{"id":24238,"date":"2024-06-06T00:22:05","date_gmt":"2024-06-06T00:22:05","guid":{"rendered":"https:\/\/www.gmass.co\/blog\/?p=24238"},"modified":"2026-02-13T19:10:07","modified_gmt":"2026-02-13T19:10:07","slug":"clean-extract-gpt-sheets","status":"publish","type":"post","link":"https:\/\/www.gmass.co\/blog\/clean-extract-gpt-sheets\/","title":{"rendered":"How to Quickly Clean Data &#038; Extract Emails with GPT for Sheets"},"content":{"rendered":"<p>As great as it would be for every dataset to come to you perfectly scrubbed, categorized, and formatted, that\u2019s rarely the case.<\/p>\n<p>Fortunately, <strong>AI now makes it easier than ever to clean up your cold outreach prospecting data<\/strong>\u00a0and get it ready to use in your campaigns.<\/p>\n<p>And in this article, we\u2019ll cover <em>exactly<\/em>\u00a0how to use AI to do just that.<\/p>\n<p>Below are some different ways you can use the <a href=\"https:\/\/workspace.google.com\/marketplace\/app\/gpt_for_sheets_and_docs\/677318054654\">GPT for Sheets add-on<\/a>\u00a0to <strong>clean your data right inside of Google Sheets<\/strong>. (Which then prepares it perfectly for your GMass campaigns.)<\/p>\n<p><em><strong>Note: If you need a walkthrough of what GPT for Sheets is, how to install and activate it, and how to figure out the costs, check out our article giving a full overview of <\/strong><\/em><em><strong><a href=\"https:\/\/www.gmass.co\/blog\/gpt-for-sheets\/\">GPT for Sheets<\/a><\/strong><\/em><em><strong>.<\/strong><\/em><\/p>\n<div class=\"alert alert-info\" style=\"text-align: center;\">Check out our other guides to using GPT for Sheets: <a href=\"https:\/\/www.gmass.co\/blog\/ai-cold-openers-sheets\/\">Writing unique cold email intro lines<\/a>&#8230; <a href=\"https:\/\/www.gmass.co\/blog\/scrape-prospect-data-gpt\/\">Scraping prospect data<\/a>&#8230; <a href=\"https:\/\/www.gmass.co\/blog\/gpt-grammar-typos\/\">Fixing grammar, typos, and more<\/a><\/div>\n<h2 id=\"cleaning-and-extract-cpoo\">Cleaning and Extracting Data with GPT for Sheets: Table of Contents<\/h2>\n<ul>\n<li><a href=\"#using-gpt-for-sheets-qelh\">Using GPT for Sheets to Clean and Extract Data<\/a>\n<ul>\n<li id=\"using-gpt-for-sheets-qelh\"><a href=\"#cleaning-up-a-list-o-nqiu\">Cleaning up a list of messy email addresses<\/a><\/li>\n<li><a href=\"#figuring-out-prospec-xuqq\">Figuring out prospects\u2019 first names based on their email addresses<\/a><\/li>\n<li><a href=\"#finding-phone-number-vvgj\">Finding phone numbers inside raw data, then standardizing their format<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#using-your-cleaned-a-bulv\">Using Your Cleaned and Extracted Data with GMass<\/a><\/li>\n<\/ul>\n<h2>Using GPT for Sheets to Clean and Extract Data<\/h2>\n<p>GPT for Sheets does an admirable job of <strong id=\"cleaning-up-a-list-o-nqiu\">cleaning up messy data and getting it into usable form<\/strong>. It certainly can do most, if not all, of what you used to have to do manually or assign to a virtual assistant.<\/p>\n<p>Here\u2019s how.<\/p>\n<h3>Cleaning up a list of messy email addresses<\/h3>\n<p>For this example, I put 20 rows of jumbled up contact info into a Google Sheet.<\/p>\n<p>You can see my data includes email addresses in different formats (including some with typos), plus some names and phone numbers as well.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image3-1.png\" data-rel=\"lightbox-image-0\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image3-1.png\" alt=\"Raw data of 20 jumbled email addresses\" width=\"1999\" height=\"1325\" \/><\/a><\/figure>\n<p>Then I used the <a href=\"https:\/\/gptforwork.com\/help\/gpt-for-sheets\/gpt-functions\/all-available-functions#gpt_extract-function\">GPT_EXTRACT formula<\/a>\u00a0from GPT for Sheets to extract email addresses.<\/p>\n<p>The GPT_EXTRACT formula is designed to find a specific type of data inside of a specified cell. The format is <code>=GPT_EXTRACT(data,what to find)<\/code>.<\/p>\n<p>My formula here for row 2, for example, is:<\/p>\n<p><code>= GPT_EXTRACT(A2, \u201cemail address\u201d)<\/code><\/p>\n<p>Here were the results for the whole column, powered by the gpt-3.5-turbo model. (Which is the least sophisticated \u2014 and therefore cheapest \u2014 model available in GPT for Sheets.)