Scheduling a recurring email in Outlook uses the “New Email” window and the “Repeat” option in the message tab. If you’ve ever needed to send the same reminder, report, or greeting every week or month, this guide on how to set up recurring email in outlook will save you hours of manual work. You don’t need any third-party tools—just Outlook’s built-in features and a few clicks.
Let’s walk through the exact steps. We’ll cover the classic desktop app, Outlook for Microsoft 365, and even a workaround for the web version. By the end, you’ll have a fully automated recurring email ready to go.
Why Set Up Recurring Emails In Outlook?
Recurring emails are perfect for routine tasks. Think weekly status updates, monthly invoices, or daily check-in notes. Instead of typing the same message over and over, you set it once and let Outlook handle the rest.
This feature is often overlooked because it’s hidden in the “Follow Up” menu. But once you know where to look, it’s incredibly simple. You can schedule emails daily, weekly, monthly, or even yearly.
How To Set Up Recurring Email In Outlook (Desktop App)
This method works for Outlook 2016, 2019, and Microsoft 365. It uses a clever trick with the “Follow Up” flag and the “Repeat” option.
Step 1: Open A New Email Message
Click “New Email” in the Home tab. This opens a blank message window. Don’t worry about the recipient or subject yet—you’ll fill those in next.
Step 2: Write Your Email Content
Type the subject line and the body of your email. For example, “Weekly Team Update” with a list of tasks. Keep it simple because you can edit it later if needed.
Step 3: Access The Repeat Option
In the message window, go to the “Message” tab. Look for the “Follow Up” button in the “Tags” group. Click the dropdown arrow next to it, then select “Add Reminder.” A dialog box appears.
In that dialog, check the box that says “Reminder.” Then click the “Repeat” button at the bottom. This opens the “Repeat” settings.
Step 4: Set The Recurrence Pattern
Now you’ll see options for frequency. Choose “Daily,” “Weekly,” “Monthly,” or “Yearly.” For a weekly email, select “Weekly” and pick the day (e.g., every Monday). Set the start date and time. You can also set an end date if needed.
Click “OK” to save the recurrence. Then click “OK” again in the reminder dialog.
Step 5: Send The Email
Here’s the trick: You don’t send the email right away. Instead, close the message window. Outlook will ask if you want to save changes. Click “Yes.” This saves the email as a draft with the recurrence attached.
Now, open the “Drafts” folder. Find your email. Right-click it and select “Send.” The email will be sent immediately, and Outlook will automatically create a new copy for the next recurrence.
Important: The email sends from your Drafts folder. After sending, the next instance appears in your Drafts folder automatically. You can edit it before it sends.
How To Set Up Recurring Email In Outlook Using Rules
Another method uses Outlook Rules. This is more advanced but gives you more control. You can set up a rule that sends a pre-written email on a schedule.
Step 1: Create A Template
First, create an email template. Open a new message, write your content, then go to “File” > “Save As.” Choose “Outlook Template (*.oft)” as the file type. Save it somewhere easy to find.
Step 2: Set Up A Rule
Go to “File” > “Manage Rules & Alerts.” Click “New Rule.” Choose “Apply rule on messages I receive” (even though you’re sending, this works). Click “Next.”
Select “through the specified account” if you have multiple accounts. Then click “Next” again. Now choose “reply using a specific template.” Browse to your .oft file.
Step 3: Schedule The Rule
Rules don’t have a built-in scheduler. To make it recurring, you need to combine it with a scheduled task in Windows. This is a bit technical, so most users prefer the first method.
If you’re comfortable with Task Scheduler, create a task that runs Outlook with a command to apply the rule. But honestly, the “Repeat” option is much simpler.
How To Set Up Recurring Email In Outlook Web App
The web version of Outlook (Outlook.com or Office 365 web) doesn’t have a direct “Repeat” feature. But you can use a workaround with calendar reminders.
Step 1: Create A Calendar Event
Go to your calendar and create a new event. Set the recurrence (e.g., every Monday at 9 AM). In the event description, paste your email content.
Step 2: Set A Reminder
Set a reminder for the event. When the reminder pops up, you can copy the text and send it manually. It’s not fully automated, but it’s a good reminder system.
