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 Google Sheet open 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
- You scroll through results and count them
- You click each email to read the sender address, note the subject, note the date
- You type each row into the sheet
- 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 sheet and queries Gmail directly, so you are not clicking through your inbox row by row.
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 sheet. 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 sheet. If there are 80 matching emails, you have 80 rows, ready for the legal team.
What You Get
A sheet 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, so you get the same results as if you had typed the query into Gmail's search bar. CC'd emails, aliased senders, emails with attachments — if Gmail returns them for that query, SheetXAI writes them to the sheet.
You can ask for additional columns. Add "and the first 200 characters of the email body into column D" and SheetXAI includes a snippet per row.
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. Each reply appears as a separate row. You want one row per thread.
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, and C.
When you need to cover multiple vendor domains at once
Three suppliers, three domains. You want one combined sheet.
Search Gmail for emails from '@acme-supplies.com', '@beta-parts.net', or '@coldchain-co.com' received in the last 60 days. Write sender, subject, date, and the matching 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, since those are the ones most likely to contain contract documents.
Search Gmail for all emails from '@acme-supplies.com' in the last 60 days. Write sender, subject, and date into columns A through C. In column D, write "yes" if the email had an attachment and "no" if it did not.
When you want the full analysis as well as the export
You do not just need the list, you need a count and a summary by week for the director.
Search Gmail for all 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 showing week start date and email count for that week. Add a total row at the bottom.
The pattern: instead of reading Gmail and typing into a sheet, you tell SheetXAI what you need and it does the query, the shaping, and the writing in one go.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, 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 a sheet or the Gmail in Google Sheets overview.