How to Set Up Automated Emails in Outlook

August 14, 2019
How to Set Up Automated Emails in Outlook

Sending automated messages can become a key aspect of your business and positively impact your workflow. From sending the usual reply message to someone’s mail to actually scheduling automated emails for a contact list. Here we will provide a step by step guide on how to do this using the Outlook platform.

Automated messages are a good way to handle new subscribers and addresses added to an email list. In such way they are instrumental to a good email marketing campaign. While they might be used for other purposes, most people don’t bother going trough this process. This is where you can save time and effort. Take into account the amount of time that you usually spend writing stereotypical emails on weekly basis, now imagine this can be automated completely.

How to set up automated emails in Outlook.

The first thing we have for you is a brief step by step guide based on the Outlook platform installed in your device.

Step 1.

Open the Outlook software in your device and then click on the Tasks folders you’ll find in the left panel.

Step 2.

Now click on the Actions menu, select New Task from the list of options displayed. Click on Tools from the recent window, now select Forms and click Design This Form. After that you want select the main Form menu button and now select View Code. This last part will open a code editor for you to set up the code for your form.

Step 3.

Following the opening of the editor you want to type the following code. “Sub Item_PropertyChange(ByVal Name) Select Case Name Case "Status" if Item.Status = 2 then Set email = Application.CreateItem(0) email.To = "[email protected]" email.Recipients.ResolveAll email.Subject = "My Subject Text" email.Body = "Recurring email text" email.Display End IF End Select End Sub”. From the code you want to replace the [email protected] with the actual email addres of your intended recipient. After you can change the subject and body text of the email to suit your needs. This is basically scheduling a new task that will automate the sending of an email.

Step 4.

Now click the File menu item and select Close. Enter the name for the new task form that you’ve just created. Then click on Publish Form option from the main Tools menu. This will allow you to use the new form.

Step 5.

Click on the Actions menu item and select New Reminder. This will open a wizard to create a task to send the email. Select a date in the Due Date field. This actually just send the first email; you can handle the future ones in the Recurrence section.

Step 6.

Click the Save and Close button. The task will then be saved in your Outlook software. Do remember that for this task to be carried out Outlook must be running in your system, you can minimize it however.

Setting up automated replies in Outlook.

This is also a way to improve the use of your Outlook experience. This is how to do it.

Step 1.

You need to open your Outlook software and create a new email message that will be used as the subject and message body for your automated response.

Setting up automated replies in Outlook

Step 2.

After that is done you want to open the Outlook menu and then click on Save As. Save the message as an Outlook Template with the extension “.oft”.

Setting up automated replies in Outlook

Step 3.

Now you’ll have to create an out-of-office rule that will come into play every time someone sends you an email. Just click on File and then select Rules & Alerts.

Setting up automated replies in Outlook

Step 4.

Just click on the New Rule option.

Setting up automated replies in Outlook

Step 5.

In the panel named Start from a blank rule select Apply rule on messages I receive. After that hit Next.

Setting up automated replies in Outlook

Step 6.

Here you can specify who will receive the automated response and why. This is based on the list of conditions displayed, see the image below.

Setting up automated replies in Outlook
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Step 7.

If you want to send the automated message every time you receive an email then don’t check any box and click on Next and then confirm. After that you want to check Reply using a specific template and click the link text a specific template.

Setting up automated replies in Outlook

Step 8.

Now browse your saved templates and then select Open and then Next. Check any exceptions you’d like for the rule and when you’re ready hit Next.

Setting up automated replies in Outlook

Step 9.

Now all there’s left to do is name the rule. The default option displays that the option named Turn on this rule is checked. This means that the rule will take effect immediately. Just click Finish and the process is completed.

Setting up automated replies in Outlook

Do remember that Outlook must be running for this rule to take effect.

Conclusion.

Automated replies and emails can be a valuable feature in the workflow of a team or the managing of an email marketing campaign. The processes displayed here can be adapted to serve your needs. Save time and effort by using these tips on how to set up automated emails in Outlook. For more information you can always review our list of articles available at VerifyBee’s Blog.

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