Sending emails from Sheets in Google Sheets - Dashboard Guide

Dashboard Mode - Sending emails from Sheets

Goal

Send personalized emails automatically using data from Google Sheets to save time and avoid manual errors.

Sample Data

Name	Email	Order ID	Order Date	Status
Alice	[e-mail]	1001	2024-06-01	Shipped
Bob	[e-mail]	1002	2024-06-02	Processing
Carol	[e-mail]	1003	2024-06-03	Delivered
David	[e-mail]	1004	2024-06-04	Cancelled
Eve	[e-mail]	1005	2024-06-05	Shipped

Dashboard Components

• KPI Card: Total Orders = =COUNTA(A:A)-1 shows 5 orders.
• KPI Card: Orders Shipped = =COUNTIF(E:E, "Shipped") shows 2 shipped orders.
• Script Button: A button labeled "Send Emails" triggers a Google Apps Script function to send emails to customers with their order details.
• Script Function: The script reads each row, composes a personalized email, and sends it using MailApp.sendEmail().

function sendOrderEmails() {
  const sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
  const data = sheet.getRange(2, 1, sheet.getLastRow() - 1, 5).getValues();
  data.forEach(row => {
    const [name, email, orderId, orderDate, status] = row;
    if (email && status !== 'Cancelled') {
      const subject = `Order Update for Order #${orderId}`;
      const body = `Hi ${name},\n\nYour order placed on ${orderDate} is currently: ${status}.\nThank you for shopping with us!`;
      MailApp.sendEmail(email, subject, body);
    }
  });
}

Dashboard Layout

+----------------------+---------------------+
| Total Orders (5)     | Orders Shipped (2)  |
+----------------------+---------------------+
|                      Send Emails Button                      |
+-------------------------------------------------------------+

Interactivity

Clicking the "Send Emails" button runs the script that reads the current sheet data and sends emails only to customers whose status is not "Cancelled". If you update the data (add/remove orders or change status), the KPIs update automatically and the script sends emails based on the latest data.

Self Check

If you add a filter to show only orders with status "Shipped", which components update?

• The Orders Shipped KPI does not update to show the count of visible shipped orders (counts all data).
• The Send Emails script will send emails only to the filtered visible rows if modified to respect the filter (otherwise it sends to all non-cancelled).
• The Total Orders KPI remains the same.

Key Result

Dashboard to track order counts and send personalized order status emails directly from Google Sheets.

Practice

1. What is the main purpose of using Google Apps Script to send emails from Google Sheets?

easy

A. To protect the sheet with a password

B. To send emails automatically using data from the sheet

C. To create charts and graphs in the sheet

D. To sort data alphabetically

Solution

1. Step 1: Understand the role of Google Apps Script

   Google Apps Script allows automation in Google Sheets, including sending emails.

2. Step 2: Identify the purpose related to emails

   The script reads data from the sheet and sends emails automatically, saving time.

3. Final Answer:

   To send emails automatically using data from the sheet -> Option B

4. Quick Check:

   Sending emails = To send emails automatically using data from the sheet [OK]

Hint: Remember: Apps Script automates tasks like emailing [OK]

Common Mistakes:

• Confusing email sending with data sorting
• Thinking Apps Script only creates charts
• Assuming it protects sheets with passwords

2. Which of the following is the correct way to send an email using Google Apps Script in Google Sheets?

easy

A. MailApp.sendEmail(recipient, subject, body);

B. EmailApp.sendMail(recipient, subject, body);

C. Mail.sendEmail(recipient, subject, body);

D. SendMailApp.email(recipient, subject, body);

Solution

1. Step 1: Recall the correct Google Apps Script email function

   The correct service is MailApp with the method sendEmail.

2. Step 2: Verify the syntax

   The syntax is MailApp.sendEmail(recipient, subject, body); which matches MailApp.sendEmail(recipient, subject, body);.

3. Final Answer:

   MailApp.sendEmail(recipient, subject, body); -> Option A

4. Quick Check:

   Correct function = MailApp.sendEmail(recipient, subject, body); [OK]

Hint: Use MailApp.sendEmail() to send emails [OK]

Common Mistakes:

• Using wrong service names like EmailApp or SendMailApp
• Mixing method names like sendMail instead of sendEmail
• Incorrect order or spelling of parameters

3. Given this script snippet in Google Sheets:

function sendEmails() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
  var email = sheet.getRange('A2').getValue();
  var message = sheet.getRange('B2').getValue();
  MailApp.sendEmail(email, 'Hello', message);
}

What happens when you run sendEmails()?

medium

A. Nothing happens because sendEmail is not a valid method

B. An error occurs because getRange needs row and column numbers

C. The script sends emails to all rows in the sheet

D. An email is sent to the address in cell A2 with the message from B2

Solution

1. Step 1: Analyze the script's actions

   The script gets the email from cell A2 and message from B2, then sends an email.

