Email Parsing Software to Extract Email Data to Excel, CSV and JSON
Turn a stream of email into structured rows your team can use, with no code and no rules to babysit
MailParse is email parsing software that connects to your mailbox and extracts the exact fields you name out of every message and attachment. Link Gmail, Outlook, Microsoft 365, or IMAP, or forward a sample, describe the values you want such as order_number, invoice_total, or ship_date, and get back clean Excel, CSV, or JSON. It reads the body, repeating HTML tables, and the contents of PDF, CSV, and spreadsheet attachments, so the data lands in columns rather than a copy-and-paste queue.
Last updated July 2026
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Email parsing software reads incoming email and pulls the values you care about, such as an order number, invoice total, or tracking code, into structured fields instead of leaving them as text you retype. MailParse is email parsing software that connects to Gmail, Outlook, Microsoft 365, or IMAP, reads the body, HTML tables, and PDF or CSV attachments, and exports clean Excel, CSV, or JSON. You name the fields once and every matching email is parsed the same way, with no code and no rules to maintain.
- No code
- Name fields, skip scripts and regex
- Excel / CSV / JSON
- Structured output, not a text dump
- Attachments
- Reads PDF, CSV & spreadsheet files
- API + webhooks
- Automate hands-off on the Pro plan
Email parsing software sits between your inbox and the tools where you actually use data. It reads each message, finds the values you told it to look for, and outputs them as clean fields, so an order confirmation becomes a row with the order number, total, and ship date in their own columns instead of a paragraph you copy by hand. The category covers a wide range: simple rule builders where you draw a box around a value, developer libraries you script yourself, and no-code tools that read varied layouts without a rule per sender.
MailParse is the no-code end of that range. You connect a Gmail, Outlook, Microsoft 365, or IMAP mailbox once, or forward a sample email, then name the fields you want on a short form. From then on every matching email is parsed the same way, including data inside PDF, CSV, and spreadsheet attachments and inside HTML tables, and you download a formatted Excel or CSV file or take structured JSON from the API and webhooks. This page explains what email parsing software does, the main approaches and where each fits, and how to pick a tool that holds up when senders change their layout.
What email parsing software should do
The capabilities that separate software you set up once from a script you keep repairing.
Extract named fields, not whole messages
Good email parsing software pulls the specific values you name into their own columns. MailParse breaks out the order number, invoice total, or tracking code, so the output is ready to sort, filter, and import rather than a block of body text in one cell.
Read attachment contents
A lot of the real data arrives inside a PDF invoice or a CSV export. MailParse reads fields straight out of PDF, CSV, and spreadsheet attachments in the same parse, so attachment values land next to the body values in one clean file.
Handle varied layouts without a rule per sender
Rule and regex tools break when a vendor moves a line. Because you name the field rather than pin it to a position, MailParse reads the same value across many email formats and holds up when a sender changes their template.
Parse HTML tables and repeating rows
Order confirmations, statements, and reports often carry the data in an HTML table. MailParse turns those tables and repeating line items into separate rows instead of flattening them into a single cell.
Connect the mailbox you already use
Link Gmail, Outlook, Microsoft 365, or any IMAP inbox, or forward messages to a dedicated parsing address. New mail is parsed automatically, and you can run a backlog of older email in one pass.
Export or automate the output
Download a formatted Excel or CSV file for a one-off job, or take JSON from the REST API and webhooks so your own code, a database, or a no-code tool like Zapier or Make stays current as new email arrives.
How email parsing software works, in four steps
From a connected inbox to structured data, with no code in between.
Connect a mailbox or forward a message
Link Gmail, Outlook, Microsoft 365, or IMAP, or forward a sample email to a dedicated MailParse address to set up the fields.
Name the fields you want
List the values you would otherwise retype, such as sender, date, order number, total, or tracking code, including anything inside PDF and spreadsheet attachments.
Pick an output format
Choose a formatted Excel file, a CSV, or JSON. Excel and CSV suit review and import; JSON through the API and webhooks feeds a CRM, database, or automation.
Reuse it automatically
Every matching email is parsed the same way from then on. Adjust the fields anytime on the form, with no script to redeploy or rule to rebuild.
Who uses email parsing software
Teams that receive the same kind of email over and over and need the data, not the message.
Operations & e-commerce
Turn order and shipping confirmations into rows with the order number, status, and tracking code in their own columns, ready for a reconciliation or fulfillment sheet.
Accounting & bookkeeping
Lift totals, dates, and invoice numbers out of invoices and receipts that arrive by email, including PDF attachments, so month-end review starts from clean data.
