Email Sender (with Excel)

Introduction

Do you need to send thousands of personalized emails to your clients or customers – but you don't want to share your contacts with a third-party Saas service – like MailChimp or HubSpot, or… maybe you don't want to spend an arm-and-a-leg? We created a spreadsheet template with a Python script to send out customized emails automatically from your personal computer. Unlike other email services online, this tool is free of charge and runs directly on your computer -- ensuring your email list, content, attachment, and credentials remain private and secure. Plus, you can choose from various email styles and options to fit your message to each recipient.

Questions and answers

What are the potential environmental impacts of sending thousands of emails using a Python script and a spreadsheet template?

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The environmental impact of sending thousands of emails using a Python script and a spreadsheet template is minimal. Emails are a form of digital communication and do not directly contribute to physical waste or pollution. However, the servers that store and transmit emails do use electricity, which can have an environmental impact depending on the source of the electricity. But compared to physical mail, the impact is significantly less.

What are some alternative methods to sending out mass emails without using a third-party SaaS service?

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You can use a Python script with a spreadsheet template to send out customized emails from your personal computer. This method ensures your email list, content, attachment, and credentials remain private and secure. Plus, you can choose from various email styles and options to fit your message to each recipient. Another method could be setting up your own SMTP server, but this requires technical knowledge and resources.

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In this article, you'll learn how to:

• Configure the spreadsheet with your credentials to send emails;
• Install and setup Python on your computer;
• Run the script to send emails automatically.

With our template, you get a compressed file with the spreadsheet, the Python script, and auxiliary files. Once you unzip or extract our template, make sure to keep all the files in the extracted folder. Remember, that the spreadsheet template is crucial for the Python script to work correctly. Make sure not to change any column names, fields, or the structure in general. Only edit the fields in blue.

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What are some common misconceptions about using Python scripts for email automation?

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Some common misconceptions about using Python scripts for email automation include: "Python scripts are difficult to use": While Python has a learning curve, it's known for its readability and simplicity. With basic programming knowledge, one can easily use Python for email automation. "Python scripts are not secure": Python scripts, when written correctly, are as secure as any other programming language. "Python scripts can't handle large volumes of emails": Python is capable of handling large volumes of emails. The limitation often lies in the email service provider's sending limits, not Python itself. "Python scripts require expensive software": Python is open-source and free to use. The cost may come from third-party libraries or tools, but there are usually free alternatives available.

What are some alternative methods for sending mass emails that ensure privacy and security?

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Some alternative methods for sending mass emails that ensure privacy and security include using encrypted email services, such as ProtonMail or Tutanota, which offer end-to-end encryption and do not track or store your data. Another method is to use a self-hosted email server, which gives you full control over your data and how it's handled. However, this requires technical knowledge to set up and maintain. You could also use a secure email gateway, which is a product or service that is designed to prevent the transmission of emails that break company policy or will deliver malware to the company network. Lastly, using a secure email service provider that complies with privacy laws and regulations, such as Mailchimp or SendinBlue, can also be a good option.

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Spreadsheet template

Email settings

Our spreadsheet template comes with a tab that contains all the general settings and configurations you'll need to send emails. Under the 'Fields' tab, set the connection type, whether or not to include an attachment, the email row that the sender should start from, and the option to add a signature at the end of all your emails.

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What are the potential environmental impacts of sending thousands of personalized emails using this Python script?

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While it might seem that sending emails is environmentally friendly, it does have a carbon footprint. This is because data storage, servers, and the energy used to send emails all contribute to CO2 emissions. However, the impact is significantly less than traditional mail. The exact environmental impact can vary greatly depending on the energy efficiency of the data centers involved.

What are some alternative methods to send thousands of personalized emails apart from using this Python script?

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Some alternative methods to send thousands of personalized emails apart from using a Python script include using email marketing platforms like Mailchimp, SendinBlue, or Constant Contact. These platforms offer features like email automation, segmentation, and analytics. Another method is to use CRM software like Salesforce or HubSpot, which have built-in email marketing tools. Lastly, you could use a more direct approach by using SMTP servers, but this requires more technical knowledge.

