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Automating Your Workflow: Extracting Email Content with Zapier

Published on Feb 28th, 2024

Unlocking productivity and streamlining operations are crucial in the fast-paced digital environment. Tools like Zapier are instrumental in achieving these goals by creating automated workflows that connect your favorite apps and services without the need for coding expertise. One common task that can be automated using Zapier is extracting content from incoming emails, which can then be used to trigger actions in other applications. In this article, we’ll walk you through the steps to pull content from emails using Zapier, increasing your efficiency and saving you valuable time.

Firstly, make sure you have a Zapier account. If not, you can quickly sign up for one at Once you’re logged in, here’s how to set up a Zap (an automated workflow) to extract email content:

  1. Choose Your Email App: Zapier supports most email services like Gmail, Outlook, and IMAP by Zoho Mail. Select the email service you use from the Zapier’s list of apps.

  2. Set Up Trigger: Define the trigger that will start your Zap. For instance, it could be set to activate when you receive an email with a specific label or in a specific folder.

  3. Specify Trigger Details: You'll need to provide details specific to your trigger, such as the label or folder name you're monitoring and any search criteria for filtering emails.

  1. Test the Trigger: Zapier will prompt you to test the trigger to ensure it’s working correctly. This step is essential to confirm that Zapier can access and identify the right emails.

  2. Customize Email Parsing: Here’s where you extract the content. Zapier offers built-in tools like 'Email Parser by Zapier', which allow you to pinpoint specific pieces of data in the emails you receive. This parser requires you to set up a template by highlighting bits of text that will be consistently structured.

  3. Set Up Action Step: Decide what to do with the extracted data. You can create an action step to add it to a Google Sheet, create a new CRM record, or any other action that supports your workflow.

  1. Test Your Zap: Before fully enabling it, test the complete zap to ensure the trigger and action steps work harmoniously and that the extracted data is accurate.

  2. Turn on Your Zap: Once everything is tested and working smoothly, activate your Zap. It will run automatically in the background, extracting content from incoming emails as defined.

By following these steps, you're well on your way to creating a hands-off method for managing your email content and integrating with other tools. Automating such a recurring task frees your attention for more complex and rewarding work.

Remember to monitor your Zaps periodically to ensure they continue to work with any updates to your email platform or changes in email formatting. And there you have it – a streamlined process for pulling content from emails using Zapier, tailored for busy professionals seeking productivity solutions.

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