How To Send Recurring Email In Outlook : Scheduling Recurring Emails With Rules

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Sending a recurring email in Outlook requires setting up a rule with a schedule that triggers the email at specified intervals. If you have ever needed to send the same email every Monday morning, a weekly report, or a monthly reminder, you know how tedious it can be to do it manually. This guide will show you exactly how to send recurring email in Outlook using built-in tools, no third-party software required.

Outlook does not have a one-click “send recurring email” button. But don’t worry. With a simple rule combined with a VBA script or a template, you can automate the process. This article covers two main methods: using a rule with a schedule and using a VBA macro. Both work with Outlook 2016, 2019, 2021, and Microsoft 365.

How To Send Recurring Email In Outlook

To understand the process, think of it as creating a rule that fires at a specific time. The rule checks your schedule and sends the email automatically. You need to set up a task or an appointment that triggers the rule. This is the most reliable method for most users.

Method 1: Using A Rule With A VBA Macro

This method uses a simple VBA script that runs when a scheduled task fires. It is the most flexible way to send recurring emails. You will need to enable macros in Outlook first.

Step 1: Enable The Developer Tab

  1. Open Outlook.
  2. Go to File > Options.
  3. Click Customize Ribbon.
  4. In the right panel, check the box for Developer.
  5. Click OK.

Step 2: Create The VBA Macro

  1. Click the Developer tab.
  2. Click Visual Basic.
  3. In the left pane, expand Microsoft Outlook Objects.
  4. Double-click ThisOutlookSession.
  5. Paste the following code:
Private Sub Application_Reminder(ByVal Item As Object)
    If Item.Subject = "Send Weekly Report" Then
        Dim objMail As Outlook.MailItem
        Set objMail = Application.CreateItem(olMailItem)
        With objMail
            .To = "recipient@example.com"
            .Subject = "Weekly Report"
            .Body = "Here is your weekly report."
            .Send
        End With
    End If
End Sub
  1. Replace the subject, recipient, and body with your own details.
  2. Close the VBA editor.

Step 3: Create A Recurring Appointment

  1. Go to Calendar.
  2. Click New Appointment.
  3. Set the subject exactly as you used in the macro (e.g., “Send Weekly Report”).
  4. Set the time for when you want the email to send.
  5. Click Recurrence and set the pattern (daily, weekly, monthly).
  6. Check the box for Reminder and set it to 0 minutes.
  7. Click Save & Close.

When the appointment reminder fires, the macro runs and sends the email. The reminder triggers even if you are not looking at the calendar. This method works well for most users.

Method 2: Using A Rule With A Schedule

If you prefer not to use macros, you can use a rule that runs on a schedule. This method uses a template and a rule that checks for a specific message. It is a bit more manual but does not require coding.

Step 1: Create An Email Template

  1. Open a new email message.
  2. Compose the email you want to send.
  3. Go to File > Save As.
  4. In the Save as type dropdown, choose Outlook Template (*.oft).
  5. Name it something like “Weekly Report” and save it.

Step 2: Create A Rule

  1. Go to File > Manage Rules & Alerts.
  2. Click New Rule.
  3. Select Apply rule on messages I receive.
  4. Click Next.
  5. Choose a condition like “with specific words in the subject.”
  6. Click Next.
  7. Select reply using a specific template.
  8. Click the underlined link to choose your template.
  9. Click Next and name the rule.
  10. Click Finish.

Step 3: Schedule A Test Email

  1. Create a recurring appointment or task that sends an email to yourself with the specific subject.
  2. When the appointment fires, the rule triggers and sends the template.

This method is less reliable because it depends on receiving a message. But it works for simple needs. Some users find it easier than VBA.

Method 3: Using A Third-Party Add-In

If you want a simpler solution, consider a third-party add-in. Tools like Boomerang for Outlook or SendLater allow you to schedule recurring emails with a few clicks. These are paid tools but save time.

  • Boomerang: Lets you schedule emails and set recurring sends.
  • SendLater: Offers recurring email scheduling.
  • Outlook4Gmail: Works with Outlook and Gmail.

