AUTOMATIC EMAIL SENDING

1. INTRODUCTION

1.1 Overview :
Automatic email sending refers to the process where emails are triggered and sent
automatically by a system based on predefined conditions or schedules. This can be used for
various purposes such as sending notifications, marketing campaigns, reminders, and more.
An automatic email sending system reduces the need for manual intervention, increases
efficiency, and ensures timely delivery.

An automatic email sending project is designed to streamline and automate the process of
sending emails to a specific group of recipients based on defined criteria or triggers. This
system is useful for businesses, marketing campaigns, customer service notifications, or
simply for sending reminders.

Automatic email sending in Python involves creating a script that sends emails automatically
using predefined conditions, such as a specific time or event trigger. This can be done
efficiently using Python's built-in libraries.

Key Features:

 Email Composition: Use Python to define the email's subject, body, and recipient
dynamically.
 SMTP Integration: Utilize the smtplib library to send emails through an SMTP
server (like Gmail) with proper authentication.
 Scheduling: Use libraries like schedule to automate email sending at specific times or
intervals.
 Error Handling: Log successes or failures in email delivery and provide feedback.

Implementation:

1. Define Email Content using the email.mime library.

2. Send Emails using smtplib to connect to an SMTP server.
3. Automate Sending by scheduling the task or triggering it based on events.

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1.2 System Study :

An automatic email sending system in Python automates the process of sending emails
based on triggers or scheduled times. The system can be used for various applications like
user notifications, marketing campaigns, reminders, or alerts. This brief system study
provides an overview of the architecture, key components, workflow, and technologies used
to build such a system in Python.

Key Components :

1. SMTP Server:
o SMTP (Simple Mail Transfer Protocol) is the protocol used to send emails.
The system communicates with an SMTP server to send emails to one or more
recipients.
o You can either use third-party services like SendGrid, Mailgun, or Amazon
SES, or a custom SMTP server (e.g., Gmail, Outlook).
2. Python Libraries:
o smtplib: Built-in Python library to send emails via SMTP.
o email: Another built-in Python library to construct email content, including
the subject, body, and attachments.
o schedule / APScheduler: Libraries for scheduling email sends at fixed times
or intervals.
o sqlite3 / SQLAlchemy: Libraries for managing databases to store recipient
data, email logs, and schedules.
3. Database:
o A database is used to store recipients' details, email content, schedules, and
logs.
o Common choices include SQLite (for small-scale systems), or MySQL /
PostgreSQL (for larger-scale systems).
4. Email Template Management:
o Emails are often sent using templates with dynamic content (e.g., user names,
product recommendations).
o Jinja2 or simple string formatting can be used for creating dynamic templates.
5. Task Scheduling:

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o The system needs to run tasks at specific times or in response to triggers (e.g.,
user actions).
o Python scheduling libraries like schedule or APScheduler can handle
periodic or time-based email sends.
6. Logging and Tracking:
o Log each email sent to track success/failure, bounces, opens, clicks, etc.
o This data can be stored in the database and analyzed later for performance
improvement.
7. Security and Compliance:
o Ensure that emails sent comply with regulations like CAN-SPAM or GDPR.
o Use proper authentication protocols like SPF, DKIM, and DMARC to avoid
emails being flagged as spam.

Workflow :

1. User Setup:
o Admin configures email templates, recipient lists, and schedules. The details
are stored in the database.
2. Email Composition:
o The system generates the email content using templates and dynamic data
(e.g., the recipient’s name, personalized offer).
3. Email Triggering:
o Emails can be triggered by events (e.g., user sign-up, purchase confirmation)
or scheduled at fixed times (e.g., daily reminders).
4. Email Sending:
o The email content is sent via SMTP. Python’s smtplib or third-party services
like SendGrid handle this.
5. Error Handling:
o If an email fails to send (due to network issues or invalid addresses), the
system retries the operation or logs the error for later review.

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1.3 Existing system :

When it comes to automating email sending in Python, there are several systems and tools
that can be leveraged. These systems vary in terms of ease of use, scalability, and features.

