Google Spreadsheet | The Blog Pros

July 11, 2019

How to Email Spreadsheets Automatically on a Recurring Schedule

Introducing Email Spreadsheets, a Google Sheets add-on that lets you automate the reporting of spreadsheet data and dashboards by email. If you are an office worker who has been emailing spreadsheets to colleagues manually, this add-on will save you a ton of time. And because it runs on the Google Cloud, your spreadsheet reports will be delivered even while you are offline or on vacation.

With Email Spreadsheets, you can schedule reports and it will automatically send them by email on a recurring schedule. You can email entire workbooks, specific sheets inside a workbook or even range of cells. Watch the video tutorial to get started.

Email Google Sheets Automatically

Go to the Google add-on store and install Email Google Sheets. Next, open any Google Spreadsheet in your Google Drive, go to the Add-ons menu inside the sheet, choose Email Spreadsheets from the dropdown and then choose Rules to create your first scheduled email report.

You are presented with a 3-step wizard to help the email schedule of your spreadsheet report.

Step 1: Select Sheet Export Options

Expand the “Select Sheets” dropdown and select one or more sheets that you would like to include in the email. Each sheet is attached as a separate file in the email but you can choose the “Merge all sheets” option to create a single file from all sheets in the workbook.
Select the export format. You can choose between PDF, Excel (xlsx), OpenDocument or CSV formats. The “Email without Attachment” option can be used to embed a specific range of cells in the email body without including any sheet as an attachment.
If you have selected PDF as the export format in step 2, you are presented with a few more options. For instance, you can change the paper orientation (Portrait or Landscape), the paper size or alter the print margins to fit more content on a page. You can choose to show gridlines, notes, sheet names and page numbers in the exported file.
(optional) The Cell Range option lets you specify a range in A1 notation and only that range will be exported in the PDF file.

Tip: Use the Preview button to test how your exported files would be like with the various export options.

Step 2: Write the Email Template

Email Template with Dynamic Sheet Cell Values

Next, we create an email template that will be sent with your reports. You can specify one or email recipients in the TO, CC, or BCC fields. Multiple email addresses should be separated by a comma.

You can also specify dynamic email recipients based on cell values in the spreadsheet. For instance, if the email address of the recipient is specified in cell B2 of a sheet titled “Employee Shifts”, you can put {{Employee Shifts!B2}} in the To field, and the add-on will pull the dynamic value from the cell at the time of sending the email report.

These dynamic cell values enclosed inside double curly braces can be used inside any of the email fields including subject, email body, and the sender’s name.

The email body can include dynamic cell values as well as ranges that make it easy of you to send portions of the spreadsheet without sharing the full workbook. For instance, you can write {{Employee Wages!B2:F9}} to include only the specific range (B2:F9) from the Wages sheet. Internally, the add-on converts the range to an HTML table, retaining all the display formatting with CSS, and embed it into the email.

You can also include standard HTML tags like H1, IMG, A, B, EM and more to include images and rich formatting in your emails.

Tip: Use the Test Email button to send an email with the exported files before setting up the schedule.

C: Create the Email Schedule

Email Sheets Daily, Hourly, Weekly or Monthly

The Google Sheets add-on includes a scheduler to help you set up recurring schedules visually. You can send email hourly, daily, weekly, monthly or even on a yearly recurring basis.

It is also possible to setup advanced schedules like:

Send a recurring email on the last working day of the month.
Send email reports every alternate day and end the reporting after 15 days.
Set up a quarterly schedule and send email reports on the first Monday of the quarter.

That’s it. After specifying the schedule, hit the Save button and your email report will be scheduled.

If you would like to edit your current email report or schedule a new report, go the add ons menu again, choose Email Spreadsheets and Rules.

Download Email Sheets

Email Google Sheets – How it works?

The add-on is written in Google Apps Script. It uses the Google Sheets API to convert sheets to PDF files and uses the Gmail API for sending the converted files as attachments.

The post How to Email Spreadsheets Automatically on a Recurring Schedule appeared first on Digital Inspiration.

