How to Extract Emails from an Insightly 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 Insightly?
Insightly is a CRM and project management platform used by small and mid-sized businesses. It combines contact management, deal tracking, project delivery and marketing automation in one system. Insightly stores contact records that include email addresses, phone numbers, addresses, social profiles, tags, custom fields and relationship links between contacts, organisations and projects.
Extracting email addresses from Insightly data is useful in several scenarios.
Migrating to another CRM. When switching from Insightly to a different CRM (HubSpot, Salesforce, Zoho CRM, Pipedrive), a clean email list helps verify that all contacts made it through the migration.
Building marketing lists. If you want to email Insightly contacts through a dedicated email marketing platform, extracting gives you a list of unique addresses to import.
Consolidating contacts across tools. If your team uses Insightly alongside other tools (a project manager, a help desk, a marketing platform), extracting from each and deduplicating reveals your total unique email-address count.
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.
Auditing contact quality. Extracting and counting unique email addresses gives you an independent check on your CRM database size. Comparing with Insightly's contact count can reveal duplicates or incomplete records.
How to Export from Insightly
Insightly allows you to export contacts, leads and other record types.
Exporting contacts
- Log in to Insightly.
- Go to Contacts in the navigation menu.
- Optionally apply filters (by tag, city, date range, etc.) to export a subset.
- Click the Export button (or find it in the actions menu).
- Choose CSV as the format.
- Download the file.
Exporting leads
- Go to Leads in the navigation menu.
- Apply any desired filters.
- Click Export.
- Download the CSV.
Export fields
Insightly exports can include: email address, first name, last name, title, organisation, phone numbers, address, tags, custom fields, date created, date updated, lead source, lead status, assigned user and more. The exact columns depend on your Insightly configuration and the fields present in your records.
How to Extract the Email Addresses
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the CSV file (or files, if you exported both contacts and leads or made multiple filtered exports). 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 each address came from.
Working with the Results
Compare contacts and leads
If you export contacts and leads separately, uploading both files creates a combined address list; CSV with sources lets you inspect shared addresses. Some leads may have been converted to contacts, creating records in both modules with the same email address. Deduplication shows your actual unique count.
Combine with marketing platform data
Upload your Insightly export alongside an export from your email marketing platform. 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.
Prepare for CRM migration
When migrating from Insightly to another CRM, extract from Insightly first. After importing into the new CRM, extract from there too. Comparing the two extracted lists confirms migration completeness. Addresses in Insightly but missing from the new CRM indicate import issues.
Verify before outreach
CRM databases accumulate stale contacts over time. Run the extracted list through a verification service before using it for email campaigns. See Best email verification services.
Things to Know
Multiple email addresses per contact
Insightly contacts can have multiple email addresses (work, personal, other). All email addresses in the export are extracted. A contact with two email addresses contributes two entries to the extracted list.
Column headers are not extracted
CSV column headers from Insightly 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, organisations, phone numbers, addresses, tags, custom fields, relationships and other metadata from the Insightly export are not carried over. If you need those fields, import the original CSV directly.
Contacts vs leads
Insightly maintains separate modules for contacts and leads. Contacts are established relationships. Leads are new, unqualified prospects. When a lead is converted, it becomes a contact (and optionally creates an organisation and opportunity). If you export both modules, some email addresses may appear in both. Deduplication handles this.
Project-linked contacts
Insightly links contacts to projects. The contact export includes the contact data but not the project associations. If you need to know which contacts are linked to which projects, use Insightly's project export or reports.
Insightly marketing
If you also use Insightly Marketing (Insightly's built-in marketing automation), contact records may have additional engagement data (email opens, clicks, form submissions). This data is not included in a standard contact CSV export.
