Schedule Emails

How do I schedule emails?

From the Google Docs Add-on Only

Step 1

In Google Sheets, create two columns and name the first Merged Status and the second Scheduled.

Step 2

Enter the date/time you want the email to be sent in the Scheduled column.

NOTE:

  • We recommend that you input the date/time in a numerical format. It should be noted that the time zone for the email schedule process will be taken from Google Sheets, e.g. 01/09/2021 means January 9, 2021 in the USA and 1 September 2021 in the UK. The time zone can be set by going to File > Spreadsheet Settings > General > Time Zone.

In the example, we entered the date/time as '9/30/21 11am'.

  • We recommend you check that Google Sheets interprets your dates/times in the Scheduled column as a date/time and not as plain text. To do this, highlight the dates/times in the Scheduled column and select Format > Number > More Formats > More Date and Time Formats. If you change the date/time format using this dialog box, the date/time entered in the Scheduled column should change accordingly. You can also use this process to change the date/time format in line with your preferences. Once you are happy with the date/time format, click the Apply button.

In the example, we changed the format from '9/30/21 11am' to 'September 30 2021, 11:00am'.

If the format of your date/time is not recognised, you will receive the error message below. It is likely that Google Sheets has interpreted your dates/times as plain text and not as dates/times. Try entering the date/time in a different format and check the dates/times have been recognised by Google Sheets by opening the More Date and Time Formats dialog box, as described above.

  • The scheduling process is triggered hourly and not every minute; therefore, your emails will be sent within an hour of the scheduled time, and the time the email was sent will be logged in the Merged Status column.

Step 3

In Google Docs, Open the Options window by clicking the button in the Mail Merge sidebar.

Step 4

Set the Scheduled column for the Email Scheduled Field.

Step 5

Set the Merged Status column in both the Track Merged Rows and Merge Specific Rows fields.

Step 6

Click the Save button.

Step 7

Merge to emails by clicking the Merge button.

Confirm the number of emails marked for scheduling when prompted, and the email schedule process will start running in the background.

NOTE:

  • There is no need to leave the document template open or to leave your computer running for the email schedule process to send your emails.

  • The email schedule process will only queue emails which contain a valid date/time value in the Scheduled column. If the value for the row is empty, the process will ignore that row. If you add/delete rows in your sheet with a valid scheduled date/time, the schedule process will automatically detect this, so you do not need to press the merge button again to update the queue.

Advanced Feature: Monitor the Email Schedule Process

Step 1

In Google Docs, open the Options window by clicking the button in the Mail Merge sidebar.

Step 2

Click Schedule Status to open the Email Schedule Process dialog box.

Advanced Feature: Stop the Email Schedule Process

Step 1

In Google Docs, open the Options window by clicking the button in the Mail Merge sidebar.

Step 2

Set (N/A) for the Email Scheduled Field.

Step 3

Click the Save button.

You will see a message confirming that the email schedule process is being deactivated.

NOTE: To restart the email schedule process, set the Scheduled column for the Email Scheduled Field again, click Save, and then click the Merge button.