How to Extract Emails from a Freshworks CRM Export
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Export and import options vary by plan, permissions and product version. Check the platform’s current help documentation if a menu or format differs. Use only contact data you are authorized to process; an extracted address is not proof of marketing consent.
Why Extract from Freshworks CRM?
Freshworks CRM (also known as Freshsales) is a customer relationship management platform used by sales and marketing teams. It stores contact records, leads, accounts, deals and engagement data. Contact records include email addresses, phone numbers, company information, lifecycle stages, lead scores and custom fields.
Extracting email addresses from Freshworks CRM data is useful in several scenarios.
Migrating to another CRM. When switching from Freshworks to a different CRM (HubSpot, Salesforce, Pipedrive, Zoho), a clean email list serves as a migration cross-reference to verify that all contacts transferred correctly.
Consolidating contact data. If your organisation uses Freshworks CRM alongside other tools (an email marketing platform, a help desk, an ecommerce system), extracting from each and deduplicating shows your total unique email-address count and identifies gaps.
This counts distinct email strings using case-insensitive matching, not distinct people. One person may have multiple addresses, and shared addresses may represent several people.
Building an email campaign list. If you want to email contacts from Freshworks through a separate email marketing platform, extracting the email addresses gives you a list to import.
Archiving contacts. Before downgrading a plan, closing an account, or restructuring how your team uses the CRM, extracting all email addresses ensures you have an independent backup.
How to Export from Freshworks CRM
Freshworks CRM allows you to export contacts, leads and accounts.
Exporting contacts
- Log in to Freshworks CRM (Freshsales).
- Go to Contacts from the left sidebar.
- Apply any filters if you want a subset (by lifecycle stage, owner, date range, etc.), or leave unfiltered for all contacts.
- Click the Export button (or select the export option from the actions menu).
- Choose which fields to include. Email is a standard field.
- Select CSV as the format.
- Download the file. For large exports, Freshworks may send an email notification when the file is ready.
Exporting leads
If your Freshworks instance uses separate lead and contact objects:
- Go to Leads from the left sidebar.
- Apply filters if needed.
- Click Export and choose the fields and format.
- Download the CSV.
Exporting from views and segments
Freshworks CRM supports saved views (filtered lists based on criteria like deal stage, lead score, territory, or activity). You can apply a view and export only the contacts matching that view's criteria.
Export fields
Freshworks CRM exports can include: email, work email, other email, first name, last name, company, job title, phone numbers, lifecycle stage, lead score, owner, territory, last contacted date, deal value, custom fields, tags and activity data. The specific columns depend on which fields you select during export.
How to Extract the Email Addresses
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the CSV file (or files, if you exported contacts and leads separately). Up to 25 MB per file, 100 MB per batch.
- Click "Extract emails."
- Review the results. Duplicates are removed automatically.
- Download as TXT for a plain list, CSV for a single-column spreadsheet, or CSV with sources to see which export file each address came from.
Working with the Results
Combine contacts and leads
If Freshworks stores contacts and leads as separate objects, export both and upload both CSV files in one extraction. Deduplication shows how many unique email addresses exist across both objects, and whether any leads have the same email as an existing contact.
Compare with your email marketing platform
Upload your Freshworks export alongside an export from your email marketing platform (Mailchimp, Brevo, ActiveCampaign). Deduplication creates a combined list of unique email addresses. Download CSV with sources and compare the source names to find addresses shared by the exports. Confirm subscription or membership status in the original records; matching addresses alone do not establish a current active membership. This helps identify gaps in your marketing reach.
Cross-reference with Freshdesk
If your organisation uses both Freshworks CRM and Freshdesk (Freshworks' help desk), export contacts from both and extract together. This shows which CRM contacts have support tickets and which support contacts are not in the CRM.
Clean before migration
CRM databases accumulate stale contacts over time. Before importing an extracted list into a new CRM, run it through an email verification service to remove invalid addresses. See Best email verification services.
Things to Know
Multiple email fields
Freshworks CRM contacts can have multiple email fields (email, work email, other email). All email addresses found in the export are extracted. This means a single contact with two email addresses will contribute two addresses to the extracted list.
Column headers are not extracted
CSV column headers from Freshworks CRM are text, not email addresses, so they do not appear in the extracted results.
Contact data is not preserved
Email Extractor outputs email addresses only. Names, company details, deal values, lead scores, lifecycle stages, tags, activity history and custom fields from the Freshworks export are not carried over. If you need those fields in your new CRM, import the original CSV directly.
Deleted and merged contacts
Freshworks CRM allows contacts to be deleted or merged. Deleted contacts do not appear in standard exports. Merged contacts appear once under the surviving record. If you need to recover deleted contacts, check the Freshworks CRM recycle bin or contact Freshworks support.
Territory and owner fields
If your sales team uses territories or contact ownership, the export includes these fields. While they are not preserved in the extracted output, you can use the original CSV to segment the list by territory or owner before extracting, to produce separate lists per team member or region.
Freshworks suite products
Freshworks offers several products (Freshsales, Freshmarketer, Freshdesk, Freshservice). Contacts in each product may or may not overlap. Freshsales CRM contacts are separate from Freshdesk support contacts unless your Freshworks instance is configured to sync between them.
