Send & Email Google Spreadsheet Plugin FAQ

Can’t find an answer in the below FAQ list? Write me via my contact form.

Inhalt

How does the “Schedule & Send Email” Add-On work?

The main idea of the Schedule & Send Email Add-On is that you schedule emails on a regular basis in order to send Spreadsheet data automatically to the email inbox of your recipients. Optionally you can save your files in Google Drive too e.g. for documentation reasons. Both is especially required when you create reports or dashboards with the use of the Google Analytics Spreadsheet Add-On.

The following settings and features are available:

Report Settings

With the report settings you can define which of your sheets you want to convert. Use the “Edit Report Settings” Button to define your report settings.

Edit Report Settings Button

Screenshot: Edit Report Settings Button

A pop-up opens which looks like this:

Email Settings

Screenshot: Report Settings

You can convert one, several or your entire spreadsheet as PDF, Microsoft Excel or CSV files. For this you can select the paper size e.g. A4 or A5 as well as the paper layout e.g. portrait or landscape.

Choose a desired filename including the current date or other dynamic cell values of your spreadsheet or just the current sheet name for more descriptive email attachments.

Email Settings

You can then define to which you want to send your reports per email by using the “Edit Email Settings” button.

Email Settings

Screenshot: Edit Email Settings Button

A pop-up opens which looks like this:

Email Settings

Screenshot: Email Settings

The Email settings contains of the typical functionality: A To, CC, BCC, subject and body field.

For sending your sheets to several recipients simply add several email addresses in the designated text field and separate several addresses via a semicolon.

Insert dynamic values to your email settings like current date in the email subject or important spreadsheet metrics in the email body.

Save your settings. The pop-up closed.

You can now send the sheet(s) manually to your recipients. This is helpful when you want to test your setup and send a test email to you, before you start sending it to e.g. your boss.

Furthermore this is also helpful when you often need to send Spreadsheet data manually per email but don’t want to export the files and attach it to you email client each time.
Choose the “Send Email Now”-Button for manual sending.

Optionally you can save your files in Google Drive too e.g. for documentation reasons.

Please note: Saving files to Google Drive is an experimental feature which will be improved in future.

Schedule Report

Next to the manual email sending, set up a schedule on a one time, hourly, daily, weekly and monthly basis for reporting automation. For this, choose the “Edit Schedule Setting” button to open the settings field.

Edit Schedules

Screenshot: Edit Schedules Settings Button

A pop-up opens which looks like this:

Schedule Settings

Screenshot: Schedule Settings

Click on “Add” to add a new email schedule. You can create one or multiple schedules for each of your spreadsheets.

For example, if you wish to automatically send your reports only on weekdays add five “daily” email schedules – one for each weekday. Note: There is no “weekdays” option. Instead you can add multiple schedules for multiple requirements. If you want to send your Monday-schedule between 8am and 9am and your Tuesday-schedule between 4pm and 5pm, etc. you can simply create this according to your specific needs. This makes the Add-On much more flexible and dynamic, instead of adding a static weekday-schedule.

Save your predefined settings. The pop-up closed.

Enable & Disable Schedule

Start scheduling your emails by clicking the green “Enable Schedule” button. You will be noticed that scheduling is enabled via a green bar at the top of the add-on.

To disable scheduling for one specific person, delete this person from the email addresses field. Save and schedule your settings again.

To disable scheduling for all persons, click the red “Disable Schedule” button. You will be noticed that scheduling is disabled via a red bar at the top of the add-on.

If you like my add-on, please give me some starts: Rate and comment on Google Spreadsheet store.

Can I send the emails to multiple recipients at once?

Yes, for sending your sheets to multiple recipients at once simply add several email addresses in the designated text field and separate several addresses via a comma.

The same applies to CC and BCC field too.

Email Settings

Screenshot: Email Settings – Multiple Recipients

Can I manually send emails (without scheduling)?

