The Scenario
You are a platform engineer. You have just inherited a Mailtrap account from a team that left the company. The account has multiple projects, each with its own set of inboxes, and nobody documented which team owns which inbox or what each one is for.
The DevOps lead wants a mapping spreadsheet by end of day so the new team can decide what to keep, what to archive, and what to reassign.
The slow version of your afternoon:
- You log into Mailtrap and click through the projects one by one
- You write down the inbox names and emails in a notepad
- You realize the notepad format does not match the spreadsheet template your DevOps lead sent you
- You reformat everything into the template, which has different column names
- You click back into Mailtrap to verify an inbox email you wrote down wrong
- You send the sheet at 5:45 PM and three inboxes are missing because you lost count.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet that pulls the full Mailtrap project and inbox inventory and writes it into the sheet structure your DevOps lead specified.
Open the SheetXAI sidebar and type:
List all Mailtrap projects and their associated inboxes. Write project name, inbox name, inbox email address, and inbox creation date into columns A through D of this sheet, one inbox per row.
SheetXAI lists every project, every inbox under each project, and writes one row per inbox. The inventory is complete before the hour is up.
What You Get
A full inventory table in the sheet:
- Column A — project name
- Column B — inbox name
- Column C — inbox email address
- Column D — inbox creation date
Every inbox accounted for, one row per inbox. No clicking through the Mailtrap UI, no manual counting, no missing rows.
Ask SheetXAI to add a column E for "Team Owner" and leave it blank for the DevOps lead to fill in. Or ask it to flag any inbox with no messages in the last 90 days as a candidate for archival.
What If the Data Is Not Quite Ready
Inherited account audits always reveal more structure than you expected. SheetXAI handles the follow-on questions in the same session.
When you also need inbox usernames for the handover documentation
The handover doc needs the SMTP username each team was using, not just the inbox email.
List all Mailtrap projects and their associated inboxes. Write project name, inbox name, inbox email, inbox username, and inbox creation date into columns A through E, one inbox per row.
When you want to flag inboxes that might be orphaned
No one knows who owns the inboxes in the "Legacy" project and the DevOps lead wants them flagged.
List all Mailtrap projects and inboxes. Write project name, inbox name, and inbox email into columns A through C. For any inbox in a project named "Legacy" or "Old" or "Test," write "REVIEW — POSSIBLE ORPHAN" into column D.
When you need to group the output by project for readability
The DevOps lead wants the sheet organized with a blank row between projects, not a flat list.
List all Mailtrap projects and inboxes. For each project, write the project name as a header row. Then under each project, write one row per inbox with inbox name, inbox email, and creation date in columns B through D. Leave column A blank for inbox rows so the project header stands out visually.
When you need the full inventory plus a summary count for the handover report
The handover report executive summary needs a count of projects and total inboxes.
List all Mailtrap projects and their associated inboxes. Write the full inventory into columns A through D with one inbox per row. Then write a summary in cell F1 showing total project count and total inbox count. Also list any project that has zero inboxes as "EMPTY PROJECT" in column E so the DevOps lead knows which ones to archive immediately.
The pattern: instead of clicking through the UI and writing things down, you describe the output shape you need and SheetXAI builds the inventory in one pass.
Try It
Get the 7-day free trial of SheetXAI and open any sheet you use for infrastructure audits, then ask it to pull the Mailtrap project and inbox inventory. The Mailtrap integration is included in every SheetXAI plan. See also how to pull sandbox inbox messages into a QA sheet or the Mailtrap in Google Sheets overview.