How can I schedule when to send emails?
Available only in the Google Docs Add-on
In your Google Sheet create two columns. You can call the first one 'Merged Status' and the other 'Scheduled'. In the 'Scheduled' column enter the date/time you want the email to be sent (as seen in this Sample Spreadsheet). Make sure to format the 'Scheduled' column in a way to show the month in letters (i.e: 'Jan' or 'January'). This will avoid misunderstanding from the system between different date formats across countries. For example 1/2/2017 means Jan 02, 2017 in the USA and 1 Feb 2017 in the UK.
IMPORTANT: Make sure you set a format to your 'Scheduled' column otherwise your 'date' can be interpreted as text. We suggest to format as shown in the screenshots below:
Besides the date, can I set the time in which an email can be sent?
Almost yes! For example you can specify the time such as 'Apr 4, 2019 7:30 PM'. However the scheduling process is triggered hourly not every minute. This means that your emails will be sent some time between the scheduled time and an hour later. The exact time in which the email is sent will be inserted automatically in the 'Merged Status' column.
- The timezone in which your emails are send is based on the timezone set in your Google Sheet. You can set this from File->Spreadsheet settings...->General->Time zone.
How do I start/activate the schedule process?
Once you've created the 'Scheduled' and 'Merged Status' columns as described above, open the Add-on and click Options. From the dialog set the 'Scheduled' column for the 'Email Scheduled Field' and the 'Merged Status' column in the 'Track Merged Rows' and 'Merge Specific Rows' settings as shown below:
Click the Save button to save your changes.
Now from the add-on, Merge to Emails by clicking the Merge button. It will then ask you to confirm the number of emails marked for scheduling. Once you confirm the number, the process will start running in the background. There is no need to leave the document template open or your computer running for the process to send your emails.
The schedule process will only queue emails which contain a valid date value in the 'Scheduled' column. If the value for the row is empty the schedule process will ignore the merge for that row. If you add/delete rows in your sheet with a valid scheduled date the process will automatically detect that. You would not need to hit the merge button again to update the queue.
How do you stop the process for sending any more emails?
All you have to do is go to the Options dialog and set the 'Email Scheduled Field' to (n/a). Then save your setting.
To restart the process just save the 'Scheduled' column in the 'Email Scheduled Field' again and hit the Merge button.
How can I monitor the state of the schedule process?
Just click the Options dialog and then click the Status link to open the 'Email Schedule Process' information dialog.