadsheet as explained in the article about continuous saving of email messages.

Can Export Emails to Google Sheets parse attachments (like PDFs)?

Yes. Export Emails to Excel, CSV, or Google Sheets will parse and extract data for the following attachment types:

  1. MS Excel
  2. MS Word
  3. TXT and HTML
  4. PDF
  5. CSV

Can I modify the Google spreadsheet created by the export?

There are acceptable ways to modify the spreadsheets created with Export Emails to Google Sheets without affecting the existing content. However, there are certain modifications you should not perform. These include:

  1. Removing message_id column (if it exists)
  2. Re-ordering columns
  3. Deleting or inserting columns in the middle of the spreadsheet
  4. Modifying sheets which are locked or hidden

Operations you can perform include:

  1. Adding rows
  2. Adding columns after (but not in between) the pre-existing columns
  3. Modifying cells
  4. Deleting rows

The above is valid for all wizards and spreadsheets.

Can I process spreadsheet cells (like subjects, text, etc.) in Google Sheet?

Yes, you can. For some examples of how to do this, please see the following support note.

Can the export process skip certain email messages?

If an email does not match any of the parsing rules for a given spreadsheet, our parsing engine will skip if you have enabled the option Skip email if nothing can be parsed out from the email message body.

For example, your parsing rules apply to an email like this:

Name: Karen Hovac
E-mail: Hovac@gmail.com
Phone: +1415555555

Now, imagine this parsing engine—which searches for data related to names, email addresses, and phone numbers—runs into an email that looks like this:

This is an email from Facebook.


What are the benefits of exporting emails from Gmail to Google Sheets?

There are many benefits to exporting data from Gmail to Google Sheets. Firstly, it helps you save time manually entering needed data into a spreadsheet. Data consolidation is also a very important benefit. Each email data exported to the spreadsheet can be tracked and managed more effectively. Sharing data from Gmail with others is very simple when data are exported to a spreadsheet.

What are some best practices for exporting emails from Gmail to Google Sheets?

One of the recommendations is that emails need to be organized by labels. It helps you manage your inbox by keeping certain important types of emails separate from others. How to organize your emails is explained in the following article Gmail labels and filters: tutorial and a step-by-step guide.

Can I use Export Emails to Google Sheets for e-discovery in legal proceedings?

Yes, you can use Export Emails to Google Sheets to export your emails for e-discovery in legal proceedings as explained in the support note Email e-discovery process with Export Emails to Sheets.

How do I stop new emails from saving to Google Sheets?

You should click the button “Pause the job” for the particular running job in the dashboard for exporting emails to sheets. The exporting job will be stooped, and new email messages will not be populated into the spreadsheet.

How can I export emails to Google Sheets with only one row per thread, instead of a new row for each reply?

To achieve a single row per email thread in your Google Sheets export, simply enable the option labeled “One row per email conversation.” This will consolidate the entire email thread into a single row, rather than creating new rows for each reply.
You can find more details in the support note How to export emails to Google Sheets with only one row per thread

I'm getting error that filter cannot be created. What to do?

Sometimes our system will not be able to automatically create a filter and start the job. In that case, the workaround is to create a label with the filter you want to export, then start the Export Emails to Sheets wizard to export that label.
More instructions on how to run the wizard can be found in the support note: How to back up or save a Gmail label to a Google spreadsheet or Wizard to export emails to Google Sheets.

How to troubleshoot errors in Export Emails to Sheets?

If you getting errors, then please check the following troubleshooting note Troubleshooting Export Emails to Sheets.

Have a question you cannot find an answer to?

Please check the support section here. If you still cannot find a support note or an answer to your request, please feel free to contact us at any time, and we will be happy to help. The support email address is: support@cloudhq.net