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.

The plan you pick sets the limit. Premium Plus is the one for unlimited email extraction and parsing, while Premium Starter parses up to 1,000 emails per month in real time. If you want to save and back up emails to Google Sheets and Google Drive, that’s Premium Backup. The current plans, prices and any free trial of Export Emails to Sheets are on the pricing page of the app.

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

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

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.

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/.

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 Sheets are admissible as legal documents in courts.

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.

Yes. Export Emails to 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

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.

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

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.

Because none of the rules finds a name, email or phone number in it, cloudHQ skips this email and adds no row.

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.

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.

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.

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.

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

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.

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

Please check the support section export emails to Excel, CSV or Google Sheets. 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

• Data Organization: Spreadsheets provide a structured format that can help organize email data cleanly and systematically, making it easier to find relevant information.
• Tracking Interactions: Useful for logging interactions in sales, customer support, or project management, which enables better follow-up and historical referencing.
• Analysis and Reporting: Allows for both quantitative and qualitative analysis of email data to identify trends, measure response times, and evaluate communication effectiveness.
• Automated Data Extraction: Automated tools can parse email data to capture specific details, reducing manual entry errors and saving time.
• Integration with Other Tools: Once in a spreadsheet, email data can be integrated with other business tools like CRM systems or project management applications.
• Customizable Workflows: Users can create custom workflows in spreadsheets that update fields automatically, send alerts, or trigger reminders for follow-ups.
• Accessibility: Spreadsheet applications are commonly used and understood, making them accessible to a broad range of users without requiring special training.

The current plans, prices and any free trial of Export Emails to Sheets are on the pricing page of the app.

Certainly! We have a series of YouTube videos that showcase how the Export Emails to Sheets tool works. You can view these demonstrations by visiting the following link: https://www.youtube.com/playlist?list=PLdoCIOqi83Zu1BanB1fzkWrjcyHapCFjm

Yes, you can combine all emails listed in a spreadsheet into a single PDF document. For detailed instructions on how to do this, please visit the following link: How to Create a PDF Package from Email List in the Spreadsheet.

Your PDFs containing emails are securely stored in your Google Drive. The cloudHQ Export Emails to Sheets, application automatically converts your emails into PDF format and saves them directly to your Google Drive, facilitating easy access and efficient management of your documents.

No, cloudHQ does not store your emails on our servers. We employ the industry-standard OAuth password-less authorization protocol for secure connections to Google, ensuring that cloudHQ never has access to your passwords. While cloudHQ may temporarily cache part of the content when accessing your data via API, we do not permanently store any of your files on our servers. This approach ensures your data remains private and secure.

Absolutely! Using Export Emails to Sheets, you can configure a continuous job to monitor and parse emails that correspond to certain queries or labels. Whenever a new email arrives that meets these criteria, it will automatically be parsed and the data will be exported directly to Google Sheets.

Email parsing by cloudHQ operates by selectively retrieving emails from your mailbox. After the emails are accessed, a parsing algorithm analyzes the content to extract specific data fields based on your needs. Typically, email parsers use a rule-based system, enabling you to establish custom rules for data extraction tailored to your requirements.

Email parsing, as implemented by cloudHQ, is somewhat analogous to web scraping. Instead of collecting data from HTML web pages, email parsing focuses on extracting information from emails. This includes details from email headers, the main content of the message, and the signatures in received emails.

You can access the wizard for exporting emails to sheets in cloudHQ by visiting the following link: Sheets Wizard. This tool will guide you through the process of setting up the export of your email data directly into a spreadsheet format.

There are three Premium plans. Premium Backup saves your emails to Google Sheets and Google Drive. Premium Starter is built for small companies that pull data out of emails, and it parses up to 1,000 emails per month in real time. Premium Plus gives you unlimited email extraction and parsing. What you can try before you pay, and the current plans and prices, are on the pricing page of the app.

To convert a JSON file (either as an attachment or in the message body) to a spreadsheet, create a rule for each JSON key.

1. Click on Add Rules
2. Select automatic extract entity
3. In Enter entity you would like to extract, type the JSON key name. For example, is your JSON is

   { "order_id": "#324323" }
   

   then you will enter “order_id”. Or more specific “json key order_id”.

Here is a screenshot of the settings:

To avoid duplicate rows for each email, do this:

1. Disable If multiple values are parsed from an email, then create a new row for each value and If multiple attachments, then create a new row for each attachment (one email can create multiple rows) to stop multiple rows for replies in the same thread. More info here.
2. Consider enabling Group emails of the same topic (conversations) to stop multiple rows for replies in the same thread. For more info on Gmail conversations, visit: Understanding Conversations in Gmail.

