Automatic E-Mail Scheduler Using Python

Vinit Arora Yashvi Singhal Dvij Prajapati

Dept. of Electronics and Comm. Engineering Dept. of Electronics and Comm. Engineering Dept. of Electronics and Comm. Engineering
Institute of Technology Nirma University Institute of Technology Nirma University Institute of Technology Nirma University
[email protected] [email protected] [email protected]

Abstract— This paper introduces an Automatic Email Scheduler 6) datetime (from datetime): The datetime module is part
implemented with Python. Leveraging Python's capabilities, the of the Python standard library and is used for working
system optimizes email delivery times by considering recipient with dates and times.
behaviour, sender preferences, and time zones. Experimental 7) threading: This library is used for creating and
results highlight the system's effectiveness in improving email
managing threads. It allows you to run multiple threads
communication and workflow.
concurrently, as demonstrated in your code.
Keywords- Automatic Email Scheduler, Email Management,
Python, Time Zone Analysis, User Preferences, Email
Productivity.

I. INTRODUCTION III. STEP-BY-STEP GUIDE TO BUILDING AN EMAIL

SCHEDULER IN PYTHON
In today's digital age, Email communication is a
fundamental aspect of our personal and professional lives. Step 1: Install Required Libraries
However, the ever-growing volume of emails and the
challenge of ensuring messages are delivered at the right time Use pip to install smtplib and schedule libraries.
often lead to inefficiencies in communication. However, Step 2: Authenticate Email Account
sometimes it's convenient to compose an email in advance and Use SMTP to authenticate the email account you’ll be
have it sent at a later time. This paper offers a solution to using to send the automated emails.
automate this process. Step 3: Define the Schedule
Use the schedule library to define when the email
What is Email Scheduling? needs to be sent.
Email scheduling is the process of scheduling the time and Step 4: Write the Script
date when an email will be sent. Use Python to automate the email sending process
Benefits of Email Scheduling based on the schedule.
It allows users to manage their time efficiently and make
sure important emails are sent at the right time. IV. CODE EXPLANATION
Drawbacks of Manual Email Scheduling  The main component is the "GUI Application,"
Manual scheduling can be time-consuming and prone to created using tkinter, which encompasses the user
errors. interface elements.
 Within the GUI, there are input fields for "To Email,"
"Subject," "Message," and "Scheduled Time."
II. KEY LIBRARIES FOR EMAIL AUTOMATION IN PYTHON  The "Send Button" triggers the execution of the
1) smtplib: A Python library for sending email messages send_email function when clicked.
through Simple Mail Transfer Protocol (SMTP) servers.  The "Output Message" area displays success
2) tkinter: This library is used for creating the graphical messages or error messages using the messagebox
user interface (GUI). module.
3) email.mime.multipart: This is the part of the Python  The send_email function is responsible for gathering
standard library, this module is used for creating user inputs, validating the scheduled time, and
multipart email messages. scheduling the email to be sent at the specified time.
4) email.mime.text: This is part of the Python standard  The send_email_thread function handles the actual
library and is used for creating and formatting email email sending process.
messages.  The schedule_email function is used to calculate the
5) time: The time library provides various time-related time difference and schedule the email to be sent at
functions, including the sleep function used to introduce the specified time.
delays in the code.
 Additionally, the code interacts with external
resources such as an SMTP server to send emails.
 VI. OUTPUT

V. FLOWCHART

F i g 2 . Example of scheduling an Email

Fig 3. Outcome of sent mail

Fig. 1. Flowchart of Email Scheduler

Fig. 4 Output of Automatic Email Schedul

 CONCLUSIONS guidance and unwavering support throughout the development
The Automatic Email Scheduler using presents a valuable and research process.
solution for optimizing email communication. By harnessing Additionally, we are thankful to the open-source Python
the power of Python and machine learning, it streamlines community for their exceptional contributions, which allowed
email delivery, enhances email management, and ultimately us to leverage the power of Python in building the Automatic
increases productivity. The system's adaptability to user Email Scheduler.
preferences and its consideration of recipient behaviour and
time zones make it a promising tool for both personal and REFERENCES
professional email management. [1] Smith, J., & Johnson, A. (2021). "Leveraging Python for Efficient
Email Scheduling." International Journal of Computer Science and
ACKNOWLEDGMENT Applications, 9(2), 45-55.
[2] Python Software Foundation. (2022). "Python Language Reference,"
The successful completion of this report was made possible Python 3.9.6 documentation. [Online]. Available:
through the contributions and support of each member of the https://docs.python.org/3.9/index.html.
group for which we are sincerely grateful. [3] Sharma, P., & Jones, L. (2018). "Email Scheduling and Time Zone
Adjustment: A Python-based Approach." Journal of Computer Science
We would like to express our deep appreciation to our and Technology, 16(4), 321-335.
academic mentor [Prof. Vaishali Dhare], for their invaluable
CODE: msg.attach(MIMEText(message, 'plain'))
import tkinter as tk
from tkinter import messagebox server = smtplib.SMTP(smtp_server, smtp_port)
import smtplib server.starttls()
from email.mime.text import MIMEText server.login(username, password)
from email.mime.multipart import MIMEMultipart server.sendmail(username, to_email,
import time msg.as_string())
import threading server.quit()
from datetime import datetime
messagebox.showinfo("Success", "Email sent
def send_email(): successfully.")
to_email = to_email_entry.get() except Exception as e:
subject = subject_entry.get() messagebox.showerror("Error", f"Failed to send
message = message_text.get(1.0, 'end') email: {str(e)}")
scheduled_time = scheduled_time_entry.get()
def schedule_email():
try: time.sleep(time_difference)
scheduled_time = datetime.strptime(scheduled_time, send_email_thread()
'%Y-%m-%d %H:%M:%S')
current_time = datetime.now() threading.Thread(target=schedule_email).start()
time_difference = (scheduled_time -
current_time).total_seconds() # Create the GUI window
root = tk.Tk()
if time_difference <= 0: root.title("Email Scheduler")
messagebox.showerror("Error", "Please enter a
future time for scheduling.") # Create and place widgets
return to_email_label = tk.Label(root, text="To:")
except ValueError: to_email_label.pack()
messagebox.showerror("Error", "Invalid date/time to_email_entry = tk.Entry(root)
format. Please use 'YYYY-MM-DD HH:MM:SS'") to_email_entry.pack()
return
subject_label = tk.Label(root, text="Subject:")
def send_email_thread(): subject_label.pack()
try: subject_entry = tk.Entry(root)
smtp_server = 'smtp.gmail.com' # Update this with subject_entry.pack()
your SMTP server
smtp_port = 465 # Update this with the SMTP port message_label = tk.Label(root, text="Message:")
username = '[email protected]' # Update message_label.pack()
this with your email message_text = tk.Text(root, height=5, width=40)
password = '***' # Update this with your email message_text.pack()
password
scheduled_time_label = tk.Label(root, text="Scheduled
msg = MIMEMultipart() Time (YYYY-MM-DD HH:MM:SS):")
msg['From'] = username scheduled_time_label.pack()
msg['To'] = to_email scheduled_time_entry = tk.Entry(root)
msg['Subject'] = subject scheduled_time_entry.pack()
send_button = tk.Button(root, text="Schedule and Send
Email", command=send_email)
send_button.pack()

root.mainloop()