The Scenario
You are a sales ops analyst. Last quarter's pipeline review surfaced a question nobody could answer on the spot: how many inbound emails did the team actually receive from the prospect domains on the outreach list? The VP asked you to pull the data before this Friday's review. You have an Excel workbook with 30 prospect domain names in column A. The answer is sitting somewhere in the Zoho Mail inbox.
The bad version:
- Open Zoho Mail, click the search bar, type the first domain from the workbook into a from: query, scroll through results, count the messages, note the sender name and subject of the most recent one, go back to the workbook, write those three values into columns B, C, and D for row 2.
- Close the search, click the search bar again, type the next domain, repeat.
- Do this 30 times, manually transcribing results from the inbox into the workbook, hoping you do not misread a date or paste a result into the wrong row.
By row 15 the process starts to blur. By row 25 you are questioning your own column assignments. And if the search returns more than one page of results, you have to decide on the spot whether to count them all or just note the most recent one. The inbox has the data. The workbook needs the data. There is no clean way to move between them without this grind.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent embedded in your Excel workbook. It reads the domain list in your workbook and queries your Zoho Mail inbox directly, writing results back into the workbook row by row. Open the sidebar, describe the lookup.
Search my Zoho Mail inbox for emails from each domain in column A of this Excel table and add a new row for each result showing sender, subject, and date received
What You Get
- For each domain in column A, SheetXAI queries the Zoho Mail inbox and pulls matching inbound messages.
- Each result gets its own new row: sender address, subject line, and date received.
- If a domain has no matching inbox messages, that row gets a "No results" note in column B so you know the search ran and returned nothing.
- The result rows are grouped by domain, making it straightforward to count inbound volume per prospect without a pivot table.
What If the Data Is Not Quite Ready
The domain list has duplicates that would cause redundant searches
Before searching, deduplicate the domain list in column A — remove any repeated entries and note which were removed in column B — then search my Zoho Mail inbox for each unique domain and write results into columns C, D, and E
You need message count, not just the most recent message
For each domain in column A, search my Zoho Mail inbox and write the total message count into column B, the most recent sender into column C, and the most recent subject into column D — then sort the results in descending order by count
The search needs to be scoped to a specific folder, not the full inbox
Search only the Prospects folder in my Zoho Mail for emails from each domain in column A — write the matching email count, latest sender, and latest subject into columns C, D, and E
Clean the domain list, search, count, and sort in one shot
Remove duplicate and blank entries from column A, then for each remaining domain search my Zoho Mail inbox and write the total message count into column B, the most recent sender into column C, and the most recent subject into column D — sort the final output by column B descending so the highest-volume domains are at the top
Combining the cleanup and the search in one prompt means the result set you hand to the VP is sorted and deduplicated when it arrives.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook with a list of domains or keywords you want to trace through your inbox, then ask it to run the search. See also: Fetch full email bodies by message ID. Or return to the Zoho Mail hub.