Yes, you can send sheets manually to your recipients. This is helpful when you want to test your setup and send a test email to you, before you start sending it to e.g. your boss.

Furthermore this is also helpful when you often need to send Spreadsheet data manually per email but don’t want to export the files and attach it to you email client each time.

Choose the blue “Send Email Now”-Button in the Email Settings for manual sending.

Send Email now

Screenshot: Send Email now

Can I save the files to Google Drive?

Yes, optionally you can save your files in Google Drive. This is especially helpful for documentation reasons.

Please note: Saving files to Google Drive is an experimental feature which will be improved in future.

To do so, check the „Save to Google Drive too [BETA]“ checkbox in the Email Settings pop-up and save your schedule.

Please note: You can’t save your files to Google Drive without scheduling your reports because you need to specify when the saving should happen.

How can I disable the automatic scheduling?

To disable scheduling for one specific person, delete this person from the email addresses field. Save and schedule your settings again.

To disable scheduling for all recipients, click on the “Disable Schedule” button. You will be noticed that scheduling is disabled via a red bar at the top of the add-on.

After saving the schedule, the loading icon didn’t stop loading. What can I do?

Please try to use the Schedule & Send Email Add-On in another spreadsheet first.

1) If there is the same issue, please try to de-install and re-install the plugin again.

If this also doesn’t help, have a look in your developer console and send me the error message (screenshot or text or both) via my contact form. I will then have a more detailed look on that. You will find the developer console in Google Chrome browser while pressing F12: A pop up opens where you can navigate to the second tab called „Console“. Refresh your site with F5 and have a look on the error message which appears there.

2) If the Add-On works in another Spreadsheet but not in your required, please find the hidden sheet “data-analyticskiste-emailschedule” at the bottom of your Spreadsheet, next to the first sheet name, as you can see in the following screenshot:

Google Spreadsheet Add-On Hidden Field

Screenshot: Google Spreadsheet Add-On Hidden Sheet

Open the sheet to unhide it and delete it afterwards. Save your Email schedule again. The Add-On settings will be reset and should work now.

If not, go further with the first step above.

Where can I see and manage my scheduled emails on each spreadsheet?

Currently there is no further user interface to manage all email schedules on all your spreadsheets, this must be done individually for each Spreadsheet.

Is it possible to schedule more than one email schedule per document?

Yes, this feature is available since May 2018.

You can now add multiple email schedules to your worksheet via the Schedule Settings.

Open the „Schedule Settings“:

Edit Schedules

Screenshot: Edit Schedules Settings Button

A pop-up opens which looks like this:

Schedule Settings

Screenshot: Schedule Settings

Set up a schedule on a one time, hourly, daily, weekly and monthly basis for reporting automation. Click on “Add” to add a new email schedule. You can create one or multiple schedules for each of your spreadsheets.

Save your predefined settings. The pop-up closed.

Please note: Google has several quotas and limits on the Google Spreadsheet API. That’s why it might be possible that you fall in one of these when using multiple schedules to sent emails.

Is there any way to have a Monday to Friday daily schedule option (no Saturday and Sunday included)?

Yes, this feature is available since May 2018.

You can now add multiple email schedules to your worksheet like one for each weekday (Monday to Friday).

Note: There is no “weekdays” option. Instead you can add multiple schedules for multiple requirements. If you want to send your Monday-schedule between 8am and 9am and your Tuesday-schedule between 4pm and 5pm, etc. you can simply create this according to your specific needs.

This makes the Add-On more flexible and dynamic, instead of adding a static weekday-schedule.

I need to send reports every 4 hours. Is this possible?

Yes, this feature is available since May 2018.

You can now add multiple email schedules to your worksheet like for every 4 hours.

Note: There is no “every four hours” option but you can do a workaround here by setting up 6 schedules, one for every four hours a day. Let’s say you want to start at 4am, next email should be send at 8am, next email at 12am, next email on 4pm, and so on. You can now create one “daily” email schedule for each of these hours.