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SMTP vs. Gmail API connection

The template has two connection options. One is SMTP, suitable for email servers like Hotmail, Outlook, and Yahoo, and the other is a Gmail API connection specifically for Google users – either Gmail or Google Worksuite. Select the connection type via the dropdown menu. For SMTP connections, you need to provide your email provider's server and port details. This information can be found by searching online – simply search online "[your email provider's name] SMTP server and port settings" – for example – "Yahoo SMTP server and port settings."

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What are some potential challenges when setting up SMTP connections for different email servers?

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Some potential challenges when setting up SMTP connections for different email servers include finding the correct server and port details for your email provider, ensuring that your email provider supports SMTP connections, and dealing with any security measures that your email provider may have in place that could interfere with the SMTP connection. Additionally, different email servers may require different settings, which can complicate the setup process.

How does the security of using a Python script for sending emails compare to using online email services?

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The security of using a Python script for sending emails can be comparable to using online email services, but it largely depends on how the script is written and the security measures implemented. Python scripts can use secure protocols like SSL/TLS for sending emails, which is also used by online email services. However, online services often have additional layers of security, such as two-factor authentication, which may not be present in a Python script. It's also important to note that the security of the email once it leaves your system is largely out of your control, regardless of whether you use a Python script or an online service.

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When using SMTP, you'll also need to input your email credentials into the template, such as your email address and password. Rest assured, these details remain entirely local on your computer and aren't shared with anyone. If you want added privacy, you can even hide these fields within the template. That said, once the spreadsheet has your credentials, do not share the spreadsheet with others.

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What are the potential risks and solutions when sharing spreadsheets containing sensitive information like email credentials?

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The potential risks of sharing spreadsheets containing sensitive information like email credentials include unauthorized access, data theft, and potential misuse of the information. Solutions could include encrypting the spreadsheet, limiting access to only necessary individuals, and regularly updating and changing passwords. It's also advisable not to share such sensitive information through spreadsheets if possible.

What are some alternative methods to SMTP for sending bulk emails?

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Some alternative methods to SMTP for sending bulk emails include using API-based email delivery services, such as SendGrid, Mailgun, or Amazon SES. These services provide a more robust infrastructure for email delivery and often include features like analytics, bounce handling, and spam prevention. Another alternative is to use a marketing automation platform like Mailchimp or HubSpot, which provide tools for creating, sending, and tracking email campaigns. Finally, you could also consider using a dedicated bulk email software, which can handle large volumes of email and provide features like list management, templates, and reporting.

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On the other hand, if you opt for the Google API connection, no extra SMTP details are required. The Google API manages everything, establishing the connection automatically when the Python script gets executed. The only requirement is to sign in to your Gmail or Google Worksuite account as usual. Login details aren't stored or saved, so you'll need to log in each time you use the script. This ensures that your information remains private and secure.

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Can you provide real-world examples of businesses that have successfully used this Python script for their email marketing strategies?

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I'm sorry, but I can't provide specific examples of businesses that have used this Python script for their email marketing strategies. The information about the usage of this script by specific businesses is not provided in the content, title, or description.

What are some potential challenges or drawbacks of having to log in each time you use the Python script for sending emails?

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Some potential challenges or drawbacks of having to log in each time you use the Python script for sending emails could include the inconvenience of having to remember and input your login details each time, which can be time-consuming. Additionally, if you're not using a secure connection, there's a risk that your login details could be intercepted. Finally, if the script fails to log in correctly, it could prevent the emails from being sent.

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General settings

Other configurable options include adding an attachment and signature to your outgoing emails. To enable attachments, select "Yes" from the corresponding dropdown. When the script is executed, you'll be prompted to pick the one file that will be attached to your emails. Likewise, to enable the signature, choose "Yes" and design your signature as desired. A formatting preview is available on the side to give you a glimpse of how your signature will appear in emails.

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What are the potential societal effects of using a tool like this Python script that ensures email list, content, attachments, and credentials remain private and secure?

