How to Use Email Automation in Excel XLBooster Email Workflow Tool

Product reviewed

XLBooster Email Workflow Tool (Excel Booster) — an Excel-based automation suite for:

• sending customized emails,
• generating PDFs from Word templates,
• sending payment reminders (including QR codes),

…without manual copy/paste or mail merge workflows.

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Key features mentioned

1) Email automation from Excel data

• Uses Excel sheets as the data source.
• Maps Excel columns into:
  • To (e.g., column A in the example),
  • CC (e.g., column B),
  • Attachments (e.g., column C).
• Supports customized email body and subject using dynamic fields (e.g., client name, due amount, due date, etc.).

2) Built-in automations (4 total)

Gmail Sender Pro

• Sends emails “from Gmail” even while working from Excel.
• Requires a Gmail app password (not the normal Gmail password) for third-party access.
• Sends multiple emails in a batch (no manual work per recipient).
• Mentions Gmail daily sending allowance of 500 (as stated in the video).

Outlook Sender Pro

• Similar automation for sending via Outlook.
• Requires Outlook to be started for sending to work.
• Notes potential issues with multiple Outlook logins; suggests using Outlook Classic.
• Allows setting the “send from” email ID (or defaults to the Outlook default account).

Payment Reminder Pro

• Sends payment reminder emails with a QR code.
• QR code is intended so scanning it triggers payment to a specified UPI ID.
• Requires entering the UPI ID in the settings.
• Fills the email content dynamically from Excel columns (amount, due date, invoice/account info).
• Includes a warning: if the UPI ID is wrong, payments will go to the wrong place—so verify it.

PDFs from Word templates (instead of mail merge)

• Generates individual PDFs per row/client from a Word template.
• Supports dynamic fields inside the Word document using special placeholders (as demonstrated).
• Allows customizing output PDF naming using a column (e.g., candidate/reference ID).
• Notes limitations of mail merge:
  • prepares the full document at once,
  • may not create separate multi-page PDFs per person the same way,
  • can’t customize PDF names as flexibly.

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User experience / workflow (as shown)

Setup required (first time)

• Gmail Sender Pro
  • Create a Gmail app password once.
  • Paste it into XLBooster settings.
  • The video emphasizes the password is stored on the PC and doesn’t need repeated entry.
• Outlook Sender Pro
  • Ensure Outlook is running.
• Payment Reminder Pro
  • Set UPI ID in settings.

Testing and preview

• Shows email previews for the selected/first row.
• Lets you choose which rows to send (e.g., row 2 to row 6).

Batch sending

• Gmail
  • Shows batch progress (“sending…”) and can confirm receipt content.
• Outlook
  • Shows statuses in the Outbox.
  • May require synchronization; demo mentions occasional Outlook connection errors, but suggests it should send once Outlook reconnects.

PDF generation

• Create a Word template with dynamic fields.
• XLBooster generates PDFs into a chosen folder.
• Demo reports ~10–15 seconds for ~20 files (20 PDFs).

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Pros (explicitly or clearly implied)

• Eliminates manual copy/paste and repetitive work across departments (Marketing, Sales, HR, Accounts).
• Dynamic personalization:
  • Subject and body can include client-specific data (name, due amount, due date, etc.).
• Avoids mail merge drawbacks by generating separate PDFs per recipient and enabling better filename control.
• Supports attachments per recipient (attachments can be sourced from Excel).
• Payment reminders with QR code + UPI automation concept:
  • Scanning QR makes payment easier.
• Batch processing for many recipients (mentions 100–500 scale scenarios).

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Cons / drawbacks mentioned

• Gmail requires app passwords (extra initial setup).
• Password formatting issue:
  • App passwords may contain spaces every four characters; spaces must be removed when pasting into XLBooster.
• Outlook requirements and reliability
  • Outlook must be started; sending can fail temporarily if not connected.
  • Demo shows an Outlook error (“temporarily closed / unable to connect”), implying occasional connectivity/sending issues.
  • Recommends Outlook Classic due to issues with the “new look.”
  • Multiple logged-in Outlook accounts can cause problems unless “send from” is configured carefully.
• Payment reminder risk
  • If UPI ID is entered incorrectly, QR scan payments go to the wrong UPI—must verify.

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Comparisons made

• Against manual email sending
  • Manual copy/paste is framed as common and labor-intensive.
• Against Mail Merge
  • Excel Booster’s PDF generation is presented as better because mail merge:
    • prepares the document as one,
    • doesn’t create per-recipient PDFs as described,
    • doesn’t support customized PDF naming as flexibly.
• Against CRM tools
  • Claims similar workflows without buying a CRM.
  • Mentions CRM pricing range of ₹8,000–₹99,000 per month, implying Excel Booster can be cheaper after purchase.

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Numerical / rating info included

• Gmail daily sending limit mentioned: 500 emails/day
• Demo PDF generation timing: ~10–15 seconds for ~20 files
• CRM cost comparison: ₹8,000–₹99,000/month (as claimed)

(No star ratings or score out of 10 were provided.)

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Overall verdict / recommendation

Recommended if you need Excel-driven, batch email automation with personalization and attachments, plus optional per-row PDF generation and payment QR reminders.

It appears especially useful for businesses handling repetitive outbound communications (invoices, receipts, reminders, HR letters). The biggest practical considerations are:

• initial Gmail app-password setup,
• Outlook connection/startup requirements,
• verifying the UPI ID for QR payment reminders.

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Unique points mentioned about the product (consolidated list)

• Automates emails from Excel data across many departments.
• Supports customized To/CC/attachments via column mapping.
• Uses dynamic fields for subject/body personalization.
• Provides 4 automations: Gmail Sender Pro, Outlook Sender Pro, Payment Reminder Pro, PDF from Word templates.
• Gmail automation requires Gmail app password (not the main password).
• App password handling includes removing spaces.
• Gmail batch sending referenced up to 500/day.
• Outlook automation requires Outlook running and prefers Outlook Classic.
• Outlook sending can show statuses in Outbox and may need reconnection.
• Payment Reminder Pro generates QR-code payment reminders tied to a configured UPI ID.
• Warns QR payments go to the configured UPI (double-check it).
• PDF generation from Word templates avoids mail merge limitations.
• Generates separate PDFs per recipient and allows naming (unique filename requirement noted).
• PDF generation performance demo: ~10–15 sec for 20 PDFs.
• Positioned as a cheaper alternative to expensive CRMs.

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Speakers/views

• The subtitles appear to reflect one main presenter throughout (no clearly distinct multi-speaker perspectives beyond the demo/steps).