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What is An Email Extractor?

Virtually all businesses rely on email for their everyday functions, whether a brick-and-mortar store or a purely online company. Incoming emails are constantly generated from marketing campaigns, customer inquiries, orders, invoices, and so much more. 

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These emails often contain crucial data that can boost business growth, especially in lead generation. An email extractor tool is a great way to capture leads from emails. 

Read this guide to learn what an email extractor is, how to use it and how it can significantly improve your business functions. 

What Does Email Extraction Software Do? 

An email extractor is a software application that extracts email addresses and other related text data from emails and file attachments such as pdfs & CSV files.

The scraping tool typically harvests emails from search engines, websites, social media pages, email clients (Gmail, Hotmail, Microsoft Outlook, etc.), and from the local files and folders on your computer. Email extractor tools are known for their simplicity and high speed. With a quick, user-friendly setup process, you can extract thousands of email addresses within minutes. 

Email extractor tools can generate different file formats, depending on what best suits your needs. For example, you can link the email extractor to your inbox to create a bulk contact list. You can also save the data as a text file and connect it to your CRM software for your email marketing strategy. 

The email extractor tool verifies the emails and eliminates duplicates so that your bulk emails have a higher delivery and open rate. When you do the proper setup, you can get around the built-in spam filters in almost every email client available today with these additional checks. 


What Is An Email Extractor Used For? 

The most common use of an email extractor is for lead generation. An email extractor tool can save time and resources that a business spends in searching for online leads. 

Suppose your business receives dozens or even hundreds of emails every day from customer inquiries and online sales. In that case, an email extractor can automatically scan and organize crucial data from these emails. 

For example, you can build customer profiles from the extracted emails using information such as each customer’s name, address, phone number, links, or attachments. At the same time, all incoming emails from marketing campaigns are automatically organized through an email extractor. 

Instead of spending hours manually searching through your inbox or offline files for contact information, you can use the extractor tool’s search box to bring up exactly what you need. 

An email extractor tool can also create and send out bulk emails to capture potential customers for your business. You can link the extracted data to your Gmail mailbox, where you can automate bulk emails for your marketing campaign in just a few steps. 

Will An Email Extractor Help My Business? 

An email extractor works for all kinds of businesses regardless of their size or industry. Since lead generation links to bottom-line growth, email extractor tools are becoming an integral part of the marketing process. 

Email Extraction Examples

Here are some real-world use cases to give you an idea of the diverse uses of an email extractor for business. 

1. Online Order Confirmations & Invoices

If you sell products on platforms such as Amazon, eBay, Shopify, or Etsy, your online store will require a payment processor like PayPal, Stripe, or other providers. Each transaction made on an online e-commerce site automatically sends emails to both the buyer and the merchant. 

A business can extract the incoming data from these emails to target these customers with promotions, discounts, and other incentives to boost their marketing efforts. 

Thank you note
Thank you note

2. Online Booking & Appointment Requests

Customers use online platforms to book flights, hotels, rental cars, restaurants, doctor’s appointments, even tickets to games and concerts. Each booking generates an email to the business for confirmation and payment processing. This also contains crucial customer data, which is helpful for future marketing campaigns. 

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3. Website Contact Forms 

It is best practice for every website to have a contact form to capture customer inquiries. If a potential customer cannot find answers on the website’s frequently asked questions (FAQ) page, the next step is to send an inquiry with their specific question through the company’s contact form. 

Each probe generates an email with the customer information, which helps the business to take further action. This could be scheduling a follow-up call or meeting or supplying additional documents to answer customer questions. 

4. Automated Business Tracking Reports 

Companies monitor their performance through platforms like Google Analytics or Hootsuite, automatically generating reports and notifications. These emails may contain PDF documents or excel spreadsheets that managers need to analyze as soon as they arrive. 

An email extractor can capture links, attachments, and message body text to deliver helpful information right to your email inbox. 

5. Online Listing Management

All businesses need to post online classified ads at some point, from new real estate listings to vehicle dealership inventory, recruitment advertisements, and bespoke services. 

Classified sites usually require customers to register before responding to listings, which means that the customer’s name, location, email address, phone number, the bid amount will be available to the seller. These details come together thanks to an email extractor for better data management. 

