Introduction
Email has become an integral part of our lives, serving as a primary communication channel for individuals, businesses, and organizations globally. We send and receive an astounding amount of emails daily, each one filled with rich information, from meeting reminders and task assignments to customer inquiries and transaction confirmations. While emails excel at direct communication, they often fall short when we need to organize, analyze, or share this wealth of data efficiently. That’s where Google Sheets steps in, offering powerful data manipulation and collaboration capabilities.
In this blog, we will demystify the process of converting emails to Google Sheets. In this digital era where data is king, understanding how to harness your email data effectively can give you a competitive edge. It may sound complex or technical, but fear not. Our aim is to guide you through this process in simple, easy-to-understand steps, regardless of your technical prowess.
Think about it: Emails often contain data that can be critical for project management, lead tracking, customer relationship management, and numerous other aspects of business. Converting this unstructured data into a structured format like Google Sheets opens up a world of possibilities. It allows for easy data analysis, aids in decision making, and fosters team collaboration. Even as individuals, we can benefit from this conversion to keep track of personal finances, event RSVPs, or even manage our ever-so-complicated travel itineraries.
Whether you’re a business professional looking to streamline your operations, an academic researcher conducting a survey, or a casual internet user hoping to bring some order to your digital life, converting emails to Google Sheets can prove to be a game-changer. And we’re here to walk you through this transformative journey.
Invoice Processing: Companies receive a multitude of invoices via email daily. Converting this information into Google Sheets can expedite invoice processing and tracking. Emails containing invoices are automatically forwarded to Nanonets that extracts key data (like invoice number, supplier name, amount, etc.) from the email body or attachments. The extracted data is then populated into a Google Sheet. This allows a clear overview of all the invoices received, streamlines payments, and aids in cash flow management.
Purchase Order Processing: Businesses frequently receive purchase orders (POs) from clients via email, often as PDF attachments. These documents contain essential details, such as the client’s name, address, PO number, item details, quantities, prices, and delivery instructions. Managing these POs manually can be time-consuming and prone to errors. By using an automation process with OCR technology, these emails can be automatically detected and the attached PO documents can be scanned. The OCR process extracts crucial data points like the client’s name, PO number, item details, quantities, prices, and delivery dates. The extracted information is then transferred into a Google Sheet. This automated system provides a structured and centralized platform for managing all POs. It eliminates the need for manual data entry, reducing errors and saving valuable time. It also enables a quick overview of all orders, their current status, and helps in predicting future demand. With all purchase orders organized in one place, businesses can enhance their order management process, improve supply chain efficiency, and offer better customer service.
Lead Tracking from Marketing Campaigns: If a business runs email marketing campaigns where responses from potential leads are received via email, these can be parsed and transferred to Google Sheets. Details like the person’s name, email, contact information, and their message could be extracted and collated. This automation allows for real-time tracking of leads and enables faster, more personalized follow-ups, enhancing conversion rates.
OCR on Resume Processing: For HR departments, the task of sifting through a myriad of emailed resumes can be time-consuming. By implementing OCR, key data points like candidate name, contact information, skills, experience, and education from attached resume documents can be extracted. This information can be populated into a Google Sheet, streamlining candidate screening and allowing for efficient comparison of applicants’ qualifications.
Customer Service Management: Companies often receive customer service requests via email. By automating the extraction of these emails’ data into Google Sheets, businesses can manage and monitor their customer service operations more effectively. Details like customer name, email, issue reported, and time received could be automatically parsed into a Google Sheet. This process enables faster response times, real-time tracking of issues, and aids in analyzing common problems to improve overall service quality.
Steps to Convert Emails to Google Sheets
We have listed down steps to set up email data extraction to Google Sheets in Nanonets. You can set up a workflow to extract data from incoming emails and populate in Google Sheets in real time.
Alternatively, you can take a look at below demo to get started and set up your email data extraction workflow.
Here are the steps –
- Choose a pretrained model based on your document type / create your own document extractor within minutes.
- Once you have created the model, navigate to the Workflow section in the left navigation pane.