This makes the Add-On more flexible and dynamic, instead of adding a static “every one hour, every two hours, every three hours, every four hours, etc” option.

Is it possible to plan the schedule for a specific date in future and send it just once?

Yes, this feature is available since May 2018.

You can now add a “one time” schedule for a specific date in future which will only be send once.

Can I schedule my emails to a specific time like 2:30 pm?

Unfortunately it is not possible to choose a specific time like 2:30 pm to send the reports because Google didn’t allow that. Instead it is possible to choose a specific hour of the day like from 2am to 3am or from 4am to 5am.

Is it possible to have smaller time frames for sending daily emails?

Unfortunately it is not possible to have smaller time frames for sending daily emails because Google didn’t allow that. Instead it is possible to choose a specific hour of the day like from 2am to 3am or from 4am to 5am.

 

Is it possible to send emails only if a cell is filled with data?

This feature is already on my TODO list and will come in the next updates, hopefully soon.

As soon as I got the issue I will add the solution in the Rleases Notes of the Plugin; by the way in the Release Notes you find all latest updates and bug fixes including a description how to solve a problem. Furthermore I listed all the upcoming features which are on my TODO liste.

Can I run a Google Script before the email sends?

Currently not, because I want to make the plugin useable for everybody with very different use cases and I don’t want to make it super complicated for other users. That’s why it is mainly important to me to only add features which are of value for many people.

But feel free to send me your specific use case via the contact form: In this way I could already help several people with very specific use cases and we always came to the conclusion that the Add-On already worked fine for that.

Can I insert a dynamic cell value into the email To-field?

Yes, this feature is available since January 2018 to the To, CC, BCC, email subject and email body field. You can now dynamically add the current date or any cell value to the above fields.

Date Value

Use the „Current Date“ button in the Email settings to include the current date in your subject and email body.

Current Date Button Email Settings

Screenshot: Email Settings – „Current Date Button“

You can manipulate the date by increasing or decreasing the number of days via „+Value“ and „-Value“. For example: If you want to get the date from yesterday change the date-variable to the following: {%Date-1%}

Cell Value

Use the „Cell Value“ button in the Email settings to use the value of any cell in your spreadsheet and insert it to the subject or email body.

Email Settings Cell Value

Screenshot: Email Settings Cell Value

The value is taken from the current cursor of your current sheet. For example: I am currently in the „Features/Road Map“ sheet and my cursor is on the cell A3. So the value of this cell will be included in my email body.

The great thing of this feature is the dynamic usage: If the cell A3 dynamically changed daily, you will get the daily value of this field in your email body.

Use Case #1: You can send your emails only to the person stored in cell C3 and BCC it to emails stored in cell C4.

Use Case #2: You can also add important information dynamically to the subject line of your email: For example the conversion rate of your ecommerce reports or the name of the campaign you are reporting for.

Use Case #3: You can even add a short summary to the email body, extracting dynamically the most important information of your attachment and write it to the email body.

I am trying to send emails to a group email address under G-Suite. Individual emails are working fine but the group email addresses are not working, why?

Unfortunately Google has a limit here in which you might fall: You can send one email message to a maximum of 50 recipients only.

Do you have more than 50 people in your email group?

If yes, it depends on the email provider you currently use how the emails get processed.

  • If you are using a Gmail-group, Google automatically split the group emails to the different people. For example, when you have 100 people in your group, Google sends 100 emails, one for each person in the group.
  • If you are using any other provider like GoDaddy, your email is first sent to the group-email address. Second GoDaddy splits the group-email and sends one message to each person within the group. In this case you can send the email to much more than 50 people because the provider take care differently to send messages.

In which timezone the emails got send?

Timezone is taken from the Spreadsheet settings which you can found in Google Spreadsheet under File → Settings for this spreadsheet → General.