1. Python Built-in Libraries

smtplib & email

 smtplib is a standard Python library used to send emails through an SMTP server.
 email is another built-in Python library for creating structured email content, such as
MIME-encoded emails, attachments, and HTML formatting.

Use Case: Ideal for simple, one-off email automation or low-volume email sending, such as
notification emails or alerts.

Key Features:

 Direct connection to an SMTP server (e.g., Gmail, Outlook, custom servers).

 Requires manual scheduling (with external libraries like schedule or cron jobs) for
automatic sends.

2. Third-Party Email Sending Services

SendGrid

SendGrid is one of the most widely used email delivery services. It provides an API to send
emails, track delivery, manage email templates, and handle bounces.

Use Case: Suitable for both transactional emails and marketing emails, especially when
sending large volumes or managing complex email campaigns.

Key Features:

 Email templates for dynamic content.

 Built-in analytics for email performance.
 SMTP relay support for simple email sending.

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Mailgun :

Mailgun is another popular email service that provides an API and SMTP server for sending
emails. It’s known for its reliability, scalability, and comprehensive analytics.

Use Case: Best for high-volume email sending (e.g., newsletters, customer updates, etc.), and
offers more control over email automation compared to traditional SMTP services.

Key Features:

 Powerful email API with integration support for Python.

 Real-time email tracking (opens, clicks, bounces).
 Integration with third-party platforms (CRM systems, marketing platforms).

Amazon SES (Simple Email Service) :

Amazon SES is a cloud-based email-sending service by Amazon Web Services (AWS). It

allows businesses to send bulk transactional and marketing emails.

Use Case: Best suited for large-scale email sending, especially for those already using other
AWS services. It’s ideal for high deliverability and integration into larger workflows.

Key Features:

 Extremely cost-effective for large-scale email sends.

 Detailed email monitoring, bounce handling, and analytics.
 Can handle both transactional emails and email marketing.

3. Asynchronous Email Sending with CeleryCelery with SMTP

Celery is a distributed task queue system that allows tasks (like sending emails) to run
asynchronously in the background. It’s often used with an SMTP server to send emails
without blocking the main application.

Use Case: Ideal for applications that require background tasks and asynchronous operations,
like sending bulk emails without impacting performance.

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Key Features:

 Supports background task processing, meaning emails can be sent asynchronously.

 Robust error handling, retries, and scheduling support.
 Works well for applications with high throughput, like batch email processing.

4. CRM and Marketing Platforms with Python SDKs

HubSpot :

HubSpot is a popular customer relationship management (CRM) platform that also offers
email marketing tools. It provides an API and SDKs for integrating automated email
campaigns within Python applications.

Use Case: Best for automated marketing emails, customer engagement, and CRM workflows.

Key Features:

 Email marketing automation with personalized templates.

 Advanced segmentation for targeted email campaigns.
 Integration with HubSpot CRM for customer data and interaction tracking.

Mailchimp :

Mailchimp is one of the most well-known platforms for email marketing automation. It
provides an API for sending emails and managing campaigns,

Use Case: Suitable for businesses focused on email marketing, newsletters, and managing
large subscriber lists.

Key Features:

 API integration for automated email sending.

 Detailed email tracking (opens, clicks, unsubscribes).
 Audience segmentation and personalized content delivery.

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5. Task Scheduling Systems

APScheduler

APScheduler (Advanced Python Scheduler) is a Python library used for scheduling tasks,
such as sending automated emails at specified times or intervals.

Use Case: Perfect for scheduling periodic emails, such as daily reports, reminders, or
notifications.

Key Features:

 Cron-style job scheduling.

 Periodic and interval-based scheduling for email sends.
 Support for persistent storage of jobs (e.g., in databases).

6. Email Campaign Management Platforms

Sendinblue

Sendinblue is an all-in-one marketing platform that also offers automated email campaigns. It
provides APIs to send emails and track engagement.

Use Case: Best for small to medium-sized businesses looking for an easy-to-use email
automation solution that integrates with marketing workflows.

Key Features:

 Real-time email tracking and reporting.

 Email templates, marketing automation workflows, and personalization.
 SMS and marketing automation alongside email.