Alternatively, use the “Schedule Send” feature in Outlook web. Write your email, then click the dropdown arrow next to “Send” and choose “Schedule Send.” You can schedule one email at a time, not recurring.
How To Set Up Recurring Email In Outlook For Mac
Outlook for Mac works differently. The “Repeat” option isn’t available. But you can use AppleScript or third-party tools like “Mail Act-On.”
For a manual method, create a template and save it. Each time you need to send it, open the template, fill in any changes, and send. It’s not automated, but it saves time.
How To Set Up Recurring Email In Outlook With Power Automate
Microsoft Power Automate (formerly Flow) is a powerful tool for automation. You can create a flow that sends a recurring email from Outlook.
Step 1: Go To Power Automate
Open your browser and go to flow.microsoft.com. Sign in with your Microsoft account.
Step 2: Create A Scheduled Flow
Click “Create” > “Scheduled cloud flow.” Set the frequency (e.g., every week). Then add an action: “Send an email (V2)” from Outlook.
Step 3: Configure The Email
Fill in the recipient, subject, and body. You can use dynamic content like the current date. Save the flow, and it will run automatically.
This method is free for basic use and works across all Outlook versions, including web.
Common Issues And Fixes
Sometimes the recurring email doesn’t send. Here are quick fixes:
- Email stuck in Drafts: Make sure you sent the first instance from Drafts. The next one will appear automatically.
- Recurrence not saving: Check that you clicked “OK” in both dialog boxes. If you close without saving, it won’t work.
- Outlook not opening Drafts: The email sends from Drafts, so keep that folder open. Outlook must be running for the recurrence to trigger.
- Time zone issues: Set the start time in your local time zone. Outlook uses the computer’s clock.
Best Practices For Recurring Emails
To get the most out of this feature, follow these tips:
- Test first: Send a test email to yourself to confirm the recurrence works.
- Edit before sending: Each recurrence appears in Drafts. You can edit the subject or body before it sends.
- Use clear subject lines: Include the date or week number so recipients know it’s current.
- Avoid overuse: Too many recurring emails can annoy people. Use them only for essential tasks.
How To Set Up Recurring Email In Outlook For Multiple Recipients
If you need to send to a group, add the recipients in the “To” field. You can also use a distribution list. The recurrence works the same way.
For large groups, consider using BCC to keep addresses private. Just type them in the BCC field before saving the draft.
How To Stop A Recurring Email
To cancel a recurring email, go to your Drafts folder. Find the next instance of the email. Open it and delete it. Then go to the “Follow Up” menu and clear the reminder. This stops future recurrences.
If you want to pause it, just delete the draft. The next recurrence won’t appear until you recreate it.
How To Set Up Recurring Email In Outlook With Attachments
You can include attachments in recurring emails. Just attach the file when you create the draft. The attachment will be included in every recurrence.
If the attachment changes (e.g., a weekly report), you’ll need to update it manually each time. For dynamic attachments, use Power Automate.
How To Set Up Recurring Email In Outlook For Different Time Zones
If your recipients are in different time zones, set the send time to match their local time. Outlook uses your computer’s time, so calculate the offset.
For example, if you’re in EST and want to send at 9 AM PST, set the recurrence for 12 PM EST. The email will send at that time.
How To Set Up Recurring Email In Outlook For Daily Tasks
Daily emails are great for reminders or logs. Set the recurrence to “Daily” and choose the time. Make sure Outlook is running when the email is scheduled to send.
If you shut down your computer at night, the email will send when you open Outlook the next day. It won’t send if Outlook is closed.
How To Set Up Recurring Email In Outlook For Weekly Reports
Weekly reports are the most common use case. Set the recurrence to “Weekly” and pick the day (e.g., Friday). Write the report content in the draft. Each week, you can edit the numbers before it sends.
This saves you from forgetting to send the report. Just check your Drafts folder on Friday morning.
How To Set Up Recurring Email In Outlook For Monthly Newsletters
Monthly newsletters work the same way. Set the recurrence to “Monthly” and choose the day (e.g., the 1st). Write your newsletter content. You can update it each month.
For a fully automated newsletter, use Power Automate with dynamic content from a spreadsheet.