Google Spreadsheet Add-On Timezone Setting

Screenshot: Google Spreadsheet Add-On Timezone Setting

If your emails are not correctly send, please check your timezone settings first. For example, if you are in New York and wondering why your emails were sending 6 hours earlier than you requested, it might be because of wrong timezone settings.

If this is the case, change the timezone to the correct one.

Please note: You have to re-save your schedule before the emails could be send in your choosen timezone. Otherwise the Add-On is not aware of the changes.

Is it possible to set up my own SMTP server and the sender’s own email address?

I am not sure if Google allows the connection to an own SMTP… Nevertheless I think this is a very, very advanced feature which only a very short group of people need and will use, so I think this feature will not be incldued in the „Schedule and Send Email“ Add-On.

This is especially to reduce complexity and make the usage of the Add-On as easy as possible for everybody.

Is there an inline HTML option available?

Unfortunately not yet but this feature is already on my TODO list and will come in the next updates, hopefully soon.

As soon as I got the issue I will add the solution in the Rleases Notes of the Plugin; by the way in the Release Notes you find all latest updates and bug fixes including a description how to solve a problem. Furthermore I listed all the upcoming features which are on my TODO liste.

Is there an option to give the attached PDF files an own filename?

Yes, this feature is available since May 2018. You can now re-name your file sheets as desired.

You will find this feature in the „Email settings“ next to the sheet name.

Can I add images to the email body?

Yes, you can add images to the email body via the image-icon in the editor. An pop-up opens which looks like this:

Email Settings Image

Screenshot: Email Settings Image

To insert an image you have to add the image URL in the source field of the pop-up. You can add any image formats available like .jpeg, .png, .gif.

Please note: The image URL must be public available.

Some of my sheets are corrupted after sending. What can I do?

Unfortunately, Google has a limit here which allows only to send a few sheets per email, all others might be corrupted. This happends to PDF documents as well as to CSV and XLS documents.

To avoid files getting corrupted try to send less than 5-6 files per email: Please try how many files you can sent without getting corrupted files. The amount might be changing depending on the content, complexity, etc.

Hint: Use the „Send email now“ button for testing. For example you can send an email to yourself with more than 5-6 files and check if the files are corrupted. If they are, you can send you another email with just 5 files and check again if they are corrupted. In this case you can be 100% sure to find the correct amount of files you can send without getting bad data.

I can not open the addon, the loading icon spins forever.

This might be because you are logged in with multiple Google accounts in your browser. Currently there is a bug by Google which confuses Google addons which account to use. Just log out from all your accounts, log in with only the account you want to use the plugin with and try it again.

Can I define a condition to trigger a schedule?

Currently there is no option for a conditional schedule. BUT there is a very handy work around which is even better: Use a dynamic cell value as your recipient and create your own condition if the schedule will be sent or not:

  1. Create a new sheet in your spreadsheet file called „schedule-conditions“
  2. Create your condition, for example only send the schedule if cell B1 in Sheet1 is not empty: ‚Sheet1‘!B1=““
  3. Insert an IF formula in cell A1 of „schedule-conditions“: IF([your condition];“[recipient if condition is true]“;“[recipient if condition is false]“)
    1. The first parameter is your condition
    2. The second parameter are your recipients if the condition is true, or no recipient if you just add empty quotations marks.
    3. The third parameter are your recipients if the condition is false. Make sure you add quotation marks before and after it.
  4. The full formula in cell A1 could be: IF(‚Sheet1‘!B1=““;““;“myrecipient@example.com“)
    1. The condition checks if Sheet1:B1 is empty, if yes, send the scheduled email to nobody (no email address), if not, send it to myrecipient@example.com
  5. Finally add a dynamic cell value in your email settings: {%’schedule-conditions‘!A1%}
  6. Add a time schedule to check your condition e.g. daily.

In this example the addon checks daily if the cell Sheet1!B1 is empty and will either send the email to nobody (=will not send any email) or if the cell is not empty to myrecipient@example.com.