Schedule Emails

How do I schedule emails?

This article describes how to setup email scheduling in Google Docs, enabling emails to be scheduled for sending on a specific date/time.

Available From the Google Docs Add-on Only

Watch a Video Tutorial

Watch this quick tutorial or follow the step-by-step instructions below to find out how to schedule emails from Google Docs.

Step 1

In Google Sheets, create two new 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 clicking File > Spreadsheet Settings > General > Time Zone.

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

  • We recommend that you check 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 click Format > Number > More Formats > More Date and Time Formats (see screenshot below). 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'.

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 drop-down.

Step 5

Set the Merged Status column for both the Track Merged Rows and Merge Specific Rows drop-downs.

Step 6

Click Save to apply changes.

Step 7

Select Emails under Merge To and press the Merge button.

The email schedule process will start running in the background; there is no need to leave the document template open or to leave your computer running while the email schedule process sends your emails.

NOTE:

  • 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.

  • 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.

  • If the format of your date/time is not recognised, you will receive the error message below. In this case, 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.

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.

This will open the Email Schedule Process dialog box, where you can see the status of the email schedule process, the last execution time, the number of emails in the queue and any errors that have occurred.

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 drop-down.

Step 3

Click Save to apply changes.

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 again for the Email Scheduled Field drop-down, click Save, and then click the Merge button.

Advanced Feature: Multiple Email Schedules

To setup multiple email schedules, please refer to this article.