How to Set Up a Recurring Email in Outlook 365

Recurring emails help save time and maintain consistency by automating repetitive tasks like newsletters, reminders, or follow-ups. For small business owners, marketers, sales professionals, and enterprise teams, these emails streamline workflows and improve communication.

While Outlook 365 doesn’t have a built-in feature to directly send recurring emails, it offers creative solutions through rules and third-party tools like Microsoft Power Automate. This guide explains how to set up recurring emails, troubleshoot common issues, and adopt best practices for efficient email scheduling.

Why Use Recurring Emails in Outlook 365?

Recurring emails allow you to send messages automatically at specified intervals, making them ideal for saving time and ensuring consistent communication. Here’s how they benefit different audiences:

Small Business Owners

Sending regular reminders, invoices, or promotional emails can be time-consuming. Automating these tasks helps ensure messages are sent on time without manual effort.

Marketers

Weekly or monthly emails, such as newsletters or campaign updates, can be scheduled to maintain audience engagement. Recurring emails also help track campaign performance over time.

Sales Professionals

Consistency is key in maintaining client relationships. Automating follow-ups and regular updates ensures clients remain informed without missing any communication.

Enterprise Teams

Internal communication, like weekly team updates or monthly performance reports, can be streamlined using recurring emails. This improves team coordination and reduces delays.

By setting up recurring emails in Outlook or Office 365, you can save hours each month, reduce human error, and ensure messages reach recipients at the right time.

Prerequisites Before Setting Up Recurring Emails

Before diving into setting up recurring emails in Outlook, make sure you have the following ready:

1. Outlook 365 Access: Ensure you have an active subscription to Office 365 and the Outlook app installed on your desktop or access to Outlook online.
2. Email Template: Prepare the recurring email template you’ll be using. This ensures consistency and saves time during setup.
3. Stable Internet Connection: Reliable connectivity is essential for scheduling and automating recurring emails.
4. Permission for Automation Tools: If using Microsoft Power Automate, ensure you have the necessary permissions for integration.
5. Recipient List: Confirm the list of recipients you want to include for the recurring email.

Setting Up Recurring Emails Using Outlook Rules

Outlook doesn’t have a direct feature to send recurring emails automatically. However, you can set up rules and use templates to achieve a similar result. Here’s how:

Step 1: Create an Email Template

1. Open your Outlook account.
2. Compose your email with the recipient, subject line, and message body.
   • Example: Add the subject line, “Weekly Sales Update.”
3. Include attachments, if needed.
4. Save the email as a template:
   • Click File > Save As.
   • Choose Outlook Template (.oft) as the file type.
   • Save the email template to a convenient location.

Step 2: Set Up Rules to Automate Recurring Emails

1. Go to the Rules & Alerts section in Outlook:
   • In the menu bar, click File > Manage Rules & Alerts.
2. Select New Rule and choose Apply rule on messages I send.
3. Set specific criteria for the rule, such as sending the email to a group or individual recipients.

Step 3: Use the Delay Delivery Feature

1. Compose the recurring email in Outlook using the template you saved.
2. Click on Options > Delay Delivery.
3. In the Properties window, check the box next to Do not deliver before and select the date and time you want the email to be sent.
4. Once set, the email will be sent automatically at the scheduled time.

Step 4: Test and Confirm the Setup

1. Send a test email using the rule to verify that the email is delivered at the specified time.
2. Adjust the rule or delay settings if necessary.

This method allows you to schedule recurring emails, but it has limitations. For advanced scheduling, you can use third-party tools like Microsoft Power Automate.

Using Third-Party Tools for Advanced Recurring Email Options

If Outlook’s built-in rules feel limiting, tools like Microsoft Power Automate can provide more robust options for recurring emails. Here’s how to set up recurring emails using Power Automate:

Step 1: Access Microsoft Power Automate

1. Log into your Microsoft account.
2. Click on the App Launcher in the top left-hand corner and select Power Automate.

Step 2: Create a New Flow

1. Select Create from the left-hand menu.
2. Choose Scheduled Cloud Flow to automate recurring emails.
3. Give your new flow a name, such as “Weekly Updates Automation.”
4. Configure the recurrence settings:
   • Choose the frequency (e.g., daily, weekly, or monthly).
   • Specify start and end dates, if applicable.

