How to use the Email Extractor
- Paste any text that contains email addresses: an email thread, a web page, a document or a spreadsheet export.
- Tick the options to also find URLs or phone numbers, and to lowercase addresses.
- Choose the order and separator, and optionally type a domain such as gmail.com to keep only matching results.
- Copy the list, download it as text, or click Download all as CSV for spreadsheets and mailing tools.
Features
- Finds every email address and removes duplicates automatically
- Optional URL and phone number extraction
- Sort as found, alphabetically or grouped by domain
- Separators for Gmail, Outlook, spreadsheets and plain lists
- Filter results by domain or any text
- CSV export, with all processing done in your browser
How the extractor finds addresses
An email address has a simple shape: a local part, an @ sign, and a domain that ends in a top-level domain such as .com or .org.uk. The extractor scans your text for that pattern. The local part may contain letters, digits and the characters . _ % + - and a few others the standard allows; the domain is made of labels separated by dots, ending in a top-level domain of at least two letters. Stray dots at the edges and a “mailto:” prefix are removed, and duplicates are dropped regardless of capital letters, so “Anna@Site.com” and “anna@site.com” count once.
What it cannot find
- Addresses deliberately disguised as “anna [at] site [dot] com” or “anna at site dot com”.
- Addresses inside images, such as a screenshot or a scanned business card. Run those through Image to Text first.
- Addresses split across two lines, which often happens in copied PDFs. Join the lines with Remove Line Breaks, then extract.
Finding an address does not prove it works. The extractor checks the format, not whether a mailbox exists, so expect some bounces from old or mistyped addresses.
URLs and phone numbers
URLs are found when they start with http://, https:// or www., and trailing punctuation such as a full stop or a closing bracket from the surrounding sentence is trimmed. Phone number detection is more of a best guess, because there is no single format worldwide. The tool looks for numbers of 7 to 15 digits, the maximum length of an international number, written with optional country codes, brackets, spaces, dots or dashes. Common date formats are ignored, but order numbers and other long digit strings can still slip in, so skim the list.
Getting the list into other apps
| Destination | Best separator |
|---|---|
| Gmail, Apple Mail “To” field | Comma and space |
| Outlook “To” field | Semicolon |
| Spreadsheets, one per row | New line, or the CSV download |
| Mailing list import | CSV download |
Use contact data responsibly
Email addresses are personal data. In the European Union and the UK, the GDPR requires a lawful basis, usually consent, before you process people’s data for marketing. In the United States, the CAN-SPAM Act requires commercial emails to identify the sender honestly and include a working way to opt out. Collecting addresses from websites and mailing people who never asked to hear from you can break these rules and will quickly land your messages in spam folders. Use the extractor for lists you are entitled to use: your own contacts, event registrations, customer exports and replies to your messages.
All extraction happens in your browser, so the text you paste, and the addresses in it, are never uploaded. To clean the list further, try Remove Duplicate Lines or Sort Lines.
Frequently asked questions
Is the text I paste uploaded anywhere?
No. Extraction runs entirely in your browser, so the text and the addresses in it never leave your device.
Why was an email address not found?
It is probably disguised (such as “name at domain dot com”), split across two lines, or part of an image. Fix the text, or join broken lines first, then extract again.
Does it check whether the addresses are real?
No. It checks that each address has a valid format, not that the mailbox exists. Verify important lists with a test email or a validation service.
How do I paste the list into Outlook or Gmail?
Choose “Semicolon” as the separator for Outlook or “Comma and space” for Gmail, copy the list, and paste it into the To or Bcc field.
Can I extract emails from a PDF or Word file?
Copy the document’s text and paste it here. For PDFs you can also extract the text first with the PDF to Text tool.