The Scenario
You are a QA engineer cutting over a transactional email system to production in 72 hours. You need to verify that test sends from three Mailtrap sandbox inboxes hit the right recipients, used the right subject lines, and produced clean output.
The evidence needs to be in a shared Excel workbook so the engineering lead and the product manager can sign off without logging into Mailtrap.
The bad version:
- You log into Mailtrap, open inbox one, read through messages one by one
- You copy subject lines and recipients into the workbook by hand
- You repeat for inbox two and inbox three
- You realize you missed two messages in inbox one and go back
- The sign-off is delayed and the launch slips 24 hours.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads your Mailtrap sandbox inboxes and populates the audit tab for you.
Open the SheetXAI sidebar and type:
List all messages from Mailtrap inbox IDs [inbox_id_1], [inbox_id_2], and [inbox_id_3]. Write inbox name, subject, recipient, sender, and received timestamp into columns A through E of the Audit tab. Sort by inbox name then received timestamp ascending.
SheetXAI fetches messages from all three inboxes and writes one row per message. The audit tab is populated in seconds.
What You Get
A structured audit log in the workbook:
- Columns A–E — inbox name, subject, recipient, sender, timestamp
- Every inbox, every message — nothing missing because you lost count
- Sorted — inbox name then timestamp, so the QA review flows logically
The engineering lead and PM can filter by inbox name and sign off without opening Mailtrap.
What If the Data Is Not Quite Ready
QA audits always surface edge cases. SheetXAI handles them in the same prompt.
When you need to flag messages with unexpected subject line patterns
List all messages from Mailtrap inbox ID [inbox_id]. For each message, check if the subject matches the pattern "Welcome, " followed by a name. Write "SUBJECT MISMATCH" into column F for any that do not match. Write the count of mismatches into cell H1.
When you only want messages from a specific sender domain
List all messages from Mailtrap inbox ID [inbox_id] where the sender address ends in "@staging.yourcompany.com." Write subject, recipient, and timestamp into columns A through C for matching messages only.
When you need to verify that all expected recipients received a message
List all messages from Mailtrap inbox ID [inbox_id]. Cross-reference the recipient list in column A of the Audit tab against the messages. Write "RECEIVED" in column B for addresses that received at least one message, or "MISSING" for those that did not.
When you need a full audit trail plus a pass/fail summary for the launch checklist
Fetch all messages from Mailtrap inbox IDs [inbox_id_1], [inbox_id_2], and [inbox_id_3]. Write all messages into the Audit tab with inbox name, subject, recipient, sender, and timestamp. Write a summary table in the Summary tab with one row per inbox: inbox name, actual message count, expected count from column A of Summary, and PASS/FAIL based on whether actual equals expected.
The pattern: instead of clicking through three inboxes and assembling the audit by hand, you describe the whole audit in one prompt.
Try It
Get the 7-day free trial of SheetXAI and open any workbook you use for QA tracking, then ask it to pull sandbox inbox messages from Mailtrap. The Mailtrap integration is included in every SheetXAI plan. See also how to push a template library into Mailtrap or the Mailtrap in Excel overview.