Email to Excel

[Courtenay]

In this guide below, we'll show you how to fully automate the extraction of any information you receive on any email, and add it straight to an Excel document.

1. Signup for a free Parserr account

2. Once you have filled out your details, you should recieve an email which looks a litle like this:

3. Click on the confirmation link in the email and login with the details you provided previously. Once logged in you should be presented with the setup screen. Click the "Great. Lets get started" button

4. The next screen will provide you with your incoming email address. This address is where you will forward all your incoming inquiries that you wish to extract to Dynamics Crm. Go ahead and copy the email address provided. Then make sure to forward a valid inquiry or email you wish to extract and make a note of your unique Parserr inbox (eg. BSB8GEBA@mgparserr.com) as shown below

5. Once you have forwarded the email to the assigned email address (ending in mg.parserr.com), Parserr will detect the email and then ask you a few onboarding questions. These need to filled out properly for the easiest user experience. In our case we would like to extract our customer information from the body of the email:

 

6. Choose "Microsoft Flow"

7. Next choose "Microsoft Excel"

8. Depending on your email, Parserr may be able to automatically set your rules up automatically. In the case below, Parserr has detected that there are some parts of the body that may be able to be auto-extracted. If you don't see this screen, not too worry, parsing rules are very simple to setup. Choose the rules you want to setup. If you arent sure if you want the rule, simply create it anyway. You can always delete it later. Click the "Yes, create the rules I have checked above" button.

9. Next, you will have the option to create further rules, or if you have no rules yet, an option to create a rules. Creating rules is really easy once you get the hang of it. The idea is to "chain" a number of steps together to extract the content you need. For instance in my rule for "First Name" above, the following steps happened:

a) Step 1: Get row containing text "First Name": This gets me the row in the body of the email that contains that phrase, First Name

b) Step 2: Search & replace: So simply remove the part, "First Name" so i can end up with the value that I need:

If you're confused about creating rules, watch this quick video here on exactly how to create a rule. Remember its about finding the content you need for each rule:

or try this one here:

10. Once you have your rules sorted, go have a look at your parsing results. You do this by clicking on "incoming emails" in the left navigation and click the small arrow icon to open your first email:

11. Now its time to jump into Microsoft Flow and connect Parserr to Excel! Choose to create a new Flow and choose the Parserr connector and the trigger "Parserr - When an email is received". 

12. Next you will be prompted to add your username and password for parserr. Please use the same username and password as would when you login to Parserr.

13. If you are connected properly to Parserr, you will see your parserr email address appear in the trigger step. If you don't see a value, go back a step and try and reset your connection to Parserr:

14. Click "New step" and then click "Add an action" as shown below:

15. Choose Excel and "Insert row" as your action.

16. Choose the location of your Excel document. For this example, we will connect to an Excel document in OneDrive. Although this document could live anywhere.

17. Once you've correctly authenticated to OneDrive (or to the location of your Excel doc), you should see a familiar layout:

18. Choose the Excel file you would like to insert your rows into. If you haven't created a file already, make sure you create one and insert a table into the excel file in the location of where you would like the parsed data to go. NB The file needs to be closed (not open in any tab or on your desktop anywhere when the flow runs MS Flow needs sole access to the file when executing)

19. An extract of our Excel file before we start the Flow. Make sure it is closed when you are finished inserting the table

20. Choose the name of your table within the Excel document. The right panel shows dynamic content which originate from the rules created within Parserr. These rules represent the extracted content for each of your incoming emails. In the example below we have the option of using a number of different fields (eg "first name", "last name" etc) from the incoming email in your Excel doc.

21. Save your Flow by clicking the "Save Flow" button.

22. Test your Flow by sending an email to Parserr. You should see a run complete in Microsoft Flow on your dashboard: 

23 Click on the Icon of your flow to see the completed runs:

Parserr has a free account which allows you to test this integration up to 15 times per month. The steps above only need to be setup once, however the amount of time saved on data input alone is definitely worth the effort.

[Anonymous]

This is exactly what I'm looking for, thanks. But, I need this on an enterprise level. Do you know of any other email parsing service that is available? Or, can I somehow leverage Outlook's search function? 

[Courtenay]

Im unsure what you mean by "on an enterprise level". Parserr supports multiple enteprise environments? Feel free to reach out to me on support at parserr.com