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1.4 Project Overview :

1. Project Objective

The objective of this project is to develop an automated email sending system using Python
that can send emails to one or more recipients based on predefined triggers, schedules, or user
actions. This system can be used for various purposes such as:

 Transactional emails (e.g., account registration, password reset).

 Marketing emails (e.g., newsletters, promotions).
 Notifications (e.g., reminders, updates).

2. Key Features

The system will support the following core features:

1. Email Composition:
o Support for dynamic content generation (e.g., personalized emails with names
or custom information).
o Email attachments (images, documents).
2. Email Sending Mechanism:
o Integration with popular email delivery services (e.g., Gmail, SendGrid,
Mailgun, Amazon SES).
o Option to use SMTP servers for sending emails.
o Support for bulk email sending.
o Email queuing and retry mechanisms in case of failures.
3. User Management:
o Interface to manage email recipients (e.g., import/export from CSV, database,
or API).
o Maintain recipient lists for different categories (e.g., marketing, notifications).
4. Email Tracking and Analytics:
o Track whether emails are successfully delivered, opened, or bounced.
o Integrate with third-party email services like SendGrid or Mailgun for real-
time email analytics (e.g., open rates, click rates).

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5. Error Handling:
o Manage errors (e.g., incorrect email addresses, server issues) and retry
sending.
o Provide logging for troubleshooting and monitoring.
6. Compliance and Security:
o Follow email sending best practices (e.g., SPF, DKIM, DMARC) to avoid
emails being marked as spam.
o Implement basic security mechanisms to protect email credentials (e.g., use
OAuth2 for Gmail integration).

3. System Architecture

1. Email Scheduling:
o The system will have a scheduling component that allows emails to be sent at
specific times or intervals. This component will monitor the current time and
compare it against predefined schedules.
2. Email Sending:
o The email sending component will connect to SMTP servers or third-party
services for delivering emails. Depending on the service used (e.g., Gmail,
SendGrid), the system will either send emails directly via SMTP or through
API calls.
3. Email Tracking and Logging:
o For tracking purposes, emails will be logged with their status (sent, failed,
bounced). If integrated with a third-party service (like SendGrid or Mailgun),
4. Error Handling and Retry Mechanism:
o If an email fails to send (due to a server error, invalid email address, etc.), the
system will log the failure and retry sending the email after a predefined delay.

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6. Use Cases

The system can be used in a variety of scenarios:

1. Transactional Emails:
o Example: An e-commerce website sending order confirmations, password
resets, and shipping updates.
2. Marketing Campaigns:
o Example: A company sending promotional offers, newsletters, or product
announcements to customers.
3. Reminders:
o Example: A SaaS application sending regular subscription renewal reminders
or system maintenance alerts.

7. Challenges and Considerations

1. Email Deliverability:
o Ensure that emails do not end up in spam folders by following best practices
such as SPF, DKIM, and DMARC records for the sending domain.
2. Scalability:
o Handle large volumes of emails efficiently. This includes managing SMTP
limits, using batching for high volumes, and implementing retries and queuing
systems for large-scale email sending.
3. Error Handling:
o Build a robust error handling system to address failed deliveries, network
issues, and other common email sending problems.
4. Security:
o Secure sensitive data such as email credentials (using environment variables,
OAuth2, etc.) to prevent unauthorized access.
o

5. Compliance:
o Ensure that the system complies with regulations such as GDPR and CAN-
SPAM, including providing unsubscribe options and respecting user consent.

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1.5 Objectives & Scope :

1. Setting Up Email Server Connection

 Objective: Configure the connection to the email service (e.g., Gmail, Outlook,
SMTP server) using Python's built-in libraries.
 Tools: smtplib.
 Goal: Establish a secure and authenticated connection to send emails.

2. Creating Email Content

 Objective: Dynamically generate the content of the email (text, HTML, attachments).
 Goal: Craft personalized email messages with rich formatting (HTML), inline images,
or file attachments.

3. Automating the Email Sending Process

 Objective: Schedule or trigger the automatic sending of emails based on specific

events or time intervals.
 Goal: Set the emails to be sent at specific times or in response to specific conditions
(e.g., daily reminders, triggered by database changes, etc.).