<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image4-1.png\" data-rel=\"lightbox-image-1\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image4-1.png\" alt=\"Extracted and cleaned email addresses\" width=\"1998\" height=\"1362\" \/><\/a><\/figure>\n<p>The results are almost perfect. Of the 20 rows, it failed on Row 15 with the apostrophe and Row 18 with more complex decoding. (Though I was impressed it figured out the name[at]organization[dot]extension formatting in the first place.)<\/p>\n<p>I tried again with the much more advanced gpt-4o model \u2014 and it made the same mistakes.<\/p>\n<p>So, as <em>always<\/em>, <strong id=\"figuring-out-prospec-xuqq\">ChatGPT isn\u2019t infallible but does an overall good job<\/strong>.<\/p>\n<p>And, again as always, you need to double check (or at least spot check) ChatGPT\u2019s work before you take it live into the world.<\/p>\n<h3>Figuring out prospects\u2019 first names based on their email addresses<\/h3>\n<p>Next, I wanted to try to <strong>figure out prospects\u2019 first names based on their email addresses<\/strong>. (Sure, GMass can do this already for you with our <a href=\"https:\/\/www.gmass.co\/blog\/new-feature-detect-a-persons-first-name-from-just-an-email-address\/\">first name detection feature<\/a>, but I figured I\u2019d see if OpenAI can do it too.)<\/p>\n<p>I used the <a href=\"https:\/\/gptforwork.com\/help\/gpt-for-sheets\/gpt-functions\/all-available-functions#gpt_fill-function\">GPT_FILL function<\/a>\u00a0to figure out first names from email addresses.<\/p>\n<p>With GPT_FILL, you give ChatGPT a few rows\u2019 worth of examples, then it figures out what you were doing in those examples and fills in the remaining rows.<\/p>\n<p>The format is <code>=GPT_FILL(examples, inputs)<\/code>. The examples part should include both the rows\/columns of raw data as well as the column where you cleaned up your manual examples.<\/p>\n<p>So I manually typed in the correct first names for the first three rows, then used this formula:<\/p>\n<p><code>=GPT_FILL(A2:B4, A5:A21)<\/code><\/p>\n<p>These were the results:<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image6.png\" data-rel=\"lightbox-image-2\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image6.png\" alt=\"Figuring out first names from email addresses\" width=\"1999\" height=\"1072\" \/><\/a><\/figure>\n<p>As you can see, <strong id=\"finding-phone-number-vvgj\">everything came out correct<\/strong>. ChatGPT was 20-for-20 on grabbing first names out of email addresses.<\/p>\n<h3>Finding phone numbers inside raw data, then standardizing their format<\/h3>\n<p>Finally, I wanted to see how GPT for Sheets would perform <strong>trying to find, then standardizing, phone numbers<\/strong>.<\/p>\n<p>This took two functions (I tried a few different ways to reduce this to one formula, but that was a bridge too far).<\/p>\n<p>I used GPT_EXTRACT to grab phone numbers, then <a href=\"https:\/\/gptforwork.com\/help\/gpt-for-sheets\/gpt-functions\/all-available-functions#gpt_format-function\">GPT_FORMAT<\/a>\u00a0to standardize the results in the international phone number format.<\/p>\n<p>GPT_FORMAT is a function structured as <code>=GPT_FORMAT(input, target format)<\/code>. GPT for Work doesn\u2019t specify all the potential target formats; in their examples they include ISO dates, different cases (title case, upper case, and so on), international phone numbers, and ISO currency.<\/p>\n<p>But\u2026 I also had to wrap the formatting in a Google Sheets IF statement using ISERROR, because the GPT_FORMAT would return an error if there was no phone number to be found.<\/p>\n<p>So this is the formula I put in column D:<\/p>\n<p><code>=GPT_EXTRACT(A2, \"phone number\")<\/code><\/p>\n<p>And this is the formula I put in column E:<\/p>\n<p><code>=IF(ISERROR(GPT_FORMAT(D2,\"international phone number\")), \"\", GPT_FORMAT(D2,\"international phone number\"))<\/code><\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image1-1.png\" data-rel=\"lightbox-image-3\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image1-1.png\" alt=\"Extracting and formatting phone numbers\" width=\"1999\" height=\"1281\" \/><\/a><\/figure>\n<p><strong>Once again, <\/strong><em><strong>almost<\/strong><\/em><strong>\u00a0perfect<\/strong>. It missed only on row 7, where it couldn\u2019t figure out the country code.