Apps Script: Send Custom Email Notifications Based on Cell Values (Google Sheet)

Ever wished your spreadsheet could send an email when a specific value is entered — like a status change to “APPROVED” or when a task is marked “URGENT”? With Google Apps Script, it’s totally possible! You can automate email alerts directly from Google Sheets based on cell values. This saves time, keeps your team in the loop, and makes your sheet way more powerful.

In this guide, we’ll walk through how to send custom email notifications when a certain condition is met in your sheet — no manual work needed. It’s like giving your spreadsheet a voice!

What Is a Custom Email Notification in Google Sheets?

A custom email notification is an automatic message sent by your sheet when a specific value appears in a cell. Using Google Apps Script, you can write a simple rule: “If column F says ‘APPROVED’, send an email to this person with these details.” The script runs every time the sheet changes, keeping everyone updated without you lifting a finger.

Why Use This?

Automate alerts for task approvals, inventory levels, or deadlines
Make sure nothing falls through the cracks
Save time on manual follow-ups

Real-Life Example: Approving Requests in a Shared Sheet

Let’s say you have a shared sheet where team members submit requests for supplies. When a manager marks a row as “APPROVED”, you want an email to go out to the requestor with the approval details.

Sample Sheet Layout

Request ID	Name	Item	Quantity	Status	Email
001	Jane Doe	Stapler	2	APPROVED	jane@example.com

Once “APPROVED” is typed in the Status column (Column E), the script automatically sends a message to the email in Column F.

Step-by-Step: How to Send Emails Based on Cell Values

Open your Google Sheet.
Click Extensions > Apps Script.

Delete any existing code and paste the following:


function onEdit(e) {
  var sheet = e.source.getActiveSheet();
  var range = e.range;
  
  if (sheet.getName() === "Requests" && range.getColumn() === 5) { // Column E = Status
    var row = range.getRow();
    var status = range.getValue();
    
    if (status === "APPROVED") {
      var name = sheet.getRange(row, 2).getValue(); // Column B
      var item = sheet.getRange(row, 3).getValue(); // Column C
      var quantity = sheet.getRange(row, 4).getValue(); // Column D
      var email = sheet.getRange(row, 6).getValue(); // Column F
      
      var subject = "Your Request Has Been Approved!";
      var body = "Hi " + name + ",\n\n" +
                 "Your request for " + quantity + " x " + item + " has been approved.\n\n" +
                 "Thanks,\nAdmin Team";
      
      MailApp.sendEmail(email, subject, body);
    }
  }
}

Click the disk icon or press Ctrl + S to save the project.
Close the editor — your email alerts are now ready to go!

Key Benefits

Instant Alerts: Get notified right when something important changes.
Time-Saving: No more manual email writing or checking the sheet constantly.
Custom Messages: Personalize the email content with names and details from the sheet.

Pro Tips

This script uses onEdit(), which triggers only on manual edits (not on formulas or scripts).
Make sure your sheet name in the script matches exactly, including capitalization.
Use Data Validation to ensure only certain values (like “APPROVED”) can be entered in the Status column.
You can log emails sent using Logger.log() for troubleshooting.

Customizing the Script

Want to send emails for other statuses like “REJECTED”? Just expand the if block:


if (status === "APPROVED" || status === "REJECTED") {
  // change email subject/body based on status
}

Quick Cheat Sheet

Function	Purpose
`onEdit(e)`	Triggers when a cell is manually changed
`MailApp.sendEmail()`	Sends an email using Gmail
`e.range.getRow()`	Gets the row number of the edited cell
`sheet.getRange(row, col).getValue()`	Reads values from specific cells in the row

Using Google Apps Script to send emails based on cell values is a simple way to make your spreadsheet smarter. Whether you’re approving requests, tracking orders, or managing tasks — automated notifications can streamline your workflow and keep everyone informed. Just set it once, and let your sheet do the talking!

Try it out on your own Google Sheet and start saving time while boosting productivity.