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How To Set Up an Automated Repeating Email
How To Set Up an Automated Repeating Email
This script will send an email reminder to your staff daily at a time of your choosing.
Start your Script Project
Start your Script Project
Go to http://script.new/ to start a new coding project.
Replace The Default Script
Replace The Default Script
Rename the script file. I called mine “Automated Repeated Attestation Email”.
This script file will have a default script in it.
Delete this text:
function myFunction() {
}
Copy the following block of script and paste it into your script file.
function sendReminder() {
var email = HtmlService.createHtmlOutputFromFile('EmailContent').getContent();
var date1 = new Date();
var lastDaytoEmail = new Date("06/04/2021");
var todaysDate = Utilities.formatDate(date1, "GMT-4", "MMMM d, yyyy");
var todaysDay = Utilities.formatDate(date1, "GMT-4", "u");
if (date1 <= lastDaytoEmail && todaysDay < 6) {
MailApp.sendEmail({
to: 'me@ryanetheridge.com',
subject: 'Staff Attestation Daily Reminder for ' + todaysDate,
htmlBody: email,
});
}
}
Replace the “06/04/2021” with whatever date you want this email to stop repeating. It must be written in the MM/DD/YYYY format.
Replace the “me@ryanetheridge.com” with the email group you want this email to go to. It is probably something like stafflist@organization.org or otheremail@ryanetheridge.com.
todaysDate is what controls what days of the week the email is sent. 1 = Monday, 2 = Tuesday, 7 = Sunday. It is currently set to send this email Monday through Friday (todaysDay < 6). If you want the email to go out Monday through Friday, don’t change anything!
If you want the email to go out on a different schedule, check out the advanced features below.
Create the Email
Create the Email
Go to File -> New -> HTML file. Name the HTML file “EmailContent.html”.
Go to https://html5-editor.net/ or any other online HTML editor or creator.
Design the email you want to send in the provided window (on the right). You’ll need to delete the sample text from that window.
Copy and paste the HTML text (on the left) into the HTML file you created inside your Google Apps Script project.
Copy HTML:
Return to the Email Content.html tab in your Script. Highlight the existing HTML and paste in your copied text. Save!
Set up your trigger to have this code run daily.
Set up your trigger to have this code run daily.
Edit -> Current Project’s Triggers.
Select + Add Trigger.
Set the trigger to run as a Day Timer.
Select the time of day you want this email to be sent.
Save the trigger.
You should be good to go. This code will run every day at the time you select. It will only send the email Monday through Friday (todaysDay < 6). It will stop sending it after the end date (date1 <= lastDaytoEmail).
Once you are done needing this daily email sent, remember to disable the trigger.
Advanced Features
Advanced Features
Adjust what days the email sends
The trigger runs the code once a day. The todaysDay line of code makes sure an email is only sent on the days you want it to be sent.
(todaysDay < 6) is Monday through Friday, (todaysDay <= 5) does the same
(todaysDay = 5) would send the email on Fridays
(todaysDay = 1) would send the email on Mondays
(todaysDay == 1 || todaysDay == 3 || todaysDay == 5) would send the email on Monday, Wednesday, and Friday every week
Note: || means OR and && means AND
Spoof the name of the sender of the email
The name: line sets the name of the sender of the email. This is a useful feature if you are a CTC sending this email on behalf of a principal.
name: ‘Reminder Email!’,
name: 'Daily Reminder for ' + todaysDate + '!', would include the today’s date in the sender name of the email
Set a custom subject line
The subject: line sets the subject of the email. Including todaysDate helps staff know that this is the most recent reminder.
subject: 'Staff Attestation Daily Reminder for ' + todaysDate,
replyTo, multiple recipient, and bcc
If you send this email reminder out on behalf of someone else, use the replyTo: line to set who the email will be sent to if someone clicks reply.
replyTo: ‘xxxxx@xxx.com’,
If you need to send this email to multiple recipients, separate the addresses with a comma in the to: line.
to: ‘xxxxx@xxx.com,yyyyy@yyy.com,zzzzz@zzz.com’,
If you are sending this email to a group you are a part of, it will not be delivered to your inbox (only your outbox). Add yourself as a bcc: or cc: to make sure you receive the email as well.
bcc: ‘wwwww@www.com’,
if (date1 <= lastDaytoEmail && todaysDay < 6) {
MailApp.sendEmail({
to: 'rsetheridge+test1@clevelandcountyschools.org,rsetheridge+test2@clevelandcountyschools.org,rsetheridge+test3@clevelandcountyschools.org',
replyTo: 'rsetheridge+replyTo@clevelandcountyschools.org',
subject: 'Staff Attestation Daily Reminder for ' + todaysDate,
htmlBody: email,
name: 'Daily Reminder for ' + todaysDate + '!' ,
});
}
Inspect Element for advanced HTML
Use Developer Tools/Inspect Element in Google Chrome to identify the chunk of HTML you would like to use from an existing email. This may be good if you already have an email that you’ve sent out and you want to send a version of that.
Open the email you would like to use as your template
Right click -> Inspect
Find the <div> section that highlights the body of the email you want to use
Right click -> Copy -> Copy Element
Paste this into your HTML file
If you would like additional information: https://developers.google.com/apps-script/reference/mail/mail-app
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