Phone numbers are among the most crucial data that businesses collect routinely. They need phone numbers to communicate with customers, conduct marketing campaigns, verify customer identity, and so much more. So it can be handy — or even necessary — to use a software tool to extract phone numbers from sources such as emails.
There are many tools available online, but are they as good as Mailparser? Well, probably not. Our phone number extractor can find, extract, and transfer data from emails automatically without needing to write code. You can even format your data into international, national, and E.164 formats. In this blog post, we’ll show you step by step how to use Mailparser to extract phone numbers within minutes.
Automatically Extract Phone Numbers
Automate your data entry processes and streamline your workflows.
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What Is a Phone Number Extractor?
A phone number extractor is a type of data parser that extracts phone numbers from text, documents, and web pages. After extraction, it sends the phone numbers to your application of choice. From there, you can filter out the phone numbers you want and swiftly proceed with your daily tasks.
Mailparser is a leading email parser that can act as your trusted phone number extractor. Not only can Mailparser automatically pull phone numbers (and other data) from your emails, but it can also send them to your business system with little to no input on your end. Now, with a tool like Mailparser you can:
- Reduce manual work and save time
- Automate the entire workflow of moving phone numbers to a database
- Focus on more fruitful tasks like order processing, customer service, marketing, etc.
Alright, so let’s find out how Mailparser works in the following section.
How to Extract Phone Numbers With Mailparser
1. Create a Mailparser account
The first step is to sign up for a free trial account. This takes less than a minute and doesn’t require credit card information.
2. Create your Mailparser inbox
Next, you will get a prompt that says ‘Create your first inbox’. Click on it and you will get a unique email address.
3. Send a sample email
Now, send a test email (or several) that contains the phone number(s) you need to your Mailparser address. The phone numbers can be present in the email subject, body, sender, recipient, or attachments (in formats such as DOC, DOCX, XLS, PDF, and TXT).
4 . Create parsing rules
Parsing rules are simple instructions that tell our algorithm what kind of data fields you want to pull from your emails. Typically you’ll create multiple parsing rules, one for each data field inside your email (e.g. customer name, phone number, tracking number, address, etc.).
To create parsing rules, you can either choose the Automatic Setup or create custom parsing rules from scratch.
Whether you want to extract one or many phone numbers from your emails, follow our steps below.
First, choose the data source. In our example below, we select the email body.
If there is only one phone number in the content of the email, then click on the button ‘Add Text Filter’, head down to ‘Find Entities’, and select the option ‘Find Phone Numbers’.
This filter will extract the phone numbers within the email body. If there are other phone numbers within the content you do not want to extract, then before applying this filter you may want to add in a start position and end position filter to isolate the area of the email where the required phone number is located. Once you apply the Find Phone Numbers filter, you will see a table returned with the phone number data.
You can use this filter to properly format phone numbers in the way you require before sending through integrations webhooks by selecting from the format options.
National Format is (XXX) XXX-XXXX
International Format is +X XXX-XXX-XXXX
And it’s as simple as that!
5. Send your data wherever you want
After extracting the phone numbers, it’s time to choose what you want to do with the data. You have a couple of options:
- Create a download link that will give you a file containing all parsed data.
- Add a webhook integration that will automatically send out the parsed data to another app each time Mailparser processes a new email for you.
Mailparser offers over 1,500+ integrations, including webhook integrations which allow you to send your parsed data to other web applications like Salesforce, Zoho CRM, Google Sheets, Zapier, Microsoft Power Automate, or your own custom scripts. New webhooks trigger each time new emails are parsed.
And that’s it! Within ten minutes you are ready to automate manual data entry and save valuable time.
Automatically Extract Phone Numbers
Automate your data entry processes and streamline your workflows.
Try it free. No credit card required.
Why Use an Email Parsing App Like Mailparser?
Email parsing apps extract information from emails into a structured and machine-readable format like plain text. So they work perfectly to extract phone numbers. But why should you use Mailparser instead of some other app? This is a fair question that we’d like to answer in this section. Here is why you’re going to love using Mailparser.
Easy to use
Our easy-to-use, intuitive software requires zero coding knowledge. All you have to do is create an account, set up your parsing rules for data output, and then you’re ready to begin your data automation party. If you’re not technically savvy, that’s okay; most of our clients aren’t. We have tutorial videos, a knowledge base, and blog articles to teach you how to use Mailparser. You don’t need to replace anything you currently use; Mailparser complements your current business tools. We like to say that we’re an AND solution, not an OR solution.
Automate the entire data entry workflow
While regular phone number extractors may seem convenient, you have to use them manually every time you need to extract a phone number. You will probably have to copy and paste the content or upload a file, and then copy and paste the extracted phone number into your database.
