How to Extract Emails from a Smartsheet 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 Smartsheet?
Smartsheet is a collaborative work management platform that uses a spreadsheet-like interface for project management, task tracking, data collection and process automation. Many teams use Smartsheet to track contacts, manage event attendee lists, log form submissions, maintain vendor directories and organise lead pipelines. Because Smartsheet is flexible, email addresses can appear in any column across any sheet.
Extracting email addresses from Smartsheet data is useful in several scenarios.
Building a contact list from project data. If your Smartsheet tracks client projects, vendor contacts, attendee lists or lead pipelines, extracting email addresses gives you a clean list for outreach or CRM import.
Consolidating contacts across sheets. If different teams or departments use separate Smartsheet sheets to track contacts, 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.
Moving data to an email platform. If you want to reach Smartsheet contacts through a dedicated email marketing platform, extracting gives you a list to import.
Archiving contacts before restructuring. Before reorganising, archiving or deleting Smartsheet sheets, extracting ensures email addresses are preserved separately.
How to Export from Smartsheet
Smartsheet allows you to export sheets in several formats.
Exporting a sheet
- Open the Smartsheet sheet that contains the email addresses.
- Go to File > Export (or right-click the sheet name for export options).
- Choose the export format:
- Microsoft Excel (XLSX) preserves formatting and is well-supported by Email Extractor.
- CSV is a plain text format that also works well.
- Download the file.
Exporting a report
If you have a Smartsheet report that pulls data from multiple sheets:
- Open the report.
- Go to File > Export.
- Choose XLSX or CSV.
- Download the file.
Reports are useful for extracting from multiple sheets at once without manually exporting each one.
Export fields
The exported file contains all columns and rows from your sheet. If your sheet has columns for name, email, company, project status and dates, all of those appear in the export. Email addresses will be in whatever column you used (often labelled "Email," "Contact Email," "Email Address" or similar).
How to Extract the Email Addresses
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the exported file. Email Extractor supports both CSV and XLSX. Up to 25 MB per file, 100 MB per batch.
- Click "Extract emails."
- Review the results. Duplicates are removed automatically. Email Extractor scans all columns in the file, so email addresses are found regardless of which column they are in.
- 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 multiple sheets
If you have client contacts in one Smartsheet, vendor contacts in another and event attendees in a third, export all three and upload together. 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.
Import into a CRM
The extracted list can be imported into HubSpot, Salesforce, Zoho CRM or any other CRM that accepts CSV imports. This is useful when transitioning from Smartsheet-based contact management to a dedicated CRM.
Feed into an email platform
Import the extracted list into Mailchimp, ActiveCampaign, Brevo or another email marketing platform to reach your Smartsheet contacts with campaigns.
Cross-reference with other data sources
Upload your Smartsheet export alongside exports from your CRM, email platform or other tools. 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.
Things to Know
All columns are scanned
Email Extractor scans every column in the exported file. If a Smartsheet has email addresses in multiple columns (e.g., "Primary Email" and "Secondary Email" or "Contact 1 Email" and "Contact 2 Email"), all are extracted. Addresses that appear in multiple columns or rows are deduplicated.
Column headers are not extracted
Column headers from Smartsheet are text labels, not email addresses, so they do not appear in the extracted results.
Row data is not preserved
Email Extractor outputs email addresses only. Names, project details, dates, statuses, comments and other data from the Smartsheet export are not carried over. If you need context alongside email addresses, work with the original export.
Formulas are not calculated
Email Extractor reads cell values from exported files. If a Smartsheet column uses a formula to generate or reference an email address, the formula result is included in the XLSX or CSV export (exports contain values, not formulas). This means formula-generated email addresses are extracted normally.
Contact columns
Smartsheet has a "Contact List" column type that stores names and email addresses together. When exported, these columns typically show both the name and email in a format like "John Smith john@example.com". Email Extractor handles this and extracts the email address from within the angle brackets.
Smartsheet forms
Smartsheet allows you to create forms that submit data directly to a sheet. If you use Smartsheet forms to collect email addresses, those submissions are in the sheet and will be included in the export.
Shared sheets and permissions
You need at least Viewer access to export a Smartsheet sheet. If you do not see the export option, check your sharing permissions with the sheet owner.
