The Scenario
You inherited the Mailsoftly account from someone who left the company eight months ago. You have no idea how many contacts are in it, whether any lists overlap, or if the same person is subscribed under three different email addresses. Before the team migrates to a new platform, someone has to audit what is actually in there.
That someone is you. You need the full contact list in a Google Sheet where you can sort, filter, and flag duplicates without touching the Mailsoftly interface row by row.
The bad version:
- Navigate to Mailsoftly's export screen and download a CSV of the main contact list.
- Open the CSV in Sheets — except the columns are not in the order you want, some cells have encoding artifacts, and the tags field comes through as a semicolon-separated string.
- Spend the next hour reformatting, splitting the tags column, and writing a dedup formula that flags the rows you need to review.
You were supposed to have a draft of the migration plan ready by end of week. Reformatting CSVs is not analysis — it just feels like it.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and, through its built-in Mailsoftly integration, can pull contact records directly into your sheet — formatted, placed in the right columns, and ready to work with.
Open a clean sheet and run this prompt:
Fetch all contacts from our main Mailsoftly contact list and write their email, first name, last name, and assigned tags into columns A through D in this sheet, then identify any duplicate email addresses and flag them in column E with 'DUPLICATE'
What You Get
- Every contact from the Mailsoftly list written into the sheet, one per row, with email in A, first name in B, last name in C, and tags in D.
- Column E populated with DUPLICATE for any email that appears more than once, and left blank for unique records.
- A clean, sortable dataset ready for migration review, without any intermediate CSV handling.
What If the Data Is Not Quite Ready
The tags field comes through as a combined string and you need one column per tag
Some contacts have multiple tags and you want each one in its own column for filtering.
Fetch all contacts from our main Mailsoftly contact list and write email to column A, first name to column B, last name to column C. If a contact has multiple tags, write each tag into a separate column starting at column D, extending as many columns as needed.
You need contacts from three different Mailsoftly lists combined into one sheet
Each list covers a different campaign and there is overlap — some contacts appear in multiple lists.
Fetch all contacts from the Mailsoftly lists named 'Newsletter', 'Q1 Campaign', and 'Product Launch'. Combine them into this sheet with email in column A, first name in column B, last name in column C, list name in column D, and tags in column E. Flag rows where the same email appears across multiple lists in column F with 'MULTI-LIST'.
You only want contacts who have at least one tag assigned
Untagged contacts are not part of the migration scope — they are likely leftovers from a test import.
Fetch all contacts from our main Mailsoftly list. Only write contacts who have at least one tag assigned. Use columns A through D for email, first name, last name, and tags. Write the total count of excluded untagged contacts in cell F1.
Pull the full list, flag duplicates, remove untagged contacts, and sort for review
You need a clean, prioritized view for the migration team — all in one shot.
Fetch all contacts from our main Mailsoftly contact list. Write email to column A, first name to column B, last name to column C, tags to column D. Flag duplicates in column E with 'DUPLICATE'. Mark contacts with no tags in column F with 'UNTAGGED'. Sort the results so DUPLICATE rows appear first, then UNTAGGED rows, then clean records. Write a summary in row 1 showing total contacts, duplicate count, and untagged count.
Ask for the retrieval, the flagging, and the sort order together — they all come back in one response.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull your Mailsoftly contact list and flag duplicates in a single prompt. See also: Bulk import contacts into Mailsoftly and the Mailsoftly overview.