Automated Email Distribution of Google Docs PDF Reports
Email is still the most universal distribution channel for reports. An automated workflow that converts a Google Doc to PDF and emails it on schedule means the right people always get the report without anyone having to remember to send it.
MailApp vs. Gmail API
MailApp is the simplest option for sending emails from Apps Script. It requires no additional configuration and supports attachments. The Gmail API offers more features like HTML templates and tracking, but requires more setup. For most report distribution needs, MailApp is sufficient.
Email template for reports
A good report email has a clear subject line with the report name and period, a short body that explains what the report covers and highlights any key findings, the PDF attached, and a link to the source document for anyone who wants to dig deeper. Keep it under three short paragraphs.
Managing the distribution list
Store the email recipient list in a named range in a Google Sheet. Your script reads the list on each run. When someone joins or leaves the distribution, update the Sheet. No script changes needed.
Frequently Asked Questions
Can I schedule report emails to go out at a specific time?
Yes. Set an Apps Script time-based trigger for the hour window you want. The email sends when the trigger fires, which is within the one-hour window you specify.
Will the email come from my Gmail address?
Yes. MailApp sends emails from the Google account that owns the script. If you need the email to come from a different address or a company email, use the Gmail API with a configured send-as address.
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