4. Email Personalization

 Objective: Dynamically customize the email body for each recipient based on their
preferences, name, or other personal details.
 Goal: Personalize the subject line and email body to make it more engaging.

5. Error Handling and Logging

 Objective: Handle potential errors (e.g., network issues, invalid email addresses) and
log the success or failure of each email send attempt.
 Goal: Ensure the program can handle failures gracefully and keep a log of the
process.

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Scope :

1. Personalized Email Campaigns

 Scope: Send personalized email campaigns to a list of recipients based on their

preferences, behaviors, or demographic data.

Use Cases:

 Marketing emails to customers (e.g., discounts, product recommendations).

 Newsletters or content updates.
 Customer support follow-ups.

2. Automated Notifications & Alerts

 Scope: Automatically send alerts or notifications based on certain events or

conditions.
 Use Cases:
o System or server monitoring (e.g., sending alerts if a service goes down).
o Triggered notifications for users (e.g., password reset requests, login
attempts).
o Deadline reminders (e.g., upcoming appointments, task due dates).

3. Email Scheduling

 Scope: Set up emails to be sent at specific times or intervals.

 Use Cases:
o Regularly scheduled reports (e.g., weekly summaries or monthly overviews).
o Birthday or anniversary emails to customers.
o Periodic reminders (e.g., daily or weekly task reminders).

4. Automated Follow-Up Emails

 Scope: Automatically send follow-up emails after a certain period or based on user
actions.

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 Use Cases:
o Sending thank-you emails after a purchase or meeting.
o Reminders to users who have abandoned their cart.
o Requesting feedback or surveys after service completion.

5. Customer Support Automation

 Scope: Automate customer support emails to handle frequently asked questions or

basic support requests.
 Use Cases:
o Sending automated responses to common queries.
o Redirecting emails to support teams or tracking issues with email-based
ticketing systems.

6. Transactional Emails

 Scope: Send transactional emails that are triggered by user actions or requests.
 Use Cases:
o Order confirmations, shipping updates, or payment receipts.
o Password resets, user verification, and account updates.
o Subscription or membership confirmations.

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1.6 Applying Software engineering approach :

In developing an Automatic Email Sending System in Python, applying a structured

Software Engineering (SE) approach ensures that the project is designed, implemented,
and maintained in an efficient, reliable, and scalable way. The SE approach involves
systematically following best practices, methodologies, and lifecycle models to guide the
development process. Below is an outline of how software engineering principles can be
applied to this project.

1. Requirement Analysis

Objective: Understand the project requirements and define the functional and non-functional
requirements.

 Functional Requirements:
o Email Composition: Ability to compose emails with plain text or HTML
format, dynamic content insertion (e.g., names, personalized data), and
attachments.
o Email Sending: Ability to send emails to one or more recipients through
SMTP servers or third-party APIs like SendGrid, Mailgun, or Amazon SES.
o Error Handling & Retries: Handling email delivery failures and
implementing automatic retry mechanisms.

 Non-Functional Requirements:
o Scalability: The system must scale to handle high email volumes.
o Security: Ensure that email credentials and sensitive data are stored and
transmitted securely (e.g., encryption, OAuth).
o Performance: The system should send emails in a timely manner without
excessive delay or blocking of the main application.

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2. Feasibility Study

Objective: Evaluate the practicality of the project in terms of technical, operational, and
economic feasibility.

 Technical Feasibility:
o Python Libraries: Python has built-in libraries like smtplib and email that can
be used for basic email sending.
o Scheduling Libraries: Python libraries such as APScheduler, schedule, or
Celery can be used to automate email scheduling.
 Operational Feasibility:
o Integrating third-party email delivery services (like SendGrid, Mailgun, or
SES) provides higher reliability and deliverability.
o Ensuring compliance with spam laws (like CAN-SPAM and GDPR) is
important for operational feasibility, and the system should allow for opt-out
features and secure handling of user data.
 Economic Feasibility:
o Most of the third-party services (e.g., SendGrid, Mailgun, SES) offer free tiers
with limited monthly emails, and then charge based on usage.
o Development costs are low because Python has a rich ecosystem of libraries
that can handle the majority of tasks, such as email composition, sending, and
scheduling.