These tools are user-friendly. They integrate directly into Outlook. You can set up recurring emails in minutes. However, they cost money. The free methods above work just as well.

Common Issues And Fixes

Sometimes the recurring email does not send. Here are common problems and solutions.

  • Macro not running: Check if macros are enabled. Go to File > Options > Trust Center > Trust Center Settings > Macro Settings. Select “Enable all macros.”
  • Reminder not firing: Ensure the appointment has a reminder set to 0 minutes. Also check that Outlook is running.
  • Email not sending: Check your Outlook send/receive settings. Make sure you are online.
  • Rule not triggering: Verify the rule is enabled and the condition matches exactly.

Tips For Success

  • Test the macro with a simple email first.
  • Use a descriptive subject for the appointment so you know what it does.
  • Keep Outlook open and running. The macro only works when Outlook is active.
  • If you use a laptop, make sure it does not go to sleep when you expect the email to send.
  • Set the recurrence to start a few minutes in the future for testing.

Advanced Customization

You can customize the VBA macro to include attachments, CC, BCC, or HTML formatting. Here is an example with an attachment.

Private Sub Application_Reminder(ByVal Item As Object)
    If Item.Subject = "Send Monthly Invoice" Then
        Dim objMail As Outlook.MailItem
        Set objMail = Application.CreateItem(olMailItem)
        With objMail
            .To = "client@example.com"
            .CC = "manager@example.com"
            .Subject = "Monthly Invoice"
            .Body = "Please find attached the invoice."
            .Attachments.Add "C:\Invoices\Invoice.pdf"
            .Send
        End With
    End If
End Sub

You can also use HTMLBody instead of Body for rich formatting. Just replace .Body with .HTMLBody and include HTML code.

Security Considerations

Enabling macros can be a security risk. Only use macros from trusted sources. If you work in a corporate environment, check with your IT department before enabling macros. Some organizations block macros by default.

Also, be careful with the appointment reminder. If you delete the appointment, the macro stops working. Keep the appointment in your calendar as long as you need the recurring email.

Alternatives To Outlook

If Outlook is not working for you, consider other tools. Many email clients have built-in scheduling. Gmail has a “Schedule send” feature. You can use it with a recurring calendar event to remind you to send. But it is not fully automated.

For business users, tools like Mailchimp or Constant Contact offer automated email campaigns. These are better for marketing emails. For personal or internal emails, Outlook works fine.

Frequently Asked Questions

Can I Send A Recurring Email Without Using VBA?

Yes, you can use a rule with a template and a scheduled test email. But it is less reliable. The VBA method is the most dependable way to send recurring emails in Outlook.

Will The Recurring Email Send If Outlook Is Closed?

No, Outlook must be open for the macro or rule to run. If Outlook is closed, the email will not send. You can set Outlook to start automatically when you log in.

How Do I Stop A Recurring Email?

Delete the appointment or task that triggers the macro. Or disable the rule. For the VBA method, you can also comment out the code in the macro editor.

Can I Send Recurring Emails To Multiple Recipients?

Yes, in the VBA macro, you can add multiple recipients separated by semicolons. For example: .To = “user1@example.com; user2@example.com”.

Does This Work With Outlook For Mac?

No, VBA macros are not supported in Outlook for Mac. You would need to use a different method, like AppleScript or a third-party tool.

What If I Get A Security Warning Every Time The Macro Runs?

You can digitally sign the macro to avoid warnings. Or, if you trust the macro, you can lower the security settings. But be cautious.

Final Thoughts

Learning how to send recurring email in Outlook saves you time and effort. Whether you use the VBA method or a rule, the process is straightforward. Start with a simple test to make sure everything works. Then set up your recurring emails for reports, reminders, or updates. With a little setup, you can automate your email tasks and focus on more important work.

Remember to keep Outlook running and check your send/receive settings. If you run into issues, review the steps above. The VBA method is the most powerful, but the rule method works for basic needs. Choose the one that fits your skill level and requirements.

Automation is a game-changer for productivity. Once you master this, you can apply similar techniques to other tasks. Outlook is a powerful tool when you know how to use it. Take the time to set up your recurring emails correctly, and you will never miss a weekly report again.