Automate Your Business Process with Email Extraction

The list of examples is only increasing as businesses continue to automate their processes. In many cases, the content of these auto-generated emails is manually copied into third-party systems such as CRMs or even order management systems. These simple tasks can be enormously time-consuming. Email extractor software such as Parserr can, however, be used to extract the information from these auto-generated emails automatically and thus automate the process entirely.

Keep in mind that one business can have all the above activities co-occurring. For example, a restaurant may use an online booking system, receive notifications from Google Alerts, and post job advertisements for new staff. Imagine the number of emails coming into that one business every day, and it’s time to do manual data extraction for customer details. 

An email extractor tool automatically gathers these email addresses in a ready-to-use format such as an Excel file, CSV file, plain text file, or PDF. You can also use an email scraping tool to capture emails for lead generation, delete duplicate emails and keep only the valid emails on your contact list. 

How Does an Email Extractor Work?

In order to explain how an email extractor works, one needs to determine the source of the content you wish to extract your emails from. Let’s examine this a little further.

Email Extractors for Online Content

Most email extractor software that you would find through a simple Google search is related to scraping an email address from a website URL or another online source. Examples of these types of software can be seen below in the section on “examples of email extractors.”

Pro software, a desktop-based app, allows users to input a search keyword into the interface. The application will then search all search results pages related to this keyword, as determined by Google, and extract all the email addresses on these pages. Alternatively, users can supply a list of relevant websites or provide a WHOIS query to parse and extract the email addresses from these sites. Other email extractor applications are similar in nature.

Why Choose Parserr’s Online Email Extracting Software?

Parserr’s email extracting software differs in that we will allow users to extract data from email content and are web-based. Below is a simple illustration of how an email extractor, or what is also called an email parser, works:

Setup & Forward Emails to an Inbox to be Extracted

As you can see, Parserr allows a user to set up their email inbox, where the relevant emails for extraction are then forwarded. Then within the parser, one sets up “rules,” which instruct the email extractor how to extract the relevant data. In the example above, the incoming web inquiry is forwarded to Parserr. Then the “rules” will find and extract the first name, last name, email address, and mobile fields from the email and can then be made available to third-party applications such as CRMs. This is a common utility for real estate agents who extract their incoming real estate portal leads into their email databases to be able to keep in contact with all the relevant leads they have had for a particular home for sale or rent. However, it also extends to applications such as delivery orders or extracting incoming invoices.

Email Extractors for Offline Content

Emails can also be extracted from content such as documents or even images being sent via email. This is particularly relevant for automated emails sent with attachments in CSV file or Excel formats, which contain report or logging data, for instance, and are generated regularly for input into another 3rd party system for aggregation. An excellent example of this may be several retail outlets that compile a list of sales over a period of time and need to report their sales to head office.

A regular report may be sent in via email, which may look a little like:

Using an email extractor to extract the relevant rows from the Excel file, these line items may be grouped into one Excel (or Google Sheet) document like this:

Do you have any examples of email extractors tools?

There are many email extractor software tools available for various uses. We have attempted to group these below:

Email Scraping/Extracting (online web applications)

Email Scraping/Extracting (desktop applications)

How Much Does An Email Extractor Cost?

Email extractors can vary in cost from business to business. Depending on what features and integrations are available will also impact the overall monthly price.

Our email extracting software integrates with many of the top CRMs and databases. Our tool integrates with hundreds of other third-party applications, and we offer some of the best customer support in the industry.

At Parserr, we keep things affordable for companies of all sizes, and offer a variety of pricing tiers depending on your needs. However, we do have a free option for businesses receiving 15 emails a month or less; the free account has all the features of our paid plans and is a good option to see if our email parsing tool is right for you.

Which is the Best Email Extractor?

One of the best email extractors for offline and online content is Parserr. It is an excellent tool that allows you to parse email data by creating your inbox with various rules for different email types & attachments.

Parserr also integrates with Zapier, allowing you to integrate & share your valuable data to many different 3rd party applications.

Generate Quality Leads And Leverage Automation With Parserr

Whether you need to collect lead information for Sharepoint, Hubspot, Salesforce, Microsoft Flow, Dynamics CRM, or improve company automation by avoiding manual tasks, Parserr will help enhance productivity & efficiency!

To learn more about how Parserr’s email extractor can improve your business’s efficiency and productivity, set up a free account or contact us today.

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