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Sending Data via Email

You can immediately email data directly from an Explore, Look, or dashboard using the Send option. This lets you send data right away, without setting up a schedule. In the case of an Explore, you can send a query immediately, without having to save the query to a dashboard or a Look.

After choosing Send from the gear menu, choose Email in the Where should this data go section to see the email options:

Naming Your Delivery

Give the content a unique title in the Title field. The title is used for the email's subject line, and as part of the file name if you select a format that uses an email attachment.

Sending to Email

In the Where should this data go section, choose Email. Your data or visualization will be delivered to a list of email addresses you specify.

Choosing Recipients

In the Who should it be emailed to section, enter the email addresses of the recipients. Enter a single email address, or multiple addresses separated by commas, and click Add. The domain of those emails must be allowed by your Looker admins. If the recipient is another Looker user, that person will have the option to link back to the Look or dashboard from the email.

Click Include a custom message to add a customized message in the body of the email.

Additionally, if your Looker admin has enabled the Run schedule as recipient feature in Looker Labs, you can set the data delivery to run as if you ran the query yourself. If you are a Looker admin, you can set the data delivery to run for each recipient as if they ran the query themselves. You can set this in the Advanced options section as described on the Managing Business User Features documentation page.

Formatting the Data

In Format data as, choose the format for the data in your delivery.

For dashboards, you can choose:

For Looks and Explores, you can choose:

When sending images or visualizations, the Easy to Read Email Images Labs feature allows your email client to determine the optimal image size for easier readability. If images appear distorted, your email client may be incompatible with this feature. Contact your Looker admin to disable the Labs feature.

Using Advanced Options

The Advanced options section provides additional customization for your delivery. Click the arrow next to Advanced options to expand this menu.

Sending Limits

When sending Looks and Explores, you can limit the size of your email to stay within your email server's message size limitations. Select one of the following limit options for your data:

To verify that you are within the row or data limit for scheduled emails, you can enter your own email address as the recipient and click Send Test to send the data to yourself immediately. If you do not receive the email, it is likely that you have reached the row limit or the data limit for emails.

Email Options

The following options are available when sending data delivery over email.

Run Schedule as Recipient

You see this option only if your Looker admin has enabled the Run schedule as recipient Labs feature. If you are not a Looker admin and you enter an email address other than your own, this option is unavailable. You can, however, enter your own email address and the data delivery you will receive will be the same as if you ran the query yourself.

If you are a Looker admin, see the Managing Business User Features documentation page for more information.

Include Links

By default, email data deliveries include a link that reads "View this data in Looker":

This link lets the email recipients further explore the data on your Looker instance. If you want to remove this link from your data delivery emails, un-check the Include Links checkbox.

Format Options

The following options are available when sending data delivery over email.

Apply Visualization Options

For Looks, Explores, and CSV-formatted dashboards, you can configure whether you want the data delivery to use the same options as your visualization:

Formatted Data Values

For Looks, Explores, and the CSV format of dashboards, you can configure the data's formatting:

Single Column Layout

For dashboard deliveries in PDF or Visualization format, you have the option to print your PDF in a single column layout, which displays dashboard tiles in a single vertical column. Check the Use single column layout box to use this option, or leave the box unchecked to show the tiles as they are arranged in the dashboard.

Expand Tables

To display all rows of a data table — rather than just those rows that display in the dashboard tile thumbnail — in a PDF dashboard delivery or download, check the Expand tables box. If you do not see the Expands tables option, talk to your Looker admin about installing the Chromium renderer for your Looker instance.

Paper Size

You have the option to specify the optimal size and orientation of dashboard PDFs by selecting from the Paper size drop-down menu. Large visualizations or groups of overlapping dashboard tiles may need to be resized to fit cleanly on a PDF page. If you do not see the Paper size option, talk to your Looker admin about installing the Chromium renderer for your Looker instance.

Send Your Content

When you have selected all the options for your delivery, click the Send button to send your content.

Email Challenges

At times a scheduled delivery could fail to reach one or more of its recipients. This could happen if the underlying model has an error, if the recipient does not have access to the data, or if there are rendering problems or page errors.

There are a few other challenges that can arise:

  1. If your company has set up its own email settings in the Admin section of Looker, your Looker admins will need to make sure they are correct, and that your email provider is functioning properly.
  2. Depending on the Limit setting, the data delivery will either be limited to 5,000 rows or a maximum file size of 15 MB. Emails with more rows or data than these limits will not be sent.
  3. If an email does not send at the expected time — but does eventually arrive — it is likely because you're competing with other Looker tasks. These tasks can include other scheduled emails, many people exploring data at the same time, or persistent derived tables being built. If this occurs check with your Looker admins about competing tasks.
  4. If a specific email keeps disappearing from your distribution list, it's likely because a user is unsubscribing from that scheduled email. This can be a particular challenge if you use a group email alias to send to multiple people, because any individual recipient can unsubscribe that entire email alias. If you need to understand un-subscriptions check out this Community topic.

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