3. System Design

Objective: Define the system architecture, components, and data flow.

3.1 Architecture Design

The system can be designed with the following core components:

1. User Interface (Optional):

o A simple web or command-line interface where users can configure email
templates, recipient lists, and scheduling details.

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2. Email Composition Module:

o Composes emails using templates (HTML or plain text) and dynamic content
insertion.
o Allows attachment handling and encoding.
3. Email Sending Module:
o Sends emails using an SMTP server (e.g., Gmail, custom server) or via third-
party services (e.g., SendGrid, Mailgun, SES).
o Handles connection, authentication, and sending.
4. Scheduling Module:
o Uses Python scheduling libraries (e.g., APScheduler or schedule) to trigger
email sends based on time intervals or specific events.
5. Error Handling and Retry Module:
o Implements a retry mechanism for failed email sends.
o Logs errors and notifies the administrator when necessary.

3.2 High-Level Data Flow

1. Email Configuration: The user configures email templates, recipients, and schedules.
2. Triggering Events: Based on the schedule or event (e.g., user registration), the
system triggers email composition.
3. Email Composition: The system generates email content based on templates and
dynamic user data.
4. Sending: The email is sent via an SMTP server or API of a third-party service.

4. Implementation

Objective: Implement the design into a working system using programming languages,
frameworks, and tools.

 Coding Practices:
o Follow coding standards (PEP 8 for Python).

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o Use modular programming for separation of concerns (e.g., email sending,

scheduling, error handling).
o Implement unit tests to ensure the system’s components work as expected.
 Testing:
o Perform unit testing for individual components (e.g., email composition,
sending, error handling).
o Conduct integration testing to ensure that the components work together
(e.g., email sending and scheduling).
o End-to-end testing to simulate the entire email sending process (from
configuration to tracking).
 Documentation:
o Create clear documentation for users to set up email templates, recipient lists,
and schedules.
o Provide API documentation if integrating with third-party services like
SendGrid, Mailgun, or SES.

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2. Literature Survey :

 Automating email sending in Python has become a common solution for both
transactional and marketing applications. Python offers several libraries and third-party
services to achieve this, each with varying levels of complexity and functionality.
smtplib, a built-in Python library, is one of the most widely used tools for sending emails.
It works by connecting to SMTP servers, such as Gmail or custom SMTP configurations,
and dispatching messages. However, while smtplib is effective for basic use cases, it
lacks advanced features like email tracking and scheduling. To address this limitation, the
email module in Python is often paired with smtplib for composing rich-text emails,
handling MIME attachments, and enabling HTML content within emails. This
combination works well for small-scale projects but requires more robust solutions for
larger applications.
 For more advanced use cases, third-party email delivery services such as SendGrid,
Mailgun, and Amazon SES are widely adopted. These platforms offer Python SDKs that
simplify the process of sending bulk emails while providing features such as email
templates, advanced analytics (open rates, click-through rates), and error handling.
Services like SendGrid and Mailgun provide real-time tracking through webhooks,
allowing developers to analyze delivery rates, bounces, and user interactions. These
platforms also come with built-in spam prevention mechanisms and help improve overall
email deliverability. Amazon SES offers an efficient and scalable email solution, making
it ideal for large-scale systems, though it may require more setup and integration with
other AWS services.
 Automating email sending also requires scheduling capabilities, which can be managed
by Python libraries such as APScheduler and Celery. APScheduler allows developers to
schedule tasks using cron-style or interval-based timing, making it suitable for scenarios
where emails need to be sent at specific times or frequencies. On the other hand, Celery,
a distributed task queue, excels in handling background tasks and asynchronous
operations, making it ideal for sending large volumes of emails without blocking the main
application thread. Celery also supports retries and task management, which is beneficial
for dealing with transient failures during email delivery.