February 7, 2019

Privacy Policy – Email Address Extractor

Why Add-on Needs Permission to Access your Google Account

The Email Address Extractor add-on requires access to certain services in your Google Account. Here we explain why these permissions are required and how the add-on manages your data.

Google Add-ons Permissions Explained

1. See, edit, create and delete your spreadsheets in Google Drive

The add-on is available inside a Google Spreadsheet and you manage all the settings from inside Google Sheets. The add-ons also logs all the extracted email addresses in a Google Spreadsheet. It will never read or delete any spreadsheet in your Drive.

2. Manage mailbox labels

The add-on lets you select any Gmail label (folder) from the list of available labels and extracts all emails inside that label to your Google Sheets. It only reads the list of your Gmail labels and will never delete or modify any label.

4. View and modify but not delete your email

The add-on needs access to your email to read the message body, the header and extract any email addresses found in the email to your Google Sheet. It will only read your email and never delete or send any email. It applies the label “Extracted” to email messages that have been processed and thus needs permissions to modify the email.

5. Connect to an external service

The add-on connects to the license server to verify your license key and provide access to premium feature to paid users.

6. Allow this application to run when you are not present

The add-on can extract email addresses in the background even while your computer is turned off. It create a time-based clock trigger that executes automatically at specific intervals on Google servers.

7. Display and run third-party web content in prompts and sidebars inside Google applications

The add-on is available inside your Google Spreadsheet contained in a sidebar. You can manage all the rules and manually run the download process from the sidebar.

Email Address Extractor - Privacy Policy

Please read our privacy policy.

The app will not collect your information only with your consent; it only collects the minimum amount of information that is necessary to operate the add-on.
No humans will read any of your data including email messages. If you require technical help, the app may ask you to share your add-on settings with the developer for support.
The app will not store your data on non-Google servers. All your settings are stored on Google servers inside the property store of the Google project associated with the addon.
The app will not use any of your data for market research, advertising, serving personalized content, retargeting, or recommendations.
The App will only use access to read, and modify Gmail message bodies (including attachments), metadata, headers, and settings to extract email addresses and will not use your data for any other purpose.
We will not transfer or share your information with others unless doing so is necessary to provide and improve these features, comply with applicable law, or as part of a merger, acquisition, or sale of assets.

Google sign-in will authenticate your identity and provide you the option to share certain personal information with us such as your email address. The information you provide is held in strict confidence. We collect this information to generate your user license, send payment receipts and communicate with the user about product updates.

If your personal information changes, or if you no longer desire our service, you may delete or deactivate it by uninstalling our Google add-on or by contacting us. We will respond to your request within 5 business days.

We use other third parties payment processor, such as PayPal, Instamojo, Paddle, WooCommerce and Stripe, to bill you for services and a live chat service to assist you if you have questions while using our website or regarding your order. We neither store nor have access to your credit card details.

If you have any questions or suggestions regarding our privacy policy, please contact us via email at amit@labnol.org.

September 26, 2017

How to CC or BCC Multiple Email Recipients with Gmail Merge

Let’s say you are sending out a personalized mass email using Mail Merge for Gmail but would still like to add certain recipients in the CC or BCC list.

If you would like to include the same recipient in the CC or BCC field for all merged email, go to the Add-ons menu in your Google Spreadsheet, choose Mail Merge with Attachments, Configure and put the emails in the CC or BCC input box as shown in the following screenshot.

How to CC / BCC Different People in Mail Merge

If you would like to use different CC or BCC email addresses for each recipient of Merge, here’s how to do it.

Open your Mail Merge sheet and create two additional columns. Set the header title of these columns as CC and BCC respectively. Now you can include one or more email addresses under these columns and they’ll be CCed or BCCed automatically during the merge.

Create new columns, CC & BCC, and include one or more emails (comma separated)

CC / BCC - Things to Know

Please note that Gmail counts every CC or BCC as a separate email and thus they would be counted against your mail merge quota. If you send 2 emails and each email has 1 recipient in the CC box, your effective merge quota will be reduced by 4 (2 + 2).

Also, it is not required to include yourself in the BCC list since mail merge stores all sent emails in your Gmail Sent items folder.