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Sheet Stories / Video Notes + ADDED: Email Notifications

About this Tutorial

Unlock the Power of Email Notifications! ๐Ÿ“ง Dive into our latest video tutorial, where we show you step-by-step how to add email notifications to your Google Sheets. Stay ahead of the game, get instant updates, and keep your workflow seamless! Check it out now!ย 

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Video Transcript

 Hello, welcome. With this video we're going to add an email notification to our sheet. So what we did in the previous video, if you have not watched it yet, is what we did is we created sheet stories, essentially video notes or some kind of repository where you can have this custom menu. And in the custom menu you can add a video note from anywhere on the sheet.

If you post paste any link, https. Whatever, YouTube and you paste any link here, it will go to the video notes tab. And it has. And then we also add a little thumbnail here. If you have a YouTube video one of the most interesting things you can add is email notifications, meaning it can email you if anyone adds a video here.

Now this could be really annoying if you're adding hundreds of videos a day, but sometimes when you're working on a sheet and then you add, say, these video notes, you're only gonna most have 10 to 20 video. Ever when you're maybe like working on the sheet, creating it for your team helping people through some situations.

You might make a video just to sa say, Hey, you should do X, Y, and Z, and maybe you just have to come in here and delete the, watch the video and then delete it from here. So you won't have a repository of hundreds of videos. You might only have a few, and you really don't wanna have to check every single day.

Hey, did did Carl finish that thing and did Carl give me a note? You wanna get a notification in your email and say, Hey, here's a video to watch. You can even get the email in your get the link in your email so you don't have to come here and check it. But it is saved here. So adding that email notification is really fun.

And I'm gonna do this live so you can see where I get my information. I get it from the Google Scripts developers.google.com place. You can see how I'm gonna take this copy, paste it, and I'm gonna put it into the script and I'm going to. Have some issues with it. We'll run through some troubleshooting.

And so it won't be so clear cut and dry. I won't have it already done for you until the end of the video. Once you watch this video, you can access this sheet. So first off, I am going to delete this so we don't have it here. And I'm gonna make a copy of the sheet. So when you watch this video, you're gonna see we'll have this sheet here, video notes plus email notifications and that's gonna be a separate sheet.

This is only available to better sheets members as of right now. Who knows what's gonna happen, who knows what's gonna happen tomorrow. But we're gonna make these email notifications a separate sheet from. Sheet stories and video notes one. But we're just gonna add on to it. Let me close the script and close this.

And we're gonna just have our new sheet. Let it load. It's gonna take a minute to load but it's gonna have all the same stuff. Hopefully. Let me pause the video. I'll be. All right, cool. Once we copy the sheet, it already has our video notes, ta menu here. I'm just opening the script now. And what we're gonna do, what we, in the last video we said at I add, I added at the end, you could email this to your team or yourself, just add your script.

So now we're gonna add the script and you're gonna see how that is. We only wanna be emailed when someone adds a. We don't wanna be emailed if someone doesn't add a video. So literally in our function add video note. After the video, the URL is added, we now have that value, right? We have this response dot get response text, and we just need to send that in an email that says, Hey, someone submitted to sheet stories or this sheet this video.

The second thing we need to do though, is we need to create email. So let me just write some notes here. We're gonna create the email, send the link to the video. And send the link to the sheet. Okay. So that's really important because as a user, when I get an email notification and I watch video, I now have to like, figure out in my Google drive where is that sheet.

So maybe I want to delete it, maybe I want to add some notes. Maybe I want to go and do the things that someone wants me to do in that video. So adding just this link. Let me get it here. Actually, let's go to tab video notes and we're gonna just copy this url. We're gonna have that there. So we're gonna make this a variable variable.

What should we call this? We're probably screaming out variable names here. Sheet url equals and in there we'll put that. We have, let me scroll up a little. We have also this ID right for the tab, so we could just put, not that we could just put the whole, just the spreadsheet, but let's get us to that tab directly.

Okay. And now what do we need? Now we need to send an. So I go to developers.google.com. We look at Google App Scripts and it's this send email. Couple things are gonna happen when we do this. We need to go check our email, so I'll do that later, but also we're gonna probably have to authorize more things in our script, so you'll see that as well.

I don't need all of this because this is adding images, we just. S two subject and HTML body. So really we only need this part, I think. And we'll see if I messed up, if I messed this up. We'll, you'll see an error. And here we go. So male. There we go. So we need to end this though, so let's do this.

And. Just to end those. Cause I didn't copy everything. Who do we wanna send it to? We wanted to send it to us. So I'm just gonna use my my email address. And I think this is different. So see up here it's my, like personal, my email address that I'm using all these sheets for. It's gonna send from there.

