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Email to Google Sheets integration guide - Automatically save emails to spreadsheet rows

Save Emails to Google Sheets Automatically: Complete Guide (2026)

Learn how to automatically save Gmail and Outlook emails to Google Sheets rows. Perfect for email logging, audit trails, and simple tracking systems with full tutorial.

January 17, 20269 min readFile
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Managing emails shouldn't mean copying data into spreadsheets by hand. If you're tracking emails in Google Sheets for audit logs, communication records, or data analysis, there's a better way.

This guide shows you how to automatically save Gmail or Outlook emails directly to Google Sheets rows. Perfect for email logging, simple tracking systems, and creating searchable email databases.

Related: If you need rich features, check out our Notion integration guide or Airtable integration.

Why Save Emails to Google Sheets?

Google Sheets offers a lightweight, accessible way to organize email data. Here's why thousands of users forward emails to spreadsheets:

The Problem

Manually logging emails into spreadsheets is tedious and error-prone. You end up copying subjects, dates, and sender information repeatedly, often missing important details. Important communications get buried in your inbox while your tracking spreadsheet falls out of date. Team members can't see the full picture because email data lives in individual inboxes instead of a shared, structured format.

The Solution

When you connect email to Google Sheets, every incoming message automatically becomes a spreadsheet row with all metadata extracted. You get instant email logging with subjects, senders, dates, and content captured automatically. Everything lives in a familiar spreadsheet format that anyone can access, search, and analyze. You can use Google Sheets formulas, filters, and pivot tables to analyze email patterns and trends. Best of all, it's free, shareable, and works with your existing workflows.

What You Need

You'll need a Google account with access to Google Sheets and an email account (Gmail, Outlook, or any provider that supports forwarding). The setup process is quick, and we'll create the spreadsheet for you automatically.

Step 1: Connect Google Account to Mailsink

Here's where we set up the automated email logging:

  1. Sign up at mailsink.app.
  2. Click "Connect Google" from the dashboard.
  3. Authorize Mailsink to access Google Drive (this allows creating and writing to spreadsheets).
    • Google will show you the permissions Mailsink needs.
    • Click "Allow" to authorize the connection.
  4. Your Google account is now connected and ready to receive emails.

This authorization lets Mailsink create a new spreadsheet in your Google Drive and add email rows automatically.

Step 2: Create Your Google Sheets Inbox

Now we'll create the inbox that saves emails to spreadsheets:

  1. Navigate to the Inboxes tab in Mailsink.
  2. Click "Create Inbox" and select the Google Sheets option.
  3. Choose your connected Google account from the dropdown.
  4. Name your spreadsheet (optional):
    • Default: Mailsink - [inbox-key]
    • Example: Mailsink - Client Emails or Support Log
  5. Click "Create Inbox".
    • Mailsink creates a new Google Spreadsheet in your Drive.
    • The spreadsheet includes standard columns: Date Received, Subject, From, To, CC, BCC, Email Text, Attachments, Message ID.
    • Header row is automatically formatted (bold, gray background).
    • You receive a unique inbox address like abc123@in.mailsink.app.
  6. Copy the generated inbox address — you'll use this for email forwarding.
  7. Open your new spreadsheet from the provided link to see the structure.

The spreadsheet is now ready to receive emails. Each forwarded message will appear as a new row with all email metadata.

Step 3: Forward Emails to Your Spreadsheet

Now configure your email provider to forward to Google Sheets.

From Gmail

Set up Gmail filters to forward specific emails:

  1. Open Gmail → Click the search bar → "Show search options" (filter icon).
  2. Set filter criteria:
    • From: Specific senders (e.g., clients@company.com)
    • To: Specific recipients (e.g., support@yourcompany.com)
    • Subject: Keywords to match (e.g., "order" or "inquiry")
    • Has the words: Additional filtering (e.g., client names)
  3. Click "Create filter".
  4. Check "Forward it to" → Enter your Mailsink address.
  5. Optional: Add labels, mark as read, or skip inbox.
  6. Click "Create filter".

Example filters:

  • Forward all emails from @bigclient.com → Client communications log
  • Forward emails with "receipt" in subject → Expense tracking sheet
  • Forward emails to leads@yourcompany.com → Lead tracking spreadsheet

Need help? Our Gmail to Notion guide has detailed Gmail filter instructions (same process applies here).

From Outlook

Create Outlook forwarding rules:

  1. Open Outlook settings (gear icon → "View all Outlook settings").
  2. Navigate to "Mail" → "Rules".
  3. Click "Add new rule".
  4. Name your rule (e.g., "Forward to Sheets").
  5. Set conditions:
    • From specific senders
    • Contains specific words in subject
    • Sent to specific addresses
  6. Action: "Forward to" → Enter your Mailsink address.
  7. Save rule.

More details: Check our Outlook integration guide for screenshots and troubleshooting.

