Mail Conductor

Free scheduled and recurring emails for Gmail users

What is Mail Conductor?

Mail Conductor is a free service that allows Gmail users to schedule future and recurring emails. Users can send future-dated emails by creating a new draft email that includes a special "send instruction" at the end of the subject line indicating when the message should be delivered. The send instruction starts with an "@" symbol such as "Subject: Happy New Year! @2016-01-01". Of course, Mail Conductor will remove the send instruction from the subject when the email is sent at the scheduled time.

Schedule by date and time

Schedule emails to be automatically sent at a future date and time.

Schedule recurring emails

Schedule emails to be sent on a recurring basis. Examples include sending an email every day, every other week, every third Friday, every 3 months, or every year.

Schedule month-end emails

Schedule emails based on the number of days before the end of the month. For example, sending a recurring email on the last day of every month.

Receive email receipts

Receive email receipts to notify you whenever scheduled emails are sent. This feature is user-configurable and can be turned on or off globally as well as overridden for each individual email.

Excellent deliverability

Scheduled emails are highly deliverable because they are sent directly from your Gmail account. That way your messages end up in your recipients' inboxes rather than their spam folders.

Completely free

Mail Conductor is a completely free service. No ads. No nagging. And if you no longer wish to use it, it can be easily uninstalled in just a few clicks.

Features

Getting Started

Introduction

After installing Mail Conductor, Gmail users can schedule future and recurring emails by creating a new email with a special "send instruction" added to the end of the subject (see examples below). Send instructions begin with the "@" symbol followed by the date/time when the message should be sent. After composing a scheduled email, be sure not to send it. Rather, just close the email window (or choose "Save draft" in the mobile client) so that it remains in your "Drafts" folder. Mail Conductor will remove the send instruction from the subject when the email is sent at the appropriate time.

Here are a few details to keep in mind when constructing the send instruction:

  • Times are specified in 24-hour time
  • Times are based on the time zone shown at the bottom of the install page
  • The default time for sending emails is 10am (if not specified)
  • Leading zeros in dates and times are optional (i.e., "@2016-01-01" and "@2016-1-1" are equivalent)
  • The "@" symbol should be preceded by at least one space but must not be followed by one
NOTE: Mail Conductor is installed on Google servers rather than on your local machine. Therefore, it only needs to be installed once per Gmail account from any computer. It will continue to run whether or not you have Gmail open.

Schedule emails by date

Future-dated emails are scheduled by adding a special "send instruction" to the end of the subject line in Gmail. The send instruction begins with an "@" symbol and is followed by the date in "YYYY-MM-DD" format as shown here:


Subject: Happy New Year! @2016-01-01
                     

The message above will be sent at 10am on January 1, 2016 with the subject of "Happy New Year!". If no time is specified, 10am is the default.

Schedule emails by time

To schedule an email to be sent at a particular date and time, use a send instruction format of "@YYYY-MM-DD HH:MM" as shown here:


Subject: Happy New Year's Eve! @2015-12-31 23:00
                     

The message above will be sent at 11pm on December 31, 2015 with the subject of "Happy New Year's Eve!". Remember to use 24-hour time.

Schedule recurring emails

Recurring emails can be scheduled using a send instruction in the following format:


@YYYY-MM-DD [HH:MM] repeat every X (days|weeks|months|years)
                    

Whenever "X" in the instruction above is assigned the value of 1, it can be removed and singular units used instead. For example, "every 1 days" can be expressed more succinctly as "every day".

The examples below demonstrate scheduling recurring payments by day, week, month, and year.


Subject: Remember to eat breakfast @2016-01-01 8:00 repeat every day
                    

The message above will be sent with the subject of "Remember to eat breakfast" starting at 8am on January 1, 2016 and repeated at the same time every day.


Subject: Exercise for one hour @2016-01-01 7:00 repeat every 3 days
                    

The message above will be sent starting at 7am on January 1, 2016 and repeated every 3 days.


Subject: Pay day @2016-01-15 repeat every 2 weeks
                    

The message above will be sent starting at 10am on January 15, 2016 and repeated every 2 weeks.


Subject: Prepare quarterly report @2016-01-01 repeat every 3 months
                    

The message above will be sent starting at 10am on January 1, 2016 and repeated every 3 months.


Subject: Happy Birthday! @2016-01-15 repeat every year
                    

The message above will be sent starting at 10am on January 15, 2016 and repeated every year.

Schedule recurring month-end emails

To schedule an email that recurs a certain number of days before the end of the month, use a send instruction format of "@YYYY-MM-DD(-X) [HH:MM] repeat every (month|Z months)" where "X" is the number of days to subtract from the specified date as shown here:


Subject: Last day of month reminder @2016-02-01(-1) repeat every month
                    

The message above will be sent starting at 10am on January 31, 2016 (specified date minus 1 day) and repeated on the last day of every month.

Schedule emails every Nth week day of the month

To schedule an email that recurs on a particular day of the week every month (e.g., "every third Friday"), use a send instruction format of "@YYYY-MM-DD [HH:MM] repeat every [X] (month|months) on (first|second|third|fourth|fifth|last) (Sunday|Monday|Tuesday|Wednesday|Thursday|Friday|Saturday)" as shown here:


Subject: Team Lunch @2016-01-15 repeat every month on third Friday
                    

The message above will be sent starting at 10am on January 15, 2016 and repeated on the third Friday of every month. Messages can also be sent a number of months apart like this:


Subject: Team Activity @2016-01-15 repeat every 3 months on third Friday
                    

The message above will be sent starting at 10am on January 15, 2016 and repeated on the third Friday every 3 months. Finally, messages can be sent any number of days before the target date like this:


Subject: Sunday Dinner @2016-01-10(-2) repeat every month on second Sunday
                    

The reminder above will be sent at 10am on Friday, January 8, 2016 (specified date minus 2 days) and repeated 2 days before the second Sunday of every month. Messages can also be sent any number of days after the target date like this:


Subject: Send Thank You Note @2016-01-10(+1) repeat every month on second Sunday
                    

The reminder above will be sent at 10am on Monday, January 11, 2016 (specified date plus 1 day) and repeated 1 day after the second Sunday of every month.

