A manager oversees a team that holds a weekly meeting every Monday at 10:00 AM to discuss project updates and set goals for the week. The manager wants to ensure everyone is reminded about the meeting and has the agenda in advance. Sending a recurring email automates this task and ensures consistency.
Recurring emails are a lifesaver when you need to send the same message repeatedly, whether it's a
weekly newsletter,
a payment reminder,
or a follow-up email.
While Gmail doesn't have a built-in feature for scheduling recurring emails, there are effective ways to accomplish this with a few tricks and tools. This guide will walk you through how to send recurring emails in Gmail step by step.
Why Schedule Recurring Emails in Gmail?
Let’s explore why scheduling recurring emails is beneficial:
Time Management: Save time by automating repetitive tasks.
Consistency: Ensure messages go out at the same time regularly without manual intervention.
Improved Communication: Keep clients, colleagues, or customers informed consistently.
Focus on Priorities: Free up your time for more critical tasks while Gmail takes care of the repetitive emails.
Can Gmail Send Recurring Emails Natively?
Currently, Gmail does not have a built-in option for recurring emails. However, you can combine Gmail’s native scheduling feature with third-party tools to achieve this functionality.
How to Send Recurring Emails in Gmail: Step-by-Step Guide
1. Using Gmail’s Built-In Scheduler (for One-Time Emails)
If you only need to send an email at a future time, Gmail’s built-in scheduler is perfect.
Steps:
Compose a new email in Gmail.
Click the down arrow next to the “Send” button.
Select “Schedule Send.”
Choose a predefined time or set a custom date and time.
While this is useful for one-time scheduling, it doesn’t support recurring emails. For that, you’ll need additional tools.
2. Using Third-Party Tools to Schedule Recurring Emails in Gmail
To send recurring emails in Gmail, you can use tools like Google Workspace Add-ons or extensions such as Boomerang and Gmelius.
A. Using Boomerang
Boomerang is a powerful Gmail extension that allows you to schedule and automate recurring emails.
Steps to Send Recurring Emails with Boomerang:
Install the Boomerang extension for Gmail from Boomerang’s website.
Open Gmail and compose a new email.
Click on the Boomerang icon and select “Schedule Recurring Message.”
Set the frequency (daily, weekly, monthly, or custom).
Confirm your settings and save.
Boomerang will automatically send the email at the specified intervals.
B. Using Gmelius
Gmelius is another excellent tool for managing recurring emails. It integrates seamlessly with Gmail.
Steps to Schedule Recurring Emails with Gmelius:
Install Gmelius from the Gmelius website.
Log in to your Gmail account.
Compose your email and access Gmelius’ scheduling feature.
Set the email recurrence (daily, weekly, or custom).
Save and let Gmelius handle the rest.
How to Send a Recurring Email Using Google Sheets and Scripts
If you prefer a free, customizable solution, Google Apps Script can help automate recurring emails directly through Gmail.
Steps to Send Recurring Emails Using Google Scripts:
Open Google Sheets and create a new spreadsheet.
Add columns for recipient emails, subject lines, and message body.
Go to Extensions > Apps Script and paste the following code:
function sendRecurringEmails() { var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName("Sheet1"); var data = sheet.getDataRange().getValues(); for (var i = 1; i < data.length; i++) { var emailAddress = data[i][0]; var subject = data[i][1]; var message = data[i][2]; GmailApp.sendEmail(emailAddress, subject, message); } }Set up a trigger to run the script periodically:
Go to Triggers (clock icon) in Apps Script.
Create a new trigger and set the script to run daily, weekly, or monthly.
This method requires some setup but is highly flexible and cost-effective.
Best Practices for Recurring Emails
Personalization: Always include personalized elements like the recipient’s name to make your emails more engaging.
Content Updates: Regularly review the content of recurring emails to ensure it stays relevant and accurate.
Unsubscribe Options: For newsletters, always include an unsubscribe link to comply with email regulations.
Monitor Performance: Use analytics tools to track open rates, click-through rates, and other metrics to optimize your recurring email strategy.
FAQs
Q1: Can I schedule recurring emails in Gmail without third-party tools?A1: Gmail’s native features allow one-time scheduling but not recurring emails. You’ll need third-party tools or scripts for recurring functionality.
Q2: Are third-party tools like Boomerang and Gmelius secure?A2: Yes, reputable tools like Boomerang and Gmelius are widely used and follow stringent security measures.
Q3: Can I automate recurring emails for free?A3: Yes, using Google Sheets and Apps Script is a free option, though it requires some technical setup.
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