From Any Email Provider

Most email services support forwarding rules. Look for:

  • "Forwarding" or "Auto-forward" in email settings
  • "Rules", "Filters", or "Automation"
  • "Forward messages to" options

Step 4: Test Your Email Logging

Verify everything works correctly:

  1. Send a test email to the address you configured forwarding for.
  2. Wait a few moments for processing.
  3. Open your Google Spreadsheet and refresh if needed.
  4. Verify your email appears as a new row with:
    • ✅ Date received
    • ✅ Subject line
    • ✅ Sender email address
    • ✅ Recipient addresses (To, CC, BCC)
    • ✅ Email content (full text)
    • ✅ Attachment information (filenames and links)
    • ✅ Message ID for reference

Troubleshooting:

  • Email not appearing? Check your forwarding rule is active and the Mailsink address is correct.
  • Missing content? Verify your Google connection is active in Mailsink dashboard.
  • Formatting issues? The Email Text column contains full email content—you may want to widen the column.

Real-World Use Cases

1. Email Audit Log

Setup: Forward all company emails to a compliance spreadsheet. Use case: Meet regulatory requirements for email archiving. Columns used: All standard columns for complete audit trail. Analysis: Track email volume by sender, date ranges, and subject patterns. Benefit: Simple, compliant email logging with full searchability.

2. Customer Inquiry Tracking

Setup: Forward inquiry emails to a lead tracking spreadsheet. Workflow:

  • Each inquiry becomes a row automatically
  • Add custom columns: Status, Follow-up Date, Notes, Closed Date
  • Use filters to see open vs. closed inquiries
  • Use formulas to calculate response times Benefit: Simple CRM without complex software.

3. Support Email Log

Setup: Forward support@yourcompany.com to a support log sheet. Workflow:

  • Every support email logged automatically
  • Add columns: Priority, Assigned To, Resolution, Time to Resolve
  • Create pivot tables to analyze support volumes
  • Track response times and common issues Team win: Everyone sees support history in one place.

4. Receipt and Invoice Tracking

Setup: Forward receipts and invoices to a finance spreadsheet. Workflow:

  • Each receipt/invoice becomes a row
  • Add columns: Vendor, Amount, Category, Payment Status, Tax Deductible
  • Use SUM formulas to track total spending
  • Filter by category for expense reports Tax time: All receipts organized and searchable.

5. Newsletter Archive

Setup: Forward newsletters to a reading list spreadsheet. Workflow:

  • Each newsletter logged with date and source
  • Add columns: Read Status, Topic, Key Takeaways, Rating
  • Build a searchable knowledge base Benefit: Never lose great content; find it instantly.

Advanced Google Sheets Features

Using Formulas on Email Data

Once emails are in Sheets, you can analyze them:

// Count emails from specific sender
=COUNTIF(C:C,"*@client.com*")

// Calculate average response time (if you track that)
=AVERAGE(ResponseTimeColumn)

// Total emails per month
=QUERY(A:C,"SELECT MONTH(A), COUNT(B) GROUP BY MONTH(A)")

// Flag emails containing specific words
=IF(ISNUMBER(SEARCH("urgent",G2)),"High Priority","Normal")

Creating Views with Filters

Set up different filtered views:

  • This Month: Filter Date Received to current month
  • By Sender: Sort by From column, filter for specific domains
  • Unprocessed: Add a Status column, filter for blanks
  • High Priority: Filter Subject or Body for keywords

Sharing and Permissions

Control who can access your email log:

  • View only: Team members can read but not edit
  • Comment: Allow adding notes without changing data
  • Edit: Full access to add rows or modify data
  • Link sharing: Share with anyone who has the link

Using Google Apps Script

For advanced users, automate further with Apps Script:

  • Auto-categorize emails based on sender or subject
  • Send notifications when certain emails arrive
  • Create summary reports automatically
  • Archive old emails to another sheet

Common Questions

Q: How many emails can I save to Google Sheets? A: Google Sheets has a cell limit that allows for many thousands of email rows. You can archive old emails to new sheets as needed.

Q: Can I customize the columns? A: The initial columns are standard, but you can add your own custom columns for Status, Notes, Priority, etc. Mailsink will continue populating the standard columns.

Q: What happens to email attachments? A: Attachments are referenced in the Attachments column with filenames and download links. The actual files are accessible via these links.

Q: Can I use multiple spreadsheets for different email types? A: Yes! Create multiple inbox addresses in Mailsink, each generating a separate spreadsheet. Route different emails to different sheets using email filters.

Q: Does this work with Google Workspace (G Suite)? A: Absolutely. Works with both personal Gmail and Google Workspace accounts.

Q: Can I edit emails after they're in the spreadsheet? A: Yes, once in Google Sheets, they're regular spreadsheet rows you can edit, annotate, or enhance with formulas and additional columns.

Q: How quickly do emails appear in the spreadsheet? A: Emails typically appear within a few seconds of being forwarded.

Q: Can I export the data? A: Yes! Use File → Download to export as Excel, CSV, PDF, or other formats.

Next Steps

You now have automated email logging to Google Sheets! Here are some ideas:

  1. Add custom columns for your workflow (Status, Priority, Notes, etc.)
  2. Create filtered views for different team members or use cases
  3. Set up formulas to analyze email patterns and volumes
  4. Build reports using pivot tables and charts
  5. Share with your team with appropriate permissions

Also explore:

Ready to start logging emails? Try Mailsink free →

Last updated: January 17, 2026

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