How to Email Spreadsheets Automatically on a Recurring Schedule

The Email Spreadsheets add-on for Google Sheets will help 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 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

1. 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.
2. 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.
3. 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.
4. (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

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

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.

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.