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Email is the predominant mode of formal communication in the business world. Emails often contain information that are essential for the day-to-day operations of a business.

It is therefore of strategic importance for any company to mine valuable information from incoming emails.  

Manually sorting and extracting data from incoming emails can be extremely time consuming and often error prone – and hard to scale.

Email extractors can help in automating such data extraction workflows from emails.   The data thus extracted may be stored for archival or integrated into business applications.

This article presents the basics of email extractors and their importance in improving business workflows.

Automate your email extraction workflows with Nanonets. Parse emails, attachments, documents, websites and more.

What does an email extractor do?

An email extractor is a scraping tool that mines emails and content from online sources such as websites, social media, email clients, and search engines.  

It can also search within files and folders in computers and network systems to extract email addresses. It extracts not only email IDs but also related text data, including name, subject matter, etc.

The data extracted by such tools can be consolidated into multiple formats. For example, the data may be extracted as CSV files to be input into CRM software for customer management.

Email extractors may be online web applications like Google Chrome Extension,  Lite 1.4, and browser-based applications like this and this. They may also be stand-alone desktop apps such as Email Extractor Pro and Email Extractor App for Microsoft Outlook. Intelligent OCR tools such as Nanonets can also be used to efficiently extract data from emails.

What are email extractors used for?

When the inflow of emails is constant and heavy, email extractors can automatically scan the inbox and extract data periodically.  This eliminates the need for human intervention

The information is extracted in a semi-structured format, which means that it can be easily sorted and searched.  Many email extractor tools also come with built-in search functionality so that data can be retrieved effortlessly.

Email extractors can also be used to create and dispatch bulk emails to potential customers.  The email data extracted from various sources can be linked to an email account for bulk marketing campaigns. It’s not surprising that email extractors are becoming an essential component of digital marketing & sales.

Use cases for email extractors

The primary use of email extractors is in marketing and sales. Email extractors can extract data from emails in the following ways:

Lead generation

An email extractor helps with lead generation, checking for duplicate data, and validating contacts scraped from various sources.  


Email extractors can parse incoming emails for attached invoices and receipts. The parsed data can then be automatically updated on accounting software.

E-commerce order management

Once a purchase is made online, the online store or the e-commerce site is required to send automated emails to the buyer and the seller.  

The extraction of data from these emails can help the merchant target the customer with further advertising materials, promotions, discounts, etc., to boost repeat purchases.  

Web contact forms

Many websites have web forms for customers to contact the business or leave some feedback.

Data from these forms are often sent to intenral teams as an email. Email extractors could read, organise and extract valuable data from all such internal web contact form emails.  

The email extractor can also extract the contact information of the people who filled out the forms for later marketing activities.

Performance tracking reports

Companies use online tools like Google Analytics, blog-stats monitor, etc., to check for footfall on the website, sales performance, etc.  These sites generate performance reports shared via email.

Email extractors can extract useful data from these reports or even send the data to business intelligence tools for further processing.

Food delivery emails

Since there is no public food delivery API, you can build a custom food delivery API by extracting data from food delivery emails.

Automate your email extraction workflows with Nanonets. Parse emails, attachments, documents, websites and more.

Why choose Nanonets for email data extraction?

Nanonets is an AI-based OCR software that automates all kinds of data transformation workflows.

Nanonets can recognise and extract data from emails, email attachments, PDFs, images, documents, spreadsheets, and other kinds of data sources.

It can then convert the data into any semi-structured or structured format that can be integrated into CRMs like Salesforce, ERPs or any other business application.

Follow these steps to automatically extract relevant data from your emails and send it anywhere you like:

Create an account

Sign up to get started with Nanonets.

Build a custom email extractor

Upload a few sample email screenshots or PDFs. Mark the email data or fields that you want to extract , and train your email parser. The AI will learn to identify similar data based on the examples you show - the more the better.

Define the source(s)

If your contact details are primarily found in inbound emails, set up a Nanonets receiving address and auto-forward all relevant emails to that email id.

You can also set up an automatic import of files from cloud storage, databases, websites or connect to other sources via API.

Set up the import workflow

Create the entire workflow by connecting the source to the custom email extractor you just trained.

You can also define parsing rules to transform/process the extracted data into appropriate output formats.

Finally define the destination that you would like to export the refined data into. You can export the data directly into CRMs, ERPs, external databases or connect via Nanonets’ API.

Nanonets can also be connected with any app of your choice via Zapier.

Take away

Email extractors can be used to improve process across business functions. They help safe time and money that would otherwise be spent in ineffective manual processes.

Automated email extractors such as Nanonets can help enhance the productivity and efficiency of email extraction workflows.