2. Step 2: Confirm the method usage

   getRange('A2') and getRange('B2') are valid, and MailApp.sendEmail is correct.

3. Final Answer:

   An email is sent to the address in cell A2 with the message from B2 -> Option D

4. Quick Check:

   Email sent to A2 with B2 message = An email is sent to the address in cell A2 with the message from B2 [OK]

Hint: Check cell references and MailApp method correctness [OK]

Common Mistakes:

• Thinking getRange('A2') is invalid syntax
• Assuming the script sends emails to all rows automatically
• Believing sendEmail is not a valid method

4. You wrote this script to send emails from your sheet:

function sendEmails() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
  var email = sheet.getRange('A2').getValue();
  var message = sheet.getRange('B2').getValue();
  MailApp.sendEmail(email, 'Subject', message)
}

But it does not send any emails. What is the likely problem?

medium

A. You forgot to authorize the script to send emails

B. Missing semicolon after sendEmail line causes script failure

C. getRange('A2') is incorrect syntax

D. MailApp.sendEmail requires four parameters

Solution

1. Step 1: Check syntax and parameters

   The script syntax is mostly correct; missing semicolon is not fatal in Apps Script.

2. Step 2: Consider authorization requirements

   Google Apps Script requires user authorization to send emails; without it, emails won't send.

3. Final Answer:

   You forgot to authorize the script to send emails -> Option A

4. Quick Check:

   Authorization needed for sending emails = You forgot to authorize the script to send emails [OK]

Hint: Always authorize scripts before sending emails [OK]

Common Mistakes:

• Assuming missing semicolon stops script
• Thinking getRange('A2') is invalid
• Believing sendEmail needs four parameters

5. You want to send personalized emails to multiple recipients listed in column A, with messages in column B, starting from row 2. Which script correctly sends emails to all rows with data?

hard

A. function sendAllEmails() {
var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
var lastRow = sheet.getLastRow();
for (var i = 2; i <= lastRow; i++) {
var email = sheet.getRange('A' + i).getValue();
var message = sheet.getRange('B' + i).getValue();
MailApp.sendEmail(email, message, 'Hello');
}
}

B. function sendAllEmails() {
var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
var lastRow = sheet.getLastRow();
for (var i = 1; i < lastRow; i++) {
var email = sheet.getRange(i, 1).getValue();
var message = sheet.getRange(i, 2).getValue();
MailApp.sendEmail(email, 'Hello', message);
}
}

C. function sendAllEmails() {
var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
var lastRow = sheet.getLastRow();
for (var i = 2; i <= lastRow; i++) {
var email = sheet.getRange(i, 1).getValue();
var message = sheet.getRange(i, 2).getValue();
MailApp.sendEmail(email, 'Hello', message);
}
}

D. function sendAllEmails() {
var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
var lastRow = sheet.getLastRow();
for (var i = 2; i <= lastRow; i++) {
var email = sheet.getRange(i, 1).getValue();
var message = sheet.getRange(i, 2).getValue();
MailApp.sendEmail('Hello', email, message);
}
}

Solution

1. Step 1: Check loop range and indexing

   The loop must start at row 2 to skip headers and go to lastRow inclusive.

2. Step 2: Verify getRange usage and sendEmail parameters

   Using getRange(row, column) is correct. sendEmail parameters are (email, subject, message).

3. Final Answer:

   Loops from row 2 to lastRow and sends emails with correct parameters -> Option C

4. Quick Check:

   Loop from 2 to lastRow, sendEmail(email, subject, message) = function sendAllEmails() { var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet(); var lastRow = sheet.getLastRow(); for (var i = 2; i <= lastRow; i++) { var email = sheet.getRange(i, 1).getValue(); var message = sheet.getRange(i, 2).getValue(); MailApp.sendEmail(email, 'Hello', message); } } [OK]

Hint: Loop from row 2; use sendEmail(email, subject, message) [OK]

Common Mistakes:

• Starting loop at row 1 including headers
• Swapping subject and message parameters
• Using incorrect getRange syntax