What’s far more efficient and convenient is using an email parser that automatically extracts phone numbers from incoming emails and then sends them to your database along with other data. Your phone numbers will land exactly where you need them to be, removing the need to go through the tedious routine of manual inputting every time.
Parse other types of data
Phone numbers are just one type of data that you can extract. From the same email, you can extract other important information like a person’s name, their email address, order details, etc. In fact, Mailparser is frequently used for:
- Automated data entry
- Contact inquiries
- Lead capturing
- Logistics and delivery
- Order fulfillment
- Attachment parsing
So beyond phone numbers, you can have multiple inboxes for different use cases, making Mailparser a comprehensive solution for all your data extraction needs.
Send data to your cloud apps and systems
Mailparser was built for the modern cloud stack. Once you set up your parsing rules, browse our cloud integration partners, and push your data to whatever application you want to use, CRM or otherwise.
Want to integrate with something that isn’t listed in our 1,500+ integration offerings? Just email us, and our developers will be in touch.
Alternatively, you can simply download your parsed data in XLS, CSV, JSON, or XML format.
If you need data extraction from documents that you receive files other than email, I suggest using our sister app, Docparser. Docparser is a document processing and workflow automation software. You can use it to automatically extract data trapped in documents and then send it where it belongs.
Your data is secure
Last but not least is our concern for data security and privacy. We understand that you need to process your business data with a secure tool, and as such we have measures in place to ensure data security — more details in our security statement. Additionally, we are GDPR compliant; feel free to read our privacy policy for further information.
Streamline These Workflows With Mailparser
Using Mailparser will help you streamline pretty much any workflow that involves inputting phone numbers (among other data) in a business system. Let’s examine four examples of workflows that benefit from automated data capture:
Organize leads
Without leads, you won’t have sales. It’s essential to track your leads and nurture them. Most businesses use CRM software like Salesforce to store customers’ information and grow and foster customer relationships.
Without a CRM or any management system, you’ll have difficulty keeping track of your leads. Email parsers can extract all lead information and transfer it neatly to your CRM, so you’ll never need to input the data again manually.
Try this free resource: Lead Tracking Spreadsheet
Mailparser offers a native Salesforce integration, and it is easy to send your parsed data to Salesforce. You can also check us out on the Salesforce AppExchange.
Email parsers can extract data from an email and directly place it into Excel if you want to track sales numbers or other results. In addition, if client data changes over time, an email parser can update the client’s information.
Email parsers can integrate with your inboxes to track external communications with leads and customers, saving you time and money and no more searching through numerous email threads for information.
Schedule appointments
If you’re constantly losing track of dates, times, contact information and don’t have the luxury of having your secretary, we highly recommend using an email parser.
Email parsers can extract important appointment information from emails, such as dates, times, and contact details, and automate your appointment scheduling process. So you save a lot of time and avoid mistakes.
Furthermore, you can even automate the scheduling of follow-up appointments. This is particularly useful for businesses that rely on maintaining ongoing communications and follow-ups with clients or patients.
Take eCommerce orders
Organizing orders for your online store can be complex. Thankfully, using an email parser can help streamline that workflow and avoid delays or errors.
By forwarding your order notification emails to Mailparser whenever you receive new orders, you can extract the order data from all those emails at once and send it to your order fulfillment system.
By integrating an email parser with your eCommerce platform, you can also automate inventory updates, invoicing, and shipping notifications. This not only saves you time but also ensures that orders are processed quickly and accurately, enhancing customer satisfaction.
Conduct split-test marketing campaigns
Split testing is an important part of marketing strategy. A/B testing, or split testing, tests two different web pages against one another to see which performs better. Then, you change the web page to reflect the better-performing version.
Email parsers can help you separate segments into A or B paths. From there, it can give you the testing results, allowing you to test and adjust your campaigns without putting in an additional manual effort.
Our phone number extractor is up and running, receiving superb reviews from our existing clients. Combined with our email address filter & address normalization, it’s easy to extract phone numbers and pull out other contact details from emails.
This added filter allows you to be even more evolved in how you extract phone numbers from the emails you receive each day. Thanks to formatting the phone number, it makes services like Twilio send out an automated SMS, an easy integration for your business. Also, dumping all those phone numbers into Google Sheets or Excel has never been easier!
In Conclusion
If you have been looking for a simple yet reliable phone number extractor, Mailparser has everything you need, from quick setup to customizable parsing rules and countless integrations. So give it a try and transform the way you handle data to achieve better business outcomes. Sign up for a free trial and start extracting phone numbers from incoming emails in moments.
Phone Number Extraction Is Easy with Mailparser
Save time and money with this simple and reliable phone number extractor.
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