- Go to the import tab and click on “Receive files via Email”.
- In the expanded view, you will be able to find an auto generated email address created by Nanonets.
- Any Email sent to this address will be ingested by the Nanonets model you created and structured data will be extracted from it. You can set up email forwarding to automatically forward incoming emails from any email address to the Nanonets email address to automate email ingestion and data extraction.
Learn how to set up Email Forwarding from any email
Once you have completed the above steps, the integration will be added to your Nanonets account. All new and incoming emails will be imported into Nanonets and will be processed by your model which will extract structured data from them. You can also extend the workflow by adding postprocessing, validation / approval rules, exports to software / database of your choice.
For now, let us add a Google Sheet Export to the workflow.
- On the Workflow Screen, go to the export tab and click on “Export to Google Sheets”.
- Authenticate your Google Account.
- Select your spreadsheet, worksheet, and match the headers of the Google Sheet with the labels of the structured data from Nanonets to specify the format in which you want your Google Sheet to be populated.
- Click on “Add Integration” and you are good to go.
Your Nanonets data extraction model will now listen for incoming emails, extract required data from them, and export the data to your specified Google Sheet all in real time!
Nanonets for Automated Email to Google Sheets
Automation has become a cornerstone of modern business efficiency, and Nanonets has carved out a place for itself in this arena, offering AI-powered solutions that can effortlessly convert your emails to Google Sheets. With Nanonets, you can tap into the power of AI to process, analyze, and manage your email data in a more structured, organized, and accessible manner.
Nanonets uses Machine Learning (ML) algorithms to detect and extract pertinent information from emails and their attachments, even those that require OCR for scanned PDFs and images. Whether you’re dealing with invoices, purchase orders, sales confirmations, resumes, or customer service requests, Nanonets can identify, extract, and collate data, ensuring everything is neat and searchable in a Google Sheet.
With Nanonets, the benefits of transforming emails to Google Sheets become much more accessible and practical. Your organization can quickly handle large volumes of email data, alleviating the burden of manual data entry, and thus, significantly reducing the risk of human error. The process can improve the productivity of your team by freeing up time spent on repetitive tasks, allowing them to focus on more strategic, value-adding activities.
The Nanonets API is designed with user-friendly interfaces, making it easy to integrate with your existing email systems and Google Sheets. It offers the flexibility to customize the data extraction process based on your unique business needs. You can define the fields you want to extract from your emails or attachments, whether it’s names, addresses, invoice numbers, order details, or specific product codes.
Moreover, Nanonets’ AI models continuously learn and improve over time, becoming more accurate at extracting the information you need. It employs deep learning, a subset of machine learning, to understand and recognize various text forms in the documents, even if they have different formats or designs. This capability is particularly useful when processing purchase orders or resumes that often come in a multitude of templates and structures.
For instance, when dealing with invoices or purchase orders, Nanonets can automatically extract all relevant data fields, regardless of the varying formats in which different companies might send these documents. Similarly, for businesses receiving hundreds of resumes in varying formats, Nanonets uses OCR to identify and extract candidate details, providing a structured summary of all applicants.
If you have a customer service system that receives numerous customer inquiries and feedback via email, Nanonets can parse these emails and segregate the data into predefined categories in Google Sheets. This approach can help track customer issues, improve response time, and provide valuable insights into customer satisfaction and product improvements.
Overall, implementing a solution like Nanonets for automated email to Google Sheets conversion can significantly enhance your data management capabilities. It not only simplifies data processing and analysis but also enables more informed decision-making, streamlined operations, and improved customer service.
In the rapidly evolving digital world, data is undoubtedly one of the most valuable resources a business has. As such, utilizing that data efficiently can serve as a critical differentiator in a competitive market. And with Nanonets, extracting and harnessing the power of your email data has never been easier. So, embrace the power of automation, tap into the untapped potential of your email data, and unlock new avenues of productivity and efficiency for your business.
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- Source: https://nanonets.com/blog/emails-to-google-sheets/
