How to Extract Emails from a HubSpot Export
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When You Need This
HubSpot CRM stores contacts with many properties: names, companies, lifecycle stages, deal values, activity dates and more. Sometimes you need just the email addresses, pulled out of a HubSpot export into a clean, flat list.
Common situations:
- Migrating to a new platform. You are moving from HubSpot to another CRM or email platform and need a clean list of email addresses as a starting point.
- Cross-referencing with another list. You want to compare HubSpot contacts against a list from another source to find overlaps or gaps.
- Sharing a contact list without other CRM data. A colleague needs the email addresses but not the deal values, lifecycle stages, or activity history.
- Working with an old export. You have a HubSpot CSV export from months or years ago and need to pull the email addresses from it quickly.
If your only goal is to get a list of email addresses and you already have the export file, Email Extractor handles this in a few clicks.
How HubSpot Exports Work
HubSpot lets you export contacts in several ways:
Contact list export. From the Contacts section, you can export all contacts or a filtered list. The export is a CSV file with columns for each contact property you select. The Email column contains the primary email address for each contact.
Deal and company exports. Deals and companies can also be exported as CSV files. Deal exports include associated contact email addresses if you include those properties. Company exports may include a company-level email address.
Workflow and report exports. Workflows and custom reports can generate exports that include email addresses among other data.
In all cases, the export format is CSV.
Extracting Email Addresses
From a standard HubSpot CSV export
- Export your contacts from HubSpot as a CSV file.
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the CSV file.
- Click "Extract emails."
- Review the results. Email Extractor finds all email addresses in the file and removes duplicates automatically.
- Download as TXT for a plain list, CSV for a simple spreadsheet, or CSV with sources if you want to confirm which file the addresses came from.
Email Extractor scans the entire CSV file and extracts any value that matches an email address pattern. It does not need to know which column contains email addresses. This means it works regardless of how your HubSpot export is structured or which properties you included.
From multiple HubSpot exports
If you have several exports (different lists, different date ranges, exports from different HubSpot portals), upload them all at once. Email Extractor processes all files together and removes duplicates across the entire set.
This is useful when consolidating contacts from different HubSpot accounts (for example, after a company acquisition) or when comparing a current export against an older backup.
What Gets Extracted
Email Extractor finds every email address in the file. In a HubSpot export, this typically includes:
- Primary contact email addresses. The main Email property for each contact.
- Secondary email addresses. If the export includes the Additional Emails property, those addresses are extracted too.
- Associated contact emails. In deal exports, associated contact email addresses appear if you included them.
- Owner email addresses. If the export includes the HubSpot Owner property and the owner's email is stored as an email address, it may be extracted.
- Email addresses in notes or descriptions. If any text field contains an email address (for example, a deal description that mentions a contact's email), it will be extracted.
What this means for your list
The extracted list may contain addresses that are not contacts in the traditional sense. HubSpot owner (sales rep) addresses, company-level addresses, and addresses mentioned in notes will appear alongside contact email addresses.
If you need only contact email addresses, review the list and remove any internal or non-contact addresses. If you download as CSV with sources and you uploaded only one file, the source column will just show the file name, which does not help distinguish address types. For cleaner results, you can open the HubSpot CSV in a spreadsheet application, copy only the Email column, paste it into the text input on Email Extractor, and extract from that.
Handling Large Exports
HubSpot exports can be large, especially if you have tens of thousands of contacts. Email Extractor accepts files up to 25 MB. A CSV file with 100,000 contacts and a moderate number of properties is typically well under this limit.
If your export exceeds 25 MB (which would require a very large contact database with many properties), you can:
- Re-export from HubSpot with fewer properties selected. Including only the Email column drastically reduces file size.
- Split the CSV into smaller files using a spreadsheet application and upload them in batches.
After Extraction
Once you have the clean list of email addresses:
- Import into a new platform. The TXT or CSV download can be imported directly into most email marketing services and CRM platforms. See How to format your email list for a CRM.
- Compare against another list. Use the extracted list to find contacts that exist in HubSpot but not in your other system, or vice versa. See How to merge two email lists.
- Validate before sending. If you plan to send to the list and it has not been actively used, validate the addresses first. See What is email validation.
