The Scenario
You are a procurement manager. Your director asked you on Friday afternoon for a vendor communication audit, all emails from three suppliers in the last 60 days, with sender, subject, and date, so the legal team can review before Monday's contract renewal meeting.
You have a blank Excel workbook open on OneDrive and about 90 minutes before you need to leave.
The bad version:
- You open Gmail and search for each vendor domain one at a time
- Gmail shows results in the UI but there is no "export to Excel" option
- You read each email, note the sender, note the subject, note the date
- You type it into the workbook row by row
- You realize you missed a supplier's subdomain and have to redo 30 rows
- You leave for the weekend having logged 40 emails and given up on the other 60.
The fast version is three prompts, one per vendor.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads your workbook and queries Gmail directly, so you are not clicking through your inbox row by row and typing into Excel.
Open the SheetXAI sidebar and type:
Search Gmail for all emails from '@acme-supplies.com' received in the last 60 days. Write sender address, subject line, and received date into columns A, B, and C of this workbook. Start at row 2 and label the headers in row 1.
SheetXAI runs the Gmail search, fetches every matching message, and writes the results into the workbook. If there are 80 matching emails, you have 80 rows, ready for the legal team.
What You Get
A workbook with one row per matching email:
- Column A — sender address
- Column B — subject line
- Column C — received date
- Row 1 — headers, written automatically
The search uses Gmail's actual search operators. CC'd emails, aliased senders, emails with attachments — if Gmail returns them for that query, SheetXAI writes them to the workbook.
What If the Data Is Not Quite Ready
Inbox audits rarely have clean boundaries. SheetXAI handles edge cases in the same prompt.
When you need to deduplicate thread replies
The vendor replied to a thread ten times and each reply is a separate row.
Search Gmail for all emails from '@acme-supplies.com' in the last 60 days. Deduplicate by thread — keep only the most recent message per thread. Write sender, subject, and date into columns A, B, C.
When you need to cover multiple vendor domains at once
Three suppliers, three domains. You want one combined workbook tab.
Search Gmail for emails from '@acme-supplies.com', '@beta-parts.net', or '@coldchain-co.com' in the last 60 days. Write sender, subject, date, and vendor domain into columns A through D. Sort by vendor domain then by date descending.
When the audit needs to flag emails with attachments
Legal wants to know which emails had attachments.
Search Gmail for all emails from '@acme-supplies.com' in the last 60 days. Write sender, subject, and date into columns A through C. Write "yes" in column D if the email had an attachment, "no" if not.
When you want the full analysis alongside the export
The director also wants a count and a summary by week.
Search Gmail for emails from '@acme-supplies.com' in the last 60 days. Write sender, subject, and date into columns A through C on the Raw Data tab. On the Summary tab, write a row per week: week start date and email count. Add a total row at the bottom.
The pattern: instead of reading Gmail and typing into Excel, you tell SheetXAI what you need and it does the query, the shaping, and the writing in one pass.
Try It
Get the 7-day free trial of SheetXAI and open a blank workbook, then ask it to pull emails from Gmail matching any search query. The Gmail integration is included in every SheetXAI plan. For related workflows, see how to export all Google Contacts to Excel or the Gmail in Excel overview.