Subject, but I wanna send it to a different email cuz maybe you want to send to multiple people. Maybe you wanna send to a team email. One of the most interesting things you can do too in like Gmail is set up a group and say Hey, this group owns this sheet and only send to the group title. So like I can send not an alias, but a group like sheet stories.

And I can go in and Google admin and Gmail. And create this group that then sends to everyone. So in g in sheets, I only have to send to one email address, but for this case I'm gonna do this. Subject, what should we sub make the subject? Probably something like sheet stories, new video.

Okay. And in the body. So HTML body, all we really need is to say, Hey, you have a new video to watch. And now we want to also, this is gonna be funky. I think it's And no plus sheet url. Get that correct and now it turns blue so we know it's correct. Go watch here.

I'm gonna kill that comma, because that comma, let's go back to this mail app was for these inline images, and we have no images we're, it's just gonna be a text email. Let me double check. I'm gonna read through the parameters. See, you can add BCC cc, you can add a comma separate list of email addresses.

Need the body. We have HTML body. So actually we just want that to be body. Let's just change that to B O D Y. So we have a subject, a body of our email, so we don't really need html. And then we want to do plus put another space and the sheet is. And then plus, oh yeah, that's gonna be different.

This is the sheet url. See, I almost made a mistake, but the response dot get response text from the last video. That was our URL of what was the video we're watching? There we go. We're gonna put that right there. So ideally, right now, if everything. We're gonna get to be able to send an email every time that we submit a video.

I'm gonna pause the video, I'm gonna go open my email and get that set up to I'm just gonna clear it out so you can see if we get an email. Cool. So we have our email and let's see. So what's gonna happen also is we're probably gonna have, once we run this we're probably gonna have to authorize it some more things because we're using that Gmail.

Let me just grab this email this URL on add video note. Yeah. So we're gonna have to authorize this, and this only happens the first time you add sort of some functions. Let's see how this goes. It always takes a while if I'm recording the video. We need to click advanced and then scroll down and go to sheet stories.

It says unsafe. It probably is unsafe because we don't really this will send an email every time. You probably want to put some touches in there. Let's see. Did it work? Did it work? Did it, I actually wonder what happened.

Should we try again? Maybe we should try again. Maybe that was just the authorization. A way to see if it work. There it is. And now for the test, do we have an email? Boom. We have an email sheet. Store stores. I misspelled stories. You have a new video to. And here we have our URL of the video and we have the URL of the sheet.

Isn't that awesome? And let me see. I wanna make this a little bit better cuz this looks weird. What if I add some hard returns? I think I can do something like this. I cannot do something like, I think we need to do

yeah, that's not gonna work. You need to, it's escape thing. I won't do it in this video, but there is a way let me get, pause the video and I'll come back with an answer. Okay. So we cleared our email and what we did is we just added this escaped end. So this is a new line escape not escape.

Slash or slash n is a way to create a new line in this text. So what we're gonna do is go and test it. So what we did is I added it right before the go watch here. And then I also added it before, and the sheet is here. So on the sheet let me just clear out is here. Yeah, let's save that.

And I just added this slash n for hopefully it is a new line. Okay, so let's see if we take this we go to video notes, add a video note. We can be anywhere in the sheet. Add a little in there. We added it here. And let's double check our email. Boom. We have a new Oh, and we have to fix up.

And so we have a new line. Cool. So this allows you to add a new line. Let me do it a couple times, give it a little more space, make it a little easier to read add a space there and we don't need a space there in front of that. And then we also want to check stories. You can at tech make this text anything you want.

To probably wanna make it shorter. Those stories.

Good to go. Cool. So we save and now let's run it again and double check that it all works. Let's just send that same let me delete this email. Cause what happens in Gmail, and this is not a Google Sheets thing, but a Gmail thing is a lot of times. This if Gmail gets the same email, it'll put it in a thread.

Let's go back to our sheet. Let's, so if we're on sheet one, let's go here. Video notes. Add a video link. Let's paste it. Let's go check our email. There we go. Sheet stories, video. You have a new video to. And there are our spaces. Cool. There's an extra space here.

There we go.

Clean that up a little bit. That's pretty easy to read. You have a new video to watch. Here's a link. Again, we can put anything we want. So what did we do? We added this your mail app dot send email. You said two. We have the subject and the body and the body. We took our same email that we are sent adding to the sheet, and then we added also the sheet, your URL here, and that's pretty darn simple.

You can add sending email notifications anywhere. You're gonna have to authorize that app in your sheet. Once you run it you're going to, you might have some email look like a email style issue so you can use this slash n to create a new line. Make it simple. You can also do htm.

Oh, you can also do HTML body here. But a lot of cool stuff you can do with emails once you do some kind of action in a sheet or somebody takes action here in the. Thanks so much for watching. Have a great day. Bye.


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