How to Extract Emails from Multiple File Types at Once
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Process mixed documents in one file run
You can combine supported files in the Text and files workflow: a CSV export, text-based PDF, spreadsheet, DOCX and saved email can contribute addresses to one extraction.
The app uses the appropriate reader for each format. It combines repeated addresses and retains their source references; it does not merge the surrounding contact records from different documents.
Supported inputs and limits
| Input group | Supported extensions |
|---|---|
| Documents | PDF, DOCX |
| Spreadsheets | XLSX, XLS, XLSM, XLSB, ODS |
| Text and tables | TXT, CSV, TSV, MD, LOG |
| Saved pages and structured text | HTML, HTM, XML, JSON |
| Contacts and messages | VCF, MSG, EML |
Keep each file within 25 MB and the batch within 100 MB. Additional expanded-document and extraction budgets can also limit complex inputs; a compressed file's disk size does not describe all the work needed to read it.
ZIP archives and old DOC files are not direct supported inputs. Extract archive contents or convert a DOC to DOCX first. Images in documents require OCR if no readable text is present. MSG and EML attachments must be saved separately to scan their contents.
Upload, extract and inspect errors
- Open Email Extractor and choose Text and files.
- Click Upload files and select the supported files, or drag the files onto the app.
- Add any relevant pasted text.
- Click Extract emails.
- Inspect the result count, file messages and source details before downloading.
Adding a file does not start extraction automatically. An unsupported or unreadable file can produce an error; do not assume every selected file contributed to the completed list. Removing an input or editing text requires refreshed results before copying or downloading.
Understand overlapping sources
If sam@example.com occurs in a spreadsheet and a PDF, the result can have both source references. That proves only that the pattern appeared in those inputs. It does not prove two independent relationships, two people or an active mailbox.
Use CSV with sources for the original source references and available locations. The standard CSV contains the email column only. See duplicate handling for case comparison and distinct aliases.
Combine separate batches carefully
Download each finished batch before replacing its input. For a final unique list, paste the downloaded TXT contents into a new extraction. That new pasted input does not preserve the earlier filenames and locations.
Webpages are a separate input workflow. Download its results separately before combining lists; switching modes does not automatically merge file and webpage results.
For full contact records with names and companies, retain the original structured export. Use the CRM import guide to prepare those fields explicitly.
