AutoMailer 📧

A powerful desktop application for sending personalized bulk emails with customized PDF certificates/attachments. Built with a modern GUI using CustomTkinter.

✨ Features

🎨 Modern Desktop GUI

• Tabbed Interface: Clean organization (Dashboard, History, Settings)
• Real-time Progress: Live logging and progress bar
• Dark Mode: Eye-friendly modern design
• History Tracking: View all processed emails with refresh/clear options

📊 Flexible Input Sources

• Local Files: CSV, Excel (.xlsx), JSON
• Google Sheets: Paste a shareable link and go
• Google Docs: Use template documents from Google Drive

📄 Dynamic PDF Generation

• Word Templates: Use .docx files with {{PlaceholderName}} syntax
• Auto-Replace: Any column in your data (e.g., {{Name}}, {{Email}}, {{Course}})
• Professional Output: Generated PDFs saved automatically

🔄 Smart Automation

• Duplicate Prevention: Tracks processed emails to avoid re-sending
• Continuous Monitoring: Auto-check Google Sheets for new entries periodically
• Rate Limiting: Built-in throttling to stay within Gmail limits

🔒 Secure & Reliable

• Gmail App Passwords: Secure SMTP authentication
• Retry Logic: Automatic retries with exponential backoff
• Input Validation: Email format checking before sending

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📥 Download & Installation

Option 1: Download Standalone Executable (Recommended for Users)

1. Go to the Releases page
2. Download the latest AutoMailer.exe
3. Double-click to run - No Python installation required!

Note: Windows Defender may show a warning for unsigned executables. Click "More info" → "Run anyway".

Option 2: Run from Source (For Developers)

# Clone the repository
git clone https://github.com/Rahul-14507/email_automator.git
cd email_automator

# Create virtual environment
python -m venv venv
venv\Scripts\activate  # On Windows
# source venv/bin/activate  # On macOS/Linux

# Install dependencies
pip install -r requirements.txt

# Run the GUI
python gui_main.py

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🚀 Quick Start Guide

1. Prepare Your Gmail Account

1. Enable 2-Factor Authentication in your Google Account
2. Generate an App Password:
   • Go to Google Account Security
   • Navigate to 2-Step Verification → App passwords
   • Generate a password for "Mail" on "Windows Computer"
   • Copy this 16-character password

2. Prepare Your Data

Recipient List (CSV, Excel, or Google Sheets):

Name,Email,Company
John Doe,john@example.com,Acme Corp
Jane Smith,jane@example.com,Tech Inc

Word Template (certificate_template.docx):

Congratulations {{Name}}!

This certifies that you have completed the course.

Email: {{Email}}
Company: {{Company}}

3. Launch AutoMailer

1. Open AutoMailer.exe
2. Dashboard Tab:
   • Recipient List: Browse to your file OR paste Google Sheet URL
   • Template: Browse to .docx OR paste Google Doc URL
   • SMTP Username: Your Gmail address
   • SMTP App Password: Paste the 16-character password
3. Click Start Sending ✅

4. Monitor Progress

• Watch the Activity Log for real-time updates
• View the History Tab to see all processed emails
• Check the Settings Tab for monitoring options

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📂 File Locations (When Running .exe)

All generated files are saved next to the .exe file:

Item	Location
Generated PDFs	./output/pdfs/
Downloaded Sheets	./downloads/
Downloaded Templates	./downloads/
Processed Emails	./processed_emails.json

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⚙️ Advanced Features

Continuous Monitoring

1. Go to Settings Tab
2. Toggle Enable Smart Monitoring
3. Set Interval (mins) (e.g., 30)
4. The app will auto-check your Google Sheet for new entries

History Management

1. Go to History Tab
2. View all previously sent emails
3. Refresh: Reload the list
4. Clear All: Reset the history (emails will be sent again on next run)

Keep Generated PDFs

• Settings Tab → Keep Generated PDFs: ON
• PDFs will remain in ./output/pdfs/ after sending

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🔧 Configuration

The config/config.yaml file controls:

• SMTP server settings
• Email subject template
• Retry logic
• Rate limiting
• PDF output

Example:

smtp:
  server: smtp.gmail.com
  port: 587

email:
  subject: "Your Certificate - {{name}}"

throttling:
  delay_seconds: 2
  max_per_minute: 25

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🐛 Troubleshooting

"Authentication Failed"

• ✅ Ensure you're using an App Password, not your regular Gmail password
• ✅ Check 2FA is enabled on your Google Account

"Template not found"

• ✅ Make sure the Word template has .docx extension
• ✅ For Google Docs, ensure the link has "Anyone with the link can view"

"Invalid Google Sheet URL"

• ✅ Share the sheet with "Anyone with the link can view"
• ✅ URL should look like: https://docs.google.com/spreadsheets/d/...

PDFs Not Generating

• ✅ Microsoft Word must be installed (docx2pdf uses Word COM automation)
• ✅ Check that placeholders match column names (case-insensitive)

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⚠️ Limitations

Gmail Daily Sending Limits

• Personal Accounts (@gmail.com): ~500 emails / 24 hours
• Workspace Accounts: ~2,000 emails / 24 hours
• Trial Accounts: May have lower limits

Note: These limits are enforced by Google, not by the AutoMailer app. If you exceed the limit, Google will temporarily block sending for up to 24 hours.

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📋 Requirements (for developers)

• Python 3.10+
• Microsoft Word (for PDF generation)
• Gmail account with App Password

See requirements.txt for Python packages.

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🤝 Contributing

Contributions are welcome! Please:

1. Fork the repository
2. Create a feature branch (git checkout -b feature/AmazingFeature)
3. Commit your changes (git commit -m 'Add some AmazingFeature')
4. Push to the branch (git push origin feature/AmazingFeature)
5. Open a Pull Request

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📝 License

This project is licensed under the MIT License - see the LICENSE file for details.

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🙏 Acknowledgments

• Built with CustomTkinter
• PDF generation via docx2pdf
• Email templating with Jinja2

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📧 Support

If you encounter issues:

1. Check the Troubleshooting section
2. Review the Activity Log in the app
3. Open an Issue

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Made with ❤️ for efficient email automation