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The potential societal effects of using a tool like this Python script could be significant. Firstly, it could enhance privacy and security for individuals and organizations, as it allows for the secure sending of emails with private content and attachments. This could reduce the risk of data breaches and unauthorized access to sensitive information. Secondly, it could increase efficiency and productivity, as it automates the process of sending personalized emails. However, it could also potentially be misused for sending spam or malicious emails, if it falls into the wrong hands. Therefore, it's important to use such tools responsibly and ethically.

What are some alternative methods to send thousands of personalized emails apart from using this Python script?

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Some alternative methods to send thousands of personalized emails could include using email marketing platforms such as MailChimp, SendinBlue, or Constant Contact. These platforms often provide features like email templates, automation, and analytics. Another method could be using a Customer Relationship Management (CRM) system that has email capabilities. Lastly, if you're comfortable with coding, you could use another programming language like JavaScript or Ruby to write a similar script.

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Lastly, you can select the row from which your emails should start sending. For instance, if there are 100 email addresses in your list, but you only wish to send the last 50, it's possible to adjust the starting point. This feature is especially handy if you encounter any issues while the emails are being sent and need to restart from the middle of your list to avoid sending duplicates.

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How can errors in the spreadsheet impact the email sending process and what measures can be taken to avoid them?

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Errors in the spreadsheet can significantly impact the email sending process. For instance, incorrect or invalid email addresses can lead to failed deliveries. Similarly, missing data in the fields used for personalization can result in poorly formatted emails. To avoid these issues, it's crucial to validate the data in the spreadsheet before starting the email sending process. This could involve checking the format of email addresses, ensuring there are no duplicate entries, and making sure all necessary fields are filled in.

What kind of training or skills are necessary to effectively use the Email Sender with Excel for personalized email campaigns?

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To effectively use the Email Sender with Excel for personalized email campaigns, you need to have basic computer skills and a good understanding of how to use spreadsheets, particularly Excel. You should be comfortable with data entry and manipulation in Excel. Additionally, some knowledge of Python scripting could be beneficial, as the tool is a Python script. Understanding how to handle email lists and avoid sending duplicates is also important. Lastly, you should be aware of email marketing best practices to ensure your campaigns are effective and comply with relevant laws and regulations.

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Email list

Email recipients

Our template allows you to send personalized emails to all your contacts by merging custom fields into the email you write. Personalizing emails is important because it ensures your emails land in the inbox of your recipients. Additionally, it allows you to pass custom URLs, dates, facts, and figures to each of your contacts separately.

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Instead of creating separate emails for each recipient, our template will merge the custom fields you have defined for contact into your email body and subject – by replacing [Column1] through [Column10]. The Python script will auto-replace these variables with the actual data as the emails are sent. This eliminates the need to design individualized emails for everyone. All you need to do is get creative with these fields.

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Email content

Within this template, up to six email content options can be created. Five of these tabs are standard emails, while the sixth can be customized in an HTML-based layout. But don't worry, you don't need any HTML knowledge! Let's start with the standard email tabs. The layout of these emails is not customizable. However, you can still edit the email content you want to send.

In the email subject and body fields, enter your message. Remember, when you enter your message in the subject line or the email body – you can use [Column1] through [Column10] to merge the email content with the custom fields of your recipients.

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For emails that need a more personalized look, the 'HTML email' tab is ideal. On this tab, users can adjust text styles, add links, and select heading types. These customizations can be chosen using the drop-down menus next to each.

After each is selected, the email will automatically update, creating a well-organized appearance. And, remember, any settings applied in the 'Fields' tab are carried over. So if signatures or attachments are enabled, they are incorporated into every email.

Python script

Before you can run our Python script, you need to install Python on your computer. Python is a simple programming language that runs on Windows, Mac, and Linux computers. Without Python, our script won't run, and your emails won't be sent – even with the correct template setup. It's worth noting that our Python-based solution runs locally on your device. This means it doesn't rely on external servers to store or process your data, ensuring your information remains private and secure. Also, the script is transparently shared, allowing anyone to inspect its code. Upon reviewing the source code of our Python script you'll be able to see that your data remains private and is only shared with your email provider.

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Python installation

To set up Python, follow these steps:

1. Visit Python's official site: Python website
2. Click 'Downloads' and choose version 3.11 or newer.
3. Launch the downloaded installer to begin the installation process.

