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 1,000 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 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 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 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 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

Why export emails to spreadsheets?

  • 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.

Where can I find the pricing information for exporting emails to spreadsheets?

You can access pricing information for the Export Emails to Sheets application on our website at https://www.emails-to-sheets.com/pricing. We provide various subscription options to suit different needs, including a complimentary Basic plan and multiple Premium plans that offer enhanced features and capabilities.

Do you have any YouTube videos that demonstrate the product in action?

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

Can I create one PDF file from all emails in the Spreadsheet?

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.

Where are my PDFs with emails stored?

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.

Does cloudHQ store my emails on its servers?

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.

Can I automate the process of parsing emails continuously?

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.

How does email parsing work?

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.

Does email parsing work like web scraping?

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.

Where can I find the wizard in cloudHQ to export emails to sheets?

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.

What's the difference between the Free (trial) and Premium (paid) Plan?

The Free trial gives you access to all the features of the Premium Plus plan but limits you to 20 emails. This lets you try out everything Export Emails to Sheets offers for free, without having to give your credit card details. If you like it, you can move up to Premium Backup, Premium Starter, or Premium Plus. See pricing here: https://www.cloudhq.net/pricing?product_what=gmail_sheets

Is there a way to turn JSON files from an email attachment into a spreadsheet?

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:

I'm getting duplicate rows for each email. How can I stop that?

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.