<\/p>\n<h3 id=\"takeaways-from-using-uxqt\">Takeaways from using GPT for Sheets for data cleaning<\/h3>\n<p>Overall, even with a mistake here or there, <strong>using GPT for Sheets would be a big time saver during the data cleaning process<\/strong>\u00a0\u2014 especially with a large set of contacts.<\/p>\n<p>All of this work (including some trial and error) cost me 1 cent worth of GPT for Sheets tokens.<\/p>\n<p>Based on the handful of little mistakes, I would recommend double checking GPT for Sheets\u2019 results \u2014 but the results were awfully close overall.<\/p>\n<p>Also, I recommend that after you get results from GPT for Sheets, copy that column and use Google Sheet\u2019s <strong id=\"using-your-cleaned-a-bulv\">Edit &gt; Paste special &gt; Values only<\/strong>\u00a0to paste your results into a new column. Otherwise, GPT for Sheets has a tendency to keep re-running the formulas and driving up your costs.<\/p>\n<h2>Using Your Cleaned and Extracted Data with GMass<\/h2>\n<p>And <strong>once you have your cleaned and extracted data, it\u2019s incredibly easy to get it into a cold outreach campaign in GMass<\/strong>.<\/p>\n<p>Since <strong>GMass works inside Gmail<\/strong>\u00a0and has a <strong>native integration with Google Sheets<\/strong>, you can simply connect your Google Sheet and use mail merge to bring in your data.<\/p>\n<p>Here I connected my Google Sheet, then picked the sheet within that file that had the name, email, and phone information.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image7.png\" data-rel=\"lightbox-image-4\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image7.png\" alt=\"Connecting the Google Sheet of results to a GMass campaign\" width=\"1999\" height=\"1273\" \/><\/a><\/figure>\n<p>Now I can use mail merge to bring in the data I found.<\/p>\n<p>(Note: I used GMass\u2019s <a href=\"https:\/\/www.gmass.co\/blog\/conditional-content\/\">conditional formatting<\/a>\u00a0to say one thing if I had the person\u2019s phone number and another thing if I didn\u2019t.)<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image5-1.png\" data-rel=\"lightbox-image-5\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image5-1.png\" alt=\"The draft of the GMass campaign\" width=\"1999\" height=\"1136\" \/><\/a><\/figure>\n<p>Here\u2019s how a few of these emails look when I generate the drafts using GMass.<\/p>\n<figure style=\"text-align: center;\"><a href=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image2-1.png\" data-rel=\"lightbox-image-6\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2024\/06\/image2-1.png\" alt=\"The results after mail merge\" width=\"1999\" height=\"1068\" \/><\/a><\/figure>\n<p>If you aren\u2019t using GMass yet, you can <strong>start a free trial<\/strong>\u00a0by <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\">downloading the Chrome extension<\/a>.<\/p>\n<p>It <strong>only takes a minute to get started<\/strong>\u00a0and you <strong>won\u2019t even have to put in a credit card<\/strong>\u00a0for your trial.<\/p>\n<p>See why <strong>400,000+ people are using GMass<\/strong>\u00a0(and give it a <strong>4.8\/5-star rating<\/strong>\u00a0across <strong>10,000+ reviews<\/strong>) to send their cold emails, mail merge campaigns, and more.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As great as it would be for every dataset to come to you perfectly scrubbed, categorized, and formatted, that\u2019s rarely the case. Fortunately, AI now makes it easier\u2026<\/p>\n","protected":false},"author":29,"featured_media":24241,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[5428,4261,6,9154],"tags":[],"class_list":["post-24238","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cold-email","category-google-sheets","category-mail-merge","category-prospecting"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>How to Quickly Clean Data &amp; Extract Emails with GPT for Sheets<\/title>\r\n<meta name=\"description\" content=\"How to use GPT for Sheets to employ AI-powered data cleaning and email address and first name extraction inside Google Sheets.\" \/>\r\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\r\n<link rel=\"canonical\" href=\"https:\/\/www.gmass.co\/blog\/clean-extract-gpt-sheets\/\" \/>\r\n<meta property=\"og:locale\" content=\"en_US\" \/>\r\n<meta property=\"og:type\" content=\"article\" \/>\r\n<meta property=\"og:title\" content=\"How to Quickly Clean Data &amp; 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