Best way to extract email data to excel or Google Sheets, easy guide!

Parserr is a powerful automation tool designed to extract data from emails and attachments—such as PDFs—and send it directly to Excel, Google Sheets, or other integrated systems. Instead of spending valuable time manually copying and pasting information, Parserr allows you to automatically extract key details like web form submissions, lead requests, customer inquiries, invoice details, and more. 

By automating this process, you can eliminate human errors, streamline workflows, and improve efficiency in handling data. 

Step 1 - Creating Your Parserr Account 

To begin using Parserr, you need to create an account. Every new account comes with a 15-day free trial, allowing you to explore all features before committing to a subscription. 

For hands-on guidance, you can request an onboarding session where our team will help you configure your account, set up rules, and automate your workflow. Alternatively, Parserr’s YouTube channel and Support Center offer a wealth of tutorials and guides. 

Step 2 - Understanding Email Body Content Before Creating Rules 

Before setting up extraction rules, take a moment to analyze the structure of the emails you’ll be processing. Understanding how the data appears in the email body will help you configure rules more effectively. 

Key Considerations: 

• Are the data fields structured consistently? (e.g., “Name: John Doe” or “Email: johndoe@example.com”) 

• Are tables included within the email body? 

• Are the required details always found within specific sections of the email? 

By recognizing these patterns, you’ll be able to create more precise and reliable data extraction rules. 

Step 3 - Sending a Test Email to Your Parserr Inbox 

After setting up your Parserr inbox, you must send a test email to see how Parserr captures and processes the data. 

Options for Sending a Test Email: 

1. Manually Forward an Email with structured data to your unique Parserr email address. 

2. Set Up Auto-Forwarding in Gmail or Outlook to ensure relevant emails automatically arrive in your Parserr inbox. 

To complete the forwarding setup, go to Inbox Settings inside Parserr, where you’ll find a special confirmation link. Click this link to authenticate the forwarding process with Gmail or Outlook. Once confirmed, incoming emails will automatically flow into your Parserr inbox. 

Step 4 - Setting Up Parsing Rules to Extract Data 

Now that Parserr is receiving emails, it’s time to define rules that extract the exact data you need. 

Types of Rules in Parserr: 

• Search & Replace – Remove unwanted text or labels. 

• Find Specific Content – Extract key information such as names, emails, and order numbers. 

• Regex Matching – Use advanced pattern recognition for complex data extraction. 

• AI Parser – Use AI-powered extraction for unstructured data. 

• String & Date Functions – Format text and date values. 

Most parsing jobs involve multiple rule steps to clean and refine the data. For example: 

1. Find Specific Content rule to locate the lead's email address. 

2. Search & Replace rule to remove unnecessary text. 

3. String Function rule to clean up any extra spaces. 

If you need assistance, our support team is available to help configure your rules to match your needs. 

 

Step 5 - Exporting Extracted Data to Excel or Google Sheets 

After Parserr extracts the necessary data, the next step is to export it to your desired location. 

Option 1: Export to Excel via Power Automate 

If you use Excel, you can integrate Parserr with Microsoft Power Automate to automate data transfer: 

1. Go to Integrations in Parserr. 

2. Select Power Automate and connect your Microsoft account. 

3. Create a Power Automate Flow to send Parserr’s extracted data to an Excel file stored in OneDrive or SharePoint. 

4. Once configured, every time Parserr processes a new email, the extracted data will be added as a new row in your Excel file. 

Option 2: Export Directly to Google Sheets 

For Google Sheets users, Parserr provides a direct integration: 

1. Navigate to Integrations in Parserr. 

2. Select Google Sheets and connect your Google account. 

3. Choose the desired Google Sheet and map the extracted fields to their respective columns. 

4. Parserr will now automatically populate the Google Sheet whenever a new email is processed. 

 

Step 6 - Testing and Optimizing Your Setup 

Before fully automating your workflow, conduct a test run: 

1. Send a sample email to your Parserr inbox. 

2. Review the extracted data in Parserr to ensure it’s capturing the correct fields. 

3. Check your Excel file or Google Sheet to verify that the data appears in the right format. 

4. Refine your parsing rules as needed to improve accuracy. 

5. Enable auto-forwarding in your email provider for seamless data extraction. 

 

Bonus: Advanced Features in Parserr 

For users dealing with complex data extraction scenarios, Parserr offers advanced tools: 

• Regular Expressions (Regex) – Extract structured data like invoice numbers and tracking codes. 

• Multi-Step Parsing – Apply multiple rule layers to clean and transform data. 

• Keyword-Based Filtering – Extract data only when specific keywords (e.g., "Order Total") are present. 

With these advanced features, you can fine-tune your extraction process and handle even the most intricate email formats.