Note: Windows users should check the "Add Python to PATH" option during installation. If you miss this step, uninstall Python and reinstall it ensuring the path-option is selected. This step is vital for future script execution using the Windows "Command Prompt".

Python libraries

Python libraries improve a script's capabilities, enabling functionalities such as Gmail API integration or Excel file reading. All essential libraries for this tool are detailed in the provided "requirements.txt" file, to facilitate the download. Without them, the script won't work. You only have to set this up once.

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Extract or unzip our template into a preferred folder, in both Windows and Mac our template will be extracted to a folder called "email_sender". Now we're going to explain how to install the necessary libraries and run the email sender on Windows, and later we will explain the same for Macs.

Below is a step-by-step guide to installing these Python libraries:

Windows

1. In Windows, right-click on the folder and select "Copy as path" to be able to paste it later on.
2. Open "Command Prompt" in Windows
3. Inside the Command Prompt, enter "cd" and paste the folder's path where the files were placed. Here's an example if the folder was on your Desktop: cd C:\Users\example_user\Desktop\email_sender
4. Then press "Return" to enter said folder
5. From within the folder type: pip3 install -r requirements.txt
6. And press "Enter". That will download all the required files to make sure the email sender works.
7. And finally, after you have configured the Excel sheet you can go ahead and start sending the emails by typing: python3 email_sender.py
8. And that's it – press "Enter" and your emails should start sending.

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As the emails are being sent, you'll be able to see all the logs and details in the Command Prompt. Going forward you don't need to re-install the libraries again and again. To start sending emails again, go back to your folder via the "Command Prompt" and type the last "python3" command.

For Macs

1. Right-click on the folder called "email_sender" – which is the folder that was created when you extracted or unzipped our template.
2. Then select "New Terminal at Folder" – this will open a new Terminal command prompt that is automatically in the extracted folder.
3. Finally, type: pip3 install -r requirements.txt
4. And press "Return", this will download and install all the necessary libraries for the email sender
5. Lastly, once you have configured your Excel spreadsheet, type: python3 email_sender.py
6. And press "Return", this will start sending your custom emails.

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And again like the Windows instructions, you don't need to re-install the libraries again and again. To start sending emails, you just need to go back to your folder via the "Terminal" and type the last "python3" command.

Python script workflow

The Python script works in a direct manner. It first checks the Excel file to get all the configuration details that you entered in the Fields tab. If you've enabled file attachments, for example, it prompts you to select which file you want to attach to all your emails.

Using the SMTP connection option, the script will create a connection with your specified email provider. If you're using the Gmail API option, the script will open a web page for you to log into your Gmail – or Google Worksuite – account.

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We've designed this API feature specifically for this task. To function, make sure you give Python permission to use your login data. As Python highlights, the only reason for this access is to send emails. Your login info and any other details will not be shared with us at You Exec or stored by Python. Once you grant all necessary permissions, you'll get a confirmation message indicating access has been authorized.

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Once credentials are confirmed, the script initiates the email-sending process. For each sent email, the Command Prompt, or Terminal, will print out a confirmation message showing the email type and its recipient. This continues until all emails have been sent. At the end, a summary report provides the total number of emails sent and the time it took. If an error occurs when you're sending the emails, the script will notify you, and will indicate the last email that was sent. This allows you to resume from where you stopped the next time you start sending emails. This can be done by changing the "Start sending emails from row" field in the Excel file.

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The script is also designed with protections. It can recognize situations that will keep the script from running smoothly, for example, when you're not connected to the internet, when the template hasn't been filled out correctly, or if there's been a change to the structure of the original files. Lastly, for those using Google Sheets, the script operates similarly. Just download the Excel version by selecting "File > Download > Microsoft Excel" and place that file in the same folder as the other documents. You can always overwrite this with the most recent version as needed.

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Conclusion

We hope this tool helps to optimize your email-sending process. We'd love to hear about your experiences or if you have any questions. As you use this template, if you have any feature requests – do share that feedback with us so we can keep improving this email sender. Thank you so much for watching.

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