Microsoft Outlook is a commonly used email platform across the globe, and it’s packed with numerous features designed to streamline and automate various email-related tasks.
One such feature that we will be focusing on today is “Send Recurring Email in Outlook.”
This less-known yet extremely beneficial feature can boost efficiency and save time in professional settings where certain emails must be sent out on a regular basis.
From weekly progress reports to monthly news bulletins, the ability to send recurring emails can be incredibly useful.
Picture this – instead of remembering to send a report every Friday, Outlook does it for you.
Instead of repeatedly writing and addressing the same email, you’ll have an efficient system that handles it for you.
In this guide, we will walk you through the step-by-step process of setting up, editing, and managing Recurring Message Outlook, focusing on how to effectively handle recurring emails in Outlook.
Can I send a Recurring Email in Outlook?
Yes, you can send a recurring email in Outlook. but Outlook doesn’t have an inbuilt feature for sending recurring emails.
Microsoft Flow (Power Automate): Users with the help of Microsoft’s Power Automate, set up recurring emails through Outlook.
Recurring Email in Outlook?
To set up recurring emails in Outlook, you can use not only Microsoft Outlook itself but also automate the process through Power Automate.
To connect and automate tasks between different apps we have an outstanding tool from Microsoft which is “POWER AUTOMATE“.
It will help to set up automatic actions, like sending regular emails. To send an email create a flow that schedules and specifies when and how the email should be sent.
Set Up Recurring Email in Outlook
So, let’s understand the step-by-step method to set up recurring emails in Outlook through Power Automate.
- Log into Outlook website Outlook.com.
- From the top left corner, click on the waffle icon (also known as App launcher).
- That will show you all the Microsoft apps, click on all apps to check out the entire list of applications.
- Scroll and select Power Automate or you can also type Power Automate in the search bar above the options.
- That will take you to the Power Automate home page, where you can add your inputs for recurring emails and connect them to your Outlook account.
- Power Automate consists of multiple predesigned templates but in this case, click on the Create button available on the screen, to create your own customized.
- After clicking you will get three modes you can use Power Automate.
- Start from the blank
- Start from the template
- Start from a connector
- To set a recurring mail flow, you need to click on schedule cloud flow under start from the blank first option.
That will define when and how often our email should go out. click on it, this will open up the prompt.
- Fill in the information, first, give it a flow name, down below you can indicate when you want your flow to be activated.
- You are also allowed to indicate the recurring times, next from the drop-down list select from the different options.
- Select a week from the drop-down, which will show all the days below, you need to deselect the day you didn’t want in the flow.
For the rest of the options, you only need to enter the numeric value (for instance 10), and the result would be:
- Repeat every 10 month
- Repeat every 10 days
- Repeat every 10 hours
- Repeat every 10 minutes
- Repeat every 10 seconds
Everything looks good, click create, which will take you to the next pair of options and screen.
You can see the setup flow in the shape of recurrence and on the right three horizontal dots, which open up options like Rename, add a note, setting, and delete.
When you click on the recurrence it will show you the inputs you can check out the preview and you are also allowed to change the internal and frequency. you can confirm that everything is Good to GO.
Click advance options, to get more filtration. You can add the time zone, hour, and minutes when you want to deliver the message. You can confirm that everything is Good to GO.
Now collapse the category or click Hide advanced options, now click on the new step available down below.
Now another bunch of operations under “Choose your operation” appears, for sending recurring emails type Outlook in the search bar and you will check out a few Outlook applications icons.
Click on Office 365 Outlook if you have a subscription account or select Outlook.com if you have a free or paid account. That will open up the list of actions You can automate with Outlook.
Select actions and send an email from the list.
Now you need to link your Outlook account here and sign in to create a connection to Outlook.com.
Once you have connected your Outlook account to Power Automate, explore the interface to create an email. You can input the recipient in the ‘To‘ field, craft your ‘Subject‘, and compose the ‘Content‘.
Click on Show Advanced options and other important options:
- From (Send as): Enter the email address to send mail from.
- CC: Specify email address separated by semicolon.
- BCC: Specify email address separated by semicolon.
- Attachment Name
- Attachment Content
After all settings click save to complete, and you will get a notification above the screen “Your flow is ready to go, we recommend you test it.“
So the above message recommends you test, you can see a few options on the top right corner of your screen.
Click on the test icon to check the email manually. Select the checkbox manually and click TEST.
After a few clicks, you finish the manual testing, and your email is sent to the concerned person.
Having crafted and vetted your flow, you are now ready to initiate the setup by running it.
Please proceed by selecting “My Flows” from the left-hand navigation menu to continue.
Upon reviewing your list of established flows, hovering over a chosen flow will reveal four options: ‘Run‘, ‘Edit‘, and ‘Share‘, along with additional commands.
To initiate the flow, simply click the ‘Run‘ button. Should there be a need to modify the inputs, the ‘Edit‘ button will allow for necessary adjustments.
Additionally, the ‘Share‘ button facilitates the distribution of the flow to collaborators.
For further actions, including modification, deletion, or data analysis, please click on the ellipses for a suite of supplementary options.
Finally, click on the flow and see what additional information you get.
You can check out the details of when it was created, status, modified, type, and plan. Down below you can check the 28-day run history on your screen.
That’s it, all set your email will be delivered from time to time as per inputs in the flow.
Types of recurring emails you can send using Outlook and Power Automate
The communication landscape is teeming with a variety of user segments, each with its own set of requirements for streamlining its processes.
Let’s delve into a few examples that illustrate the versatility of recurring emails via Outlook and Power Automate, tailored to meet these diverse needs.
- Project Updates: Regular Project updates or notifications of ongoing projects can be sent to team members to keep everyone informed.
- Subscription Renewals: Send reminders for subscription renewals or service expirations to customers.
- Daily Tips or Quotes: Share daily motivational quotes or tips related to your business or industry.
Just like above there are many more parameters users can use this recurring email in Outlook.
Outlook Automatic Replies Vs Recurring Emails
- Outlook Automatic Replies are usually set up when you’re unable to respond to emails for a period of time, like when you’re on vacation or out of the office. It automatically sends a prewritten message to anyone who emails you during this time.
- On the other hand, Recurring Emails are emails sent on a regular schedule. This can be useful for things like reminders or regular updates. The clear difference is one is automatic responses triggered by incoming mail and the other is scheduled messages sent out at specific times.
Embracing the power of automation with tools like Power Automate revolutionizes the efficiency and simplicity of tasks like sending multiple emails.
As we’ve navigated the steps to set up your flow, tailoring it to fit your unique requirements, you’ve seen first-hand how it ensures your messages are punctually dispatched, every single time.
This integration is more than just a convenience; it’s a strategic move to reclaim hours of your day, infusing your email communication with a level of precision and dependability that manual efforts simply cannot rival.
Consider this: the core aim of utilizing Power Automate for sending multiple emails is to streamline your workload, enhancing both manageability and productivity.
Now that you’re equipped with this knowledge, you’re ready to transform a time-consuming email routine into a fluid, automated marvel.
You’ve found a clever way to maintain the rhythm of your communications, sparing you the extra labor.
So, we encourage you to leap into action, establish your automated email flows, and relish the tranquility that comes from the assurance that your emails will consistently be sent according to schedule.
Here’s to automating your way to success—may your emails fly swiftly and surely to their destinations.