Have employee training that needs doing? Want to remind your staff about that upcoming business meeting? In this guide, you’ll learn how to send recurring emails through Microsoft Office 365 Outlook to those who need them. As a quick aside, remember to be mindful of CAN-SPAM laws and how that affects your clients. You should only send recurring emails to those who have opted-in to receive messages from your organization.
First, go and click the Windows “Start” button and type “Microsoft Outlook” in the search text box. Hit “Enter” to open Outlook. Then click the “Tasks” folder in the left side panel.
Click on the “Actions” menu item. Go to “New Task” in the list of options. Click on “Tools” in main “New Tasks” window. Select “Forms,” then go to “Design This Form.” Click on the main “Form” menu button and select “View Code.” This will display a code editor where you can set up the form code.
Type the following code in your editor:
Sub Item_PropertyChange(ByVal Name) Select Case Name Case “Status” if Item.Status = 2 then Set email = Application.CreateItem(0) email.To = “email@example.com” email.Recipients.ResolveAll email.Subject = “My Subject Text” email.Body = “Recurring email text” email.Display End IF End Select End Sub
Replace the recipient email address with whomever you’re sending this reoccurring email to. Change the subject and body text to what you want the email to say. This code triggers when you set up the task, so it will automate the process of sending the email.
Click on the “File” menu item and select “Close.” Type in a name for the new Outlook task form. Click on the “Publish Form” option in the main “Tools” menu. Publishing the form will allow you to use it as a trigger for your task setup.
Click on the “Actions” menu item at the top and select “New Reminder.” This will open a wizard to create a task to send the email. Select a corresponding date in the “Due Date” section. This is the first time the email is sent. In the “Recurrence” section, select how often you want to send the email.
Click on the “Save and Close” button. That task is saved to your Outlook software. Click on the minimize button to minimize Outlook to the task bar. Outlook must be running to send the recurring email.
And you’re done! You can make use of this process to automate a number of things, which will take the pressure of remembering off of your (and your team).
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