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 Another crucial aspect of automated email sending is email tracking and analytics. Third-
party services, like those offered by SendGrid and Mailgun, provide extensive tracking
features that enable marketers to understand how recipients are interacting with their
emails. By tracking metrics such as open rates, click-through rates, and bounces, these
services help optimize email campaigns and improve future performance. These analytics
can be integrated into Python applications via APIs or webhooks, which send real-time
event data back to the system.
 Despite the numerous available tools and libraries, challenges such as email
deliverability, compliance with regulations, and rate-limiting must be addressed. Ensuring
that emails do not end up in spam folders is a critical issue in automated email systems.
Additionally, services often impose rate limits to prevent abuse, requiring developers to
implement batch processing or exponential backoff strategies.
 In conclusion, Python offers a variety of tools and services to build automatic email
sending systems, ranging from basic libraries like smtplib to more sophisticated third-
party APIs like SendGrid, Mailgun, and SES. The use of task scheduling libraries such as
APScheduler and Celery ensures that emails are sent efficiently, while real-time tracking
features provide insights into email performance. However, challenges such as
deliverability, compliance, and scalability must be considered when designing an
automated email system. As email automation continues to evolve, integrating these
technologies with modern cloud infrastructure and adhering to best practices will be
crucial for building reliable, scalable, and legally compliant systems.

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 Code Explainatoin :

1. import smtplib:
o Imports the smtplib library, which is used to send emails using SMTP (Simple
Mail Transfer Protocol).
2. email = input("SENDER EMAIL: "):
o Prompts the user to enter their own email address (the sender's email). This is
stored in the variable email.
3. receiver_email = input("RECEIVER EMAIL: "):
o Prompts the user to enter the recipient's email address. This is stored in the
variable receiver_email.
4. subject = input("SUBJECT: "):
o Prompts the user to enter the subject of the email. This is stored in the variable
subject.
5. message = input("MESSAGE: "):
o Prompts the user to enter the body/message content of the email. This is stored
in the variable message.
6. text = f"Subject: {subject}\n\n{message}":
o Combines the subject and message into a single string text, which represents
the entire email content.
o The \n\n ensures there is a newline between the subject and the body of the
email.
o For example, if the subject is "Test Email" and the message is "Hello, this is a
test!", the text would look like:

kotlin
Copy
Subject: Test Email

Hello, this is a test!

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7. server = smtplib.SMTP("smtp.gmail.com", 587):

o Creates a connection to the SMTP server at smtp.gmail.com on port 587
(which is used for secure email transmission with TLS encryption).
o This is the Gmail SMTP server address, which will be used to send the email.
8. server.starttls():
o Secures the connection using TLS (Transport Layer Security).
o This step encrypts the communication between the Python program and the
email server, making it more secure.
o Without this, the connection would be insecure.
9. server.login(email, "xoymvhvuobcvrcif"):
o Logs into the sender’s email account using the provided email address and
password (or an app password).
o Here, "xoymvhvuobcvrcif" seems like an app password (not the regular
Gmail password), which is used for apps like this Python script to securely log
in to a Gmail account.
o Important: Using real email credentials in code like this is not recommended
for security reasons. It is better to use environment variables or OAuth2 for
safer login methods.
10. server.sendmail(email, receiver_email, text):
o Sends the email.
o The first parameter (email) is the sender's email address.
o The second parameter (receiver_email) is the recipient’s email address.
o The third parameter (text) is the email body, which includes the subject and
message.
o The email will be sent via the SMTP connection established earlier.
11. print("Email has been sent to", receiver_email):
o Prints a confirmation message to the console once the email has been
successfully sent.
o This helps the user know that the email has been sent.

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 OUTPUT :

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 Conclusion :

In conclusion, the automatic email sending system in Python provides an efficient and
scalable solution for managing email communication. By utilizing Python libraries like
smtplib and email for basic functionality, and integrating third-party services such as
SendGrid, Mailgun, or Amazon SES for advanced features like email tracking,
analytics, and high-volume handling, the system can meet both simple and complex
requirements. Task scheduling with libraries like APScheduler and background
processing through Celery enable seamless automation of email dispatching. While
challenges such as deliverability, rate-limiting, and regulatory compliance need careful
consideration, Python's flexibility and available tools make it an ideal platform for
building reliable, secure, and efficient automated email systems.

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