The Scenario
You took over the Mailsoftly account three months ago. The previous owner tagged contacts for three years without a naming convention. You now have tags like "webinar-2022", "Webinar2022", "webinar_2022", and "wbnr-22" — all referring to the same cohort. You suspect there are at least 40 redundant tags in the account.
Before you can propose a cleanup plan to the team, you need to see every tag in one place. Not browsing the Mailsoftly UI one page at a time — all of them, in a Google Sheet, so you can sort and annotate.
The bad version:
- Open Mailsoftly's tags section, scroll through the list, manually copy each tag name and paste it into a sheet.
- Lose track of where you are after 30 tags because the list is not paginated in a way that maps to the sheet rows.
- Finish and realize you have no idea which tags have contacts assigned and which are empty.
The cleanup proposal is for next week's team meeting. You need the inventory before you can make the case.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. Through its Mailsoftly integration, it can pull the complete tag list directly into your sheet — every tag name, every ID, ready to sort and annotate.
Open a blank sheet and run this prompt:
Get all tags in my Mailsoftly account and write each tag's name and ID into columns A and B of this sheet
What You Get
- Every tag in the Mailsoftly account written into the sheet, one per row.
- Tag name in column A, tag ID in column B.
- A sortable dataset you can annotate with "keep", "merge", or "delete" in column C as part of your cleanup planning.
What If the Data Is Not Quite Ready
You want to see which tags have contacts assigned and how many
An empty tag is a candidate for deletion. A tag with 2,000 contacts assigned is not.
Get all tags in my Mailsoftly account and write each tag's name and ID into columns A and B. For each tag, also write the number of contacts currently assigned to it into column C.
You want to identify tags that look like duplicates — same root, different formatting
Tags like "webinar-2022" and "Webinar_2022" are likely the same thing. You want to flag them.
Get all tags in my Mailsoftly account and write tag name and ID into columns A and B. Then identify any groups of tags that appear to be variations of the same word or phrase — differing only in casing, underscores, hyphens, or numbers — and flag them in column C with 'POSSIBLE-DUPE'.
You want to sort the tag list by age or creation date
Some tags haven't been used since 2021. If Mailsoftly returns any date metadata, you want it.
Get all tags in my Mailsoftly account and write every available field — name, ID, created date, or any other metadata — into this sheet with one tag per row. Sort the results by creation date ascending so the oldest tags appear first.
Pull the full tag list, flag duplicates, identify empty tags, and prepare a cleanup plan sheet
You want a structured cleanup document that the team can use to make decisions, not a raw list.
Get all tags from Mailsoftly with name, ID, and contact count per tag. Write them into this sheet. Flag tags with zero contacts in column D with 'EMPTY'. Identify naming variations of the same root word and group them in column E with a shared group ID. Sort by group ID first, then by contact count descending within each group. This output will be used for a consolidation review.
Tag pull, duplicate detection, empty identification, and sort — all in one prompt.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull your entire Mailsoftly tag inventory and flag potential duplicates in a single prompt. See also: Bulk assign tags to Mailsoftly contacts and the Mailsoftly overview.