How To Set Up Recurring Email In Outlook For Birthday Greetings
You can even set up yearly birthday emails. Set the recurrence to “Yearly” and pick the date. Write a generic greeting. You can personalize it each year.
This is a nice touch for clients or team members. Just remember to update the recipient list if someone leaves.
How To Set Up Recurring Email In Outlook For Reminders
Recurring emails can serve as reminders for yourself. Send them to your own email address. Set the frequency as needed.
For example, a daily reminder to back up your files. Or a weekly reminder to review your goals.
How To Set Up Recurring Email In Outlook For Invoices
If you send monthly invoices, create a template with the invoice number and amount. Set the recurrence to “Monthly.” Each month, update the amount before sending.
This ensures you never miss an invoice. Your clients will appreciate the consistency.
How To Set Up Recurring Email In Outlook For Follow-Ups
Follow-up emails can be set to send a few days after a meeting. Create a draft with the follow-up content. Set the recurrence to “Daily” for a few days, then stop it.
This is useful for sales or project management. You can automate the entire follow-up process.
How To Set Up Recurring Email In Outlook For Team Updates
Team updates are easy. Write a summary of progress and goals. Set the recurrence to “Weekly” on Monday morning. Your team will get the update without you having to type it.
You can also include a call to action, like “Reply with your updates.” This keeps everyone aligned.
How To Set Up Recurring Email In Outlook For Client Reports
Client reports can be automated too. Create a template with the report structure. Set the recurrence to “Monthly.” Each month, attach the latest report file.
This builds trust with clients. They know they’ll get the report on time every month.
How To Set Up Recurring Email In Outlook For Personal Use
Even for personal use, recurring emails are handy. Set a weekly reminder to call your mom. Or a monthly reminder to pay bills.
You can send these to yourself or to family members. It’s a simple way to stay organized.
How To Set Up Recurring Email In Outlook For Marketing
Marketers can use recurring emails for drip campaigns. Set a series of emails to send weekly. Each email can be a different draft with different content.
But note: Outlook’s built-in feature only sends one email per recurrence. For a full sequence, use Power Automate or a marketing tool.
How To Set Up Recurring Email In Outlook For Event Reminders
Event reminders are perfect for recurring emails. Set the recurrence to “Daily” for a week before the event. Each day, the email sends with a countdown.
You can update the content each day to keep it fresh. This increases attendance for your events.
How To Set Up Recurring Email In Outlook For Surveys
If you run recurring surveys, set up an email with the survey link. Set the recurrence to “Monthly.” Each month, update the link if needed.
This is great for customer feedback. You’ll get consistent responses over time.
How To Set Up Recurring Email In Outlook For Thank-You Notes
Send thank-you notes to clients or team members on a recurring basis. Set the recurrence to “Yearly” on their anniversary date. Write a generic thank-you message.
You can personalize it each year. This strengthens relationships.
How To Set Up Recurring Email In Outlook For Training Materials
If you onboard new employees, send training materials weekly. Set the recurrence to “Weekly” for the first month. Each week, send a different module.
You’ll need to create multiple drafts for each week. But it’s worth it for a smooth onboarding process.
How To Set Up Recurring Email In Outlook For Newsletters
Newsletters are a staple of recurring emails. Set the recurrence to “Weekly” or “Monthly.” Write your newsletter content. You can update it each time.
For a fully automated newsletter, use Power Automate to pull content from a blog or RSS feed.
How To Set Up Recurring Email In Outlook For Alerts
System alerts can be sent via recurring emails. Set a daily email with system status. You can include a link to a dashboard.
This is useful for IT teams. They can monitor systems without logging in.
How To Set Up Recurring Email In Outlook For Reminders To Yourself
Self-reminders are the simplest use case. Send a daily email to yourself with a to-do list. Set the recurrence to “Daily” at 8 AM.
You can update the list each day. It’s like having a personal assistant.
How To Set Up Recurring Email In Outlook For Meeting Agendas
Send meeting agendas before recurring meetings. Set the recurrence to “Weekly” on the day before the meeting. Write the agenda in the email.
This ensures everyone is prepared. You can update the agenda each week.
How To