Recurring email from Google Sheets : Step by step guide

Recurring email from Google Sheets : Step by step guide

Discover how to generate regular emails from Google Sheets with our in-depth how-to. Learn how to create email templates, choose which sheets to export, tweak PDF settings, and set up email schedules. Automate your email procedures right away!

We’re glad you’re here to learn how to automate regular emails using Google Sheets. While sending repetitive emails might be time-consuming, you can optimize the process and gain significant time back with the correct tools and strategies. This tutorial will lead you through the process of setting up a system that routinely emails your Google Sheets data automatically. Let’s get going!

Email Google Sheets Automatically:

In this case, there are two sheets in our Google Spreadsheet. A data table is present on the first sheet, and an image chart and a well-organized table are displayed on the second page. Our goal is to develop a planned procedure that, on the first Monday of every week, emails the data from these sheets, along with the charts. You’ll be able to build up a productive system for simplified email communication right from Google Sheets by following the instructions provided in this article. Let’s get going!

Choosing the Sheets to Export:

Install the Email Google Sheets addon from the Google Marketplace to get going. Open any Google Spreadsheet on your Google Drive once it has been installed. Select “Email Spreadsheets” from the drop-down menu under the Extensions menu in the spreadsheet. To start the app, click “Open.

“The “Create Workflow” button is located inside the Email Spreadsheets app. To start setting up your first scheduled email report, click on it.

The current workbook’s available sheets will be listed on the screen. You can select which individual sheets to include in the upcoming email. You have the option to export sheets in the following formats: PDF, Excel, CSV, or PNG images. Each page will have its own file attached to the email. As an alternative, you can use the “Entire Workbook” option to combine all of the sheets into one document.

You can use dynamic markers to give the exported files specific file names. For instance, the current day and month will be added to the exported sheet name if you use the marker “{{Sheet Name}} {{Day}}-{{Month}},”.

Using the A1 notation, you can specify a specific cell range in a huge Google Sheet table (for example, A1:G14). By doing this, the content of the email will be optimized because only the specified range will be exported.

You can quickly set up scheduled email reports for your Google Sheets by following these instructions, making it simple and convenient to distribute data.

Keep in mind that effective communication and consistent data exchange are crucial to streamlining operations and maintaining organization.

Personalized PDF Export Options:

You have the option to customize the Google Sheets export PDF layout using the Email Google Sheets addon. You can quickly change the paper orientation, from Portrait to Landscape, to suit your tastes. To maximize space and fit more information on each page, alter the paper size and print margins. Gridlines, notes, sheet names, and page numbers can also be displayed in the exported file. By using these customization tools, you can adapt the PDF layout to your particular requirements and make sure that the Google Sheets files you export are both aesthetically pleasing and well-structured.

Creating the Email Template:

Let’s go on to developing the email template that will go with your reports. In the TO, CC, or BCC fields, you may choose whether to list one or several recipients.

Additionally, the add-on enables you to choose dynamic email recipients based on spreadsheet column values. For instance, if the recipient’s email address is kept in cell B2 of a worksheet called “Employee Shifts,” you can enter “Employee Shifts!B2” in the To field. The add-on will automatically retrieve the dynamic value from the designated cell when the email report is sent.

Email fields like the subject, email body, and sender’s name can use these dynamic cell values contained in double curly braces.

Dynamic cell values and specified ranges can be included in the email body, allowing you to send only a subset of the workbook rather than the complete spreadsheet. You can only include the specified range (B2:F9) from the Wages sheet by using the notation “Employee Wages!B2:F9,” for example. The add-on embeds the range into the email after internally converting it into an HTML table and keeping all display formatting with CSS.

Use the special {{Chart}} marker found in the email editor’s markers dropdown to insert charts and timelines straight into the message body. Additionally, companies can add their own signature and brand to the email body to personalize it.

Organize your email schedule:

You may easily create repeating plans with the help of the Email Google Sheets add-on’s practical email scheduler.

The frequency of email distribution can be programmed to occur hourly, daily, weekly, monthly, or even yearly with this user-friendly scheduler. You can also choose to omit certain dates, guaranteeing that your spreadsheet won’t be emailed on certain days.

Simply save the procedure after configuring the desired schedule for immediate activation. Additionally, by adding other procedures, you may create several emails from the same Google Spreadsheet, opening up even more opportunities for automation.

A strong tool that makes it easier to automate email reports for spreadsheet data and dashboards is the Email Spreadsheets add-on. Please visit the Google Workspace Marketplace to download and find more information about this add-on.

You may speed up your reporting process, save time, and make sure that your spreadsheet data is effectively sent to recipients via email by utilizing the features of the Email Google Sheets add-on. Utilize this helpful tool to improve your email automation experience.


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