Yes, it’s possible. The point of putting data in Google Sheets is so you can sort and filter it how you like. The Export Emails to Google Sheets tool doesn’t sort emails; the spreadsheet does that. After exporting, you can easily sort data in Google Sheets. Here’s how:

After exporting to Google Sheets, click on the column with the email date.

1. Click “Data” in the menu.
2. Select “Sort sheet by column” and pick descending order to show newest emails first.
3. If you export often, you may need to adjust the sort order regularly. For more on sorting, see Google Sheets support note: Sort & filter your data.

If you notice that emails are not producing the correct number of rows when multiple values are present, you need to enable the option named “If multiple values are parsed from an email, then create a new row for each of the values (one email can create multiple rows).” This option ensures that when multiple values are parsed from an email, each value is placed in its own row, allowing one email to create multiple rows. Check that this setting is active to address the issue.

To extract http links form email you need open our parsing editor then click the Links. This tab is specifically designed for extracting URLs. Detailed instructions are in support note Email Parsing: How to extract HTTP links (URLs) from email messages using parsing rules

Yes. You can find the setup instructions in the support note How to set up and manage Export Emails to Google Sheets for multiple Google Workspace accounts

Yes – it does. When you set up an export of a Gmail label, cloudHQ will include all sublabels. In order words, it will export all emails found in the selected label and in all of its sublabels.

Browser extension is not required to set up your background export jobs. You can set up all export jobs by starting the wizard here: Export Emails to Sheets Wizard
However, the Chrome extension is required for the following use cases:

1. Ad hoc save — you want to select some emails and save them to a spreadsheet
2. You do not have a label, but you have a search term, and you want to set up automatic export of all emails matching that search term

Yes. You need to install the Export Emails to Sheets add-on for Google Workspace, which you’ll find in the Google Workspace Marketplace. Once it’s installed, open an email in the Gmail app. Scroll down to the bottom of the message, tap the add-on icon, pick the spreadsheet option, and then tap Go to spreadsheet. Keep in mind that the phone add-on can only save one email at a time. If you want continuous export or parsing, open Gmail on a computer and use the wizard there instead. The export limits are the same as the ones you get on a computer.

Yes. Pick Collect and parse Google Alerts in the Export Emails to Sheets wizard. cloudHQ looks for your Google Alerts emails and gathers them into a sheet called Google Alerts (created by cloudHQ). The columns you get are date received, alert title, title, publisher, summary, link, share links for Facebook and Twitter, and a link that marks an alert as irrelevant. Create your alerts at google.com/alerts before you start. When the wizard can’t find any Google Alerts emails, it shows an error. Export on free accounts is capped, while paid plans let you export Google Alerts with no limit. A walkthrough example is here: Use case: How to set up Google Alerts and setup automatic save of alerts to Google Sheets.

Yes, you can. In the Export Emails to Sheets wizard, pick Find all bounced (undeliverable) email addresses. cloudHQ then gathers the bounce messages sitting in your mailbox, delivery failures from the mail system included, and puts them on a sheet called Bounced Emails (created by cloudHQ). You get these columns: date received, bounce email address, bounce subject, bounce reason and email text. The export doesn’t stop after that first pass. As new bounces come in, they get added too. To protect your sender reputation, take those addresses off your list.

Yes, you can. In Gmail, select the emails you want, right-click, and pick Save to a spreadsheet. You’ll then choose New spreadsheet, Select a spreadsheet …, or one of the spreadsheets you used recently. If you go with a new one, give it a name in the Export Emails to a New Spreadsheet window, then click Save Emails to Spreadsheet. The sheet comes with columns for the thread and message id, sender, recipients, subject, dates, a PDF copy of the email, the attachments and the email text.

Yes. In the wizard, pick Collect and parse invoices. cloudHQ looks for the invoice emails and places them in a spreadsheet named Spreadsheet with invoices. Along with the normal email columns, the sheet gives you Invoice ID, Amount, Due Date, the company name, domain and address, the email type, and the type and name of the product or service. cloudHQ also makes the Gmail label Invoices (created by cloudHQ) and stores the invoice files in a Google Drive folder named Invoices, with a separate folder for each year. The job doesn’t stop, so invoices that arrive later get added too. If you need receipts as well, pick Collect and parse invoices and receipts.

In the wizard options, click Add or edit parsing rules. That opens the editor on the Parsing Rules tab. You can highlight the text you want in a sample email and the editor builds a rule for you, or you can pick a rule type on your own. The rule types cover text after or before something in a line, text between two lines, a line at a given line number, several lines after or before a line, and lines that match a text. In the video, the example uses the rule that returns the text between two lines, so only a few lines of a message come through.