Beyond its known use for email communication and calendar management, Microsoft Outlook has other features that can aid with productivity. An example is the use of Microsoft Outlook to send recurring emails. Most people are familiar with using Microsoft Outlook to set recurring meetings; however, they are unaware that it can also help with recurring emails.
Recurring emails are particularly useful when you have repetitive tasks that need to be performed at a certain time. For example, if you need to send a reminder to your team to invoice their clients at the end of every week. Instead of manually sending out an email every month, you can set up the email to send out automatically at a certain time. This article covers how you can send recurring emails in Microsoft Outlook, including the tools needed to do so.
How to Access Power Automate from Outlook for Web
The purpose of setting up a recurring email is to ensure the email is sent out automatically during the required period. However, to set this up on Microsoft Outlook, you will need the Microsoft Power Automate tool. Microsoft Power Automate is a useful tool for automating recurring tasks. The Power Automate tool is accessible on Outlook for the web. Here’s how to access it:
Step 1: On a preferred browser of your choice, sign into Outlook.
Step 2: At the top left of the app, click on the grid-like icon. This will open a list of apps that are accessible to you via Microsoft 365.
Step 3: Click on Power Automate. If Power Automate isn’t visible on the initial list of apps, click Explore all your Apps, then Power Automate. This should take you to the Power Automate home page.
How to Create the Flow (Recurring Email in Power Automate)
In Power Automate, automations are referred to as flows. Here’s how you can create a flow to schedule a recurring email:
Step 1: At the left side of the Microsoft Power Automate page, click the Create button.
Step 2: On the Create page, you will see different ways to create a flow, including:
- Automated cloud flow: triggered by a designated event.
- Instant cloud flow: triggered manually as needed.
- Scheduled cloud flow: you choose when and how often it runs.
- Describe it to design it: describe the flow you want and AI builds it for you. This is only available to paid users.
- Desktop flow: automate processes on your desktop environment.
- Process mining: evaluate and optimize your existing processes and tasks.
Select Scheduled cloud flow as you will be determining the timing and frequency of when your email gets sent out.
Step 3: Enter a flow name on the ‘Build a scheduled cloud flow’ card or let AI generate one for you (if you have a paid account).
Step 4: In the Run this flow field, select a start date and assigned time for the flow.
Step 5: In the Repeat every field, select a recurrence for your flow.
Step 6: Click Create to save your new flow.
Step 7: Click the Recurrence icon on your screen.
Step 8: Configure other parameters for your flow. For example, timezone, minutes, etc.
Step 9: Close the page by selecting the back arrow.
How to Schedule the Flow as an Email in Microsoft Outlook
Now that you have your flow, the final step is to incorporate it into Microsoft Outlook. Here’s how.
Step 1: Click the + icon to Add an action.
Step 2: In the search box, enter a query for Microsoft Outlook to reduce the scope of apps shown.
Step 3: Select Office 365 Outlook if you have a paid 365 account or Outlook.com if you use a free account.
Step 4: Click Send an email (V2).
Step 5: Enter the email addresses you would like to send the email to, as well as a subject and email body.
Step 6: Click Show advanced options to include CC, BCC, and attachments and assign importance to your email.
Step 7: Click Save to save your changes.
How to Test the Recurring Email
To ensure your scheduled email works as it should in Outlook, you can run a test after setting it up. Here’s how.
Step 1: Click Test on the top right-hand corner of the page to conduct a test run of your new flow to send a recurring email in Outlook.
Step 2: Click Test Flow Manually.
Step 3: Click Save & Test.
Step 4: Click Run flow. You should get a message saying ‘your flow ran successfully’.
Other Uses for Microsoft Power Automate
Microsoft Power Automate can be used with other Microsoft 365 apps. For example, you can use Power Automate to stay on top of your mentions on X (formerly known as Twitter). You can also use it to send recurring Teams messages. Do let us know your preferred use cases for Microsoft Power Automate in the comments below.
Categories: How to
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