Step 3: Configure the Email Action

1. Use the “Send an Email (V2)” action from the available connectors.
2. Add recipient details, including To, CC, or BCC fields.
3. Select the email template that you saved earlier or compose a new message within Power Automate.
4. Add attachments, if necessary, by using the add attachments option.

Step 4: Set Advanced Options

1. Click on Show Advanced Options to include a dynamic subject line or email body.
2. Specify the date and time you want the email to be sent.
3. Adjust additional settings, such as delay delivery or recurrence intervals.

Step 5: Test the Flow

1. Send a test email to verify the setup works correctly.
2. Ensure the email should be sent at the scheduled times without errors.

Why Use Power Automate?

Power Automate provides flexibility for creating workflows, handling advanced recurrence patterns, and sending automatic emails with ease. It also allows seamless integration with Outlook and other Microsoft tools, ensuring a reliable setup.

Troubleshooting Common Issues

Sometimes, recurring emails in Outlook 365 or via Power Automate might not work as expected. Here are common problems and their solutions:

1. Emails Not Sending as Scheduled

• Cause: Incorrect recurrence settings or rule setup.
• Solution:
  • Double-check the rules you’ve set up in Outlook.
  • Ensure the “Do Not Deliver Before” settings align with the time you want the email sent.
  • If using Power Automate, verify the recurrence settings are accurate.

2. Conflicts with Existing Rules

• Cause: Overlapping or conflicting rules in Outlook.
• Solution:
  • Review the rules and delete any that might interfere with sending the email.
  • Manually send your recurring message to identify potential conflicts.

3. Delayed Email Delivery

• Cause: Network issues or incorrect delay settings.
• Solution:
  • Check your internet connection.
  • Ensure the delay delivery time matches the desired schedule.

4. Missing Email Template or Attachments

• Cause: The email template wasn’t saved correctly, or attachments were not included.
• Solution:
  • Recreate and save the email template, ensuring all fields and attachments are included.
  • Test the setup by sending a test email to yourself.

5. Issues with Power Automate Integration

• Cause: Lack of proper permissions or incorrect action configuration.
• Solution:
  • Ensure you have the necessary permissions to use Power Automate.
  • Verify that you’ve selected the right action, such as “Send an Email (V2).”
  • Consult the Microsoft Community for advanced troubleshooting tips.

Best Practices for Recurring Emails

Using recurring emails can improve efficiency, but following best practices ensures they remain effective and compliant. Here are some tips:

1. Personalize Your Emails

• Avoid generic messages by personalizing your email template. Include recipient-specific details like names or relevant data to make your emails more engaging.
• Example: Use placeholders for dynamic fields when crafting the email template.

2. Monitor and Optimize Performance

• Track open rates, click-through rates, and responses to gauge the effectiveness of your recurring emails.
• Use analytics tools integrated with Outlook or third-party tools to measure performance.

3. Stay Updated with Content

• Regularly update your email template to ensure the content remains fresh and relevant.
• Outdated or repetitive messaging can disengage recipients.

4. Ensure Compliance with Email Laws

• Adhere to email regulations like GDPR and CAN-SPAM.
• Always include an unsubscribe link or opt-out option in marketing emails.

5. Use Scheduling to Fit Recipient Preferences

• Choose the time to send your email based on when recipients are most likely to engage.
• Consider the recipient’s time zone when scheduling.

6. Test Your Setup

• Before automating recurring emails, send a test email to ensure everything works. This avoids errors in the live setup.

FAQs

Conclusion

Recurring emails in Outlook 365 and Office 365 can save you time, improve consistency, and enhance communication. Whether you use Outlook rules, templates, or tools like Microsoft Power Automate, setting up and sending recurring emails simplifies repetitive tasks.

By following this guide, you’ve learned how to:

• Create an email template.
• Automate emails using Outlook rules and delay delivery.
• Set up advanced recurring emails with Power Automate.
• Troubleshoot issues and adopt best practices.

Start automating your email workflow today to stay organized and keep your communications on track.