Sales & lead intake
Capture the name, email, company, and message from web form notifications and quote requests into a pipeline your team can sort and follow up on.
Developers & data teams
Skip building and maintaining a parsing service. Post an email or file to the API and get structured JSON back in milliseconds, or have a webhook push each parsed message to your endpoint.
The three approaches to parsing email
No-code parser (MailParse)
Name the fields on a form and the software reads them across varied layouts and attachments. Fastest to set up and easiest to keep running, with no code or rules to own.
Rule or regex builder
Draw a box or write a pattern for each value. Predictable for one steady format, but you add and repair a rule every time a sender changes their layout or a new format appears.
Developer library or script
Write and host your own parser with a mail library. Maximum control, but you own the code, the server, the attachment handling, and every future fix.
What to weigh
Match the tool to your volume and how often formats change. High volume or many senders favors a no-code parser that reads named fields; a single fixed format can live on a rule or a script.
Email parsing software approaches, compared
The right approach depends on how many email formats you handle and how much code you want to own. Here is an honest side by side, with credit to each where it wins. To weigh specific products, see the best email parser buyer guide; for hands-off automation, the email parser API and webhooks.
| What matters | MailParse (no-code) | Rule / regex builder | DIY library or script |
|---|---|---|---|
| Setup and skills needed | Name the fields on a form, no code | Draw a box or write a pattern per field | Write and host code with a mail library |
| Extracts named fields | Yes, each value gets its own column | Yes, one rule per value you define | Yes, if you code the parsing for each format |
| Reads attachment data (PDF, CSV) | Yes, reads inside PDF, CSV, and spreadsheet files | Usually body only, attachments are extra work | Only if you build and maintain an attachment parser |
| Holds up when senders change layout | Reads named fields across varied layouts | A position or pattern rule breaks and needs a fix | Breaks until you update the code |
| Output | Excel, CSV, and JSON, plus API and webhooks | CSV or a connector, varies by tool | Whatever you build |
| Best for | Varied email and attachments, high volume, no upkeep | One steady format you rarely change | Developers who want full control and own the upkeep |
Rule builders and DIY libraries vary widely and change over time, so confirm current behavior before you commit. Capabilities described as of July 2026. No pricing is implied here.
Frequently asked questions
What is email parsing software?
Email parsing software reads incoming email and extracts specific values, such as an order number, total, or date, into structured fields instead of leaving them as text. It sits between your inbox and the tools where you use data, turning a message into a row with each value in its own column. MailParse does this without code: connect a mailbox, name the fields, and export Excel, CSV, or JSON.
How does email parsing software work?
You connect a mailbox or forward a sample email, then tell the software which fields to capture. From then on it reads each matching message, finds those values in the body, HTML tables, and attachments, and outputs them as clean fields. With MailParse there is no script to write: you name the fields on a form and every matching email is parsed the same way automatically.
What is the best email parsing software?
The best email parsing software for most teams reads named fields without code, handles attachment contents, and holds up when senders change their layout. Rule builders suit a single fixed format, and a DIY library suits developers who want full control. MailParse fits teams that want structured Excel, CSV, or JSON from varied email and attachments without owning code or rules. The best email parser guide compares the field in detail.
Does email parsing software read PDF and CSV attachments?
The better tools do, though many stop at the email body. MailParse reads fields directly out of PDF, CSV, and spreadsheet attachments in the same parse, so the values inside an invoice PDF or a CSV export land in the same output rows as the body data. That matters because a lot of business email keeps the real detail in the attachment.
Can email parsing software run automatically?
Yes. Once you have named your fields, MailParse parses new email as it arrives and can push structured JSON through the API and webhooks, so a CRM, database, or a no-code tool like Zapier or Make stays current with no manual export. For occasional jobs you can also connect a mailbox, run a backlog, and download a single Excel or CSV file.
Is email parsing software better than a Python script?
A script gives you full control and can be free to run, which fits developers with a single steady format. But you own the code, the server, the attachment handling, and every fix when a sender changes their layout. Email parsing software like MailParse trades that upkeep for a form: you name fields, it reads varied layouts and attachments, and there is nothing to redeploy.
What email formats and mailboxes does MailParse support?
MailParse connects to Gmail, Outlook, Microsoft 365, and any IMAP mailbox, and it also accepts forwarded messages and uploaded .eml or .msg files. It reads the message body, repeating HTML tables, and the contents of PDF, CSV, and spreadsheet attachments, then outputs Excel, CSV, or JSON so the data fits the tool your team already uses.
Try the email parsing software free
Connect a mailbox or paste an email and watch the fields you name, including data from tables and attachments, land in a clean spreadsheet ready to use.