Export Emails to Sheets by cloudHQ can parse and convert data from your email messages and upload them into your Google Spreadsheet – in real-time. For example, you can set up a job that will parse and extract all FedEx tracking notifications, PayPal notifications, invoices and automatically upload them into your Google Spreadsheet.

Parsing of email messages and extracting data from them is done by an email parser. An email parser is a type of software application used for data extraction from email messages.
The email parser uses “parsing rules” to extract data from email messages. Parsing rules are instructions that tell our email parser engine how to find and how to extract data from email messages.

Here are some example of parsing rules:

• extract data after text “Total:”
• extract phone number line with text “Phone number:”
• extract data after text “Tracking number:”

When creating and defining parsing rules it is important that all email messages have similar format. The easiest way to ensure that is to run Export Emails to Sheets wizard and to select only emails from same sender and with similar subject.

Here are step-by-step instructions and best practices on how to do that.

Setup via Export Emails to Sheets wizard

1. Start Export Emails to Sheets wizard by going here
2. Select option Extract information from the body of your email messages
3. In section Find emails to extract information from enter the sender email address and subject.

   For example to capture Paypal receipts enter the following:

   • all emails from service@intl.paypal.com
   • all emails with subject Receipt For your

   

   It is very important that you specific so that our parser needs to parse only emails which similar body format.

   In short:

   Be specific. Specify both sender and subject
4. Click on Yes, continue >>
5. Click on Add or Edit Parsing Rules to add or edit parsing rules.
6. Start the export job

Setup via Gmail search

Step 1: Create a Gmail label and filter with all emails you want to parse

1. Create a Gmail label. For example, create a Gmail label called FedEx Tracking Notification, PayPal receipts, etc.
2. Create a Gmail filter which will capture only emails you want to parse. Is very important that you do not include forwards, replies, messages from different sender, etc.
   For example to capture FedEx labeling email create filter like this:

   subject:(Confirmation from FedEx Email/Online Label) from:(emaillabel@fedex.com)
   

   Or, for example, to capture PayPal payment notifications create the filter like this:

   subject:(Notification of payment received) from:(paypal.com)
   

   It is very important that your Gmail filter is specific and it does not include forward, replies, random email which happen to have something similar in the message body, etc. For example, the Gmail filter without sender and subject (like “PayPal”, “FedEx” etc.) will capture way too many email messages.

   In short:

   Be specific. Specify both sender via from:(sender_email) and subject via subject:(subject)
3. Apply the above filter to all existing messages and that all new email messages are automatically added to the the label you created in the first step.
   

Step 2: Set up export job for the label FedEx tracking notifications

1. Start Export Emails to Sheets wizard by going here
2. Select option Extract information from the body of your email messages
3. Select the Gmail label you have created in the previous steps
4. Click on Add or Edit Parsing Rules to add or edit parsing rules.
5. Start the export job

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