Schedule emails for multiple days each week

To schedule an email that recurs on multiple days each week (e.g., "every Monday, Wednesday, Friday"), use a send instruction format of "@YYYY-MM-DD [HH:MM] repeat every week on (Su|Mo|Tu|We|Th|Fr|Sa)[,(Su|Mo|Tu|We|Th|Fr|Sa)]+". The brackets ([]) and plus sign (+) indicate that one or more days of the week can be specified using two letter abbreviations in a comma-separated list as shown here:


Subject: Status Meeting @2016-01-15 repeat every week on Mo,We,Fr
                    

The message above will be sent starting at 10am on Friday, January 15, 2016 and repeated every Monday, Wednesday, and Friday. Note that there must not be any spaces before or after the commas.

The following variation (with any number of weeks) is also supported:


Subject: Status Meeting @2016-01-15 repeat every 2 weeks on Mo,We,Fr
                    

The message above will be sent starting at 10am on Friday, January 15, 2016 and repeated every other Monday, Wednesday, and Friday.

Schedule recurring emails until date

To schedule an email that only recurs until a specified date, use a send instruction format of "@YYYY-MM-DD [HH:MM] repeat every X (days|weeks|months|years) until YYYY-MM-DD" as shown here:


Subject: Staff Meeting @2016-01-15 repeat every 3 weeks until 2016-04-01
                    

The message above will be sent starting at 10am on January 15, 2016 and repeated every 3 weeks until April 1, 2016 (exclusive).

Receive email receipts

If you'd like to be notified when any scheduled email is delivered, enable the "Send Email Receipts" user preference at the bottom of the install page. This will send you a message summary each time a scheduled email is sent. (The install page can be accessed by clicking the "INSTALL" button at the top of this page.)

Furthermore, the "Send Email Receipts" setting can be overridden on a per email basis by adding "with receipt" or "without receipt" to the end of the send instruction like this:


@YYYY-MM-DD [HH:MM] [repeat.. [until..]] (with|without) receipt
                    

For example, a receipt will be sent for the following email regardless of the "Send Email Receipts" setting:


Subject: Important reminder @2016-01-15 repeat every month with receipt
                    

Finally, if you'd like to receive the entire message whenever a scheduled email is sent, just include your email address in the BCC field when you create the message.

Edit or delete scheduled emails

Scheduled emails can be edited or deleted by modifying or discarding the scheduled emails in your "Drafts" folder. Additionally, the first time a scheduled email is processed (usually within 15 minutes), it will be assigned a "Mail Conductor Outbox" label. Since the "Drafts" folder can contain both scheduled and non-scheduled messages, it's probably easier to look under the "Mail Conductor Outbox" label which will contain only your scheduled emails.

Scheduled emails can also be assigned to the "Mail Conductor Error" label if there was an error during processing. You should receive an email notification whenever Mail Conductor is unable to process a scheduled message but you may want to check the "Mail Conductor Error" label occasionally to see if any failed messages exist.

Schedule SMS text messages

By using an email-to-SMS gateway, SMS text messages can be scheduled through Mail Conductor in exactly the same manner as emails. An email-to-SMS gateway is a service that converts emails into SMS messages.

Virtually every mobile carrier offers a gateway service for free delivery of text messages to its customers. Unfortunately, use of carrier gateways requires you to know the carrier for each SMS recipient (since each carrier uses a different email address). For example, AT&T's gateway listens for mail addressed to {mobile number}@txt.att.net and will forward those messages to the correct customer via SMS. However, if the given mobile number does not belong to an AT&T customer, the email will bounce (i.e., be rejected by the gateway). The following table shows the email addresses for the major carriers in the United States:

AllTel
{mobile number}@text.wireless.alltel.com
AT&T
{mobile number}@txt.att.net
Boost Mobile
{mobile number}@myboostmobile.com
Cricket
{mobile number}@sms.mycricket.com
Sprint
{mobile number}@messaging.sprintpcs.com
T-Mobile
{mobile number}@tmomail.net
US Cellular
{mobile number}@email.uscc.net
Verizon
{mobile number}@vtext.com
Virgin Mobile
{mobile number}@vmobl.com

Quotas

Though Mail Conductor places no restrictions on sending emails, Google enforces quotas on all Gmail accounts. These quotas are more restrictive for free accounts than they are for paid accounts. If you exceed these limits, then Mail Conductor may be prevented from processing your messages. Here are some of the common quotas imposed by Google on free accounts:

  • Maximum recipients per email: 50
  • Maximum recipients per day: 100
  • Maximum CPU time per day: 1 hour (Mail Conductor requires CPU time to process your messages)
You can find out more about the quotas enforced by Google here.

Disclaimer

We make every effort to see that Mail Conductor is highly available and reliable. That said, this is a free service so use it at your own risk. Here's the legal copy:

MAIL CONDUCTOR IS A FREE SERVICE PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.

Contact

I hope you find the Mail Conductor service useful.
Feel free to email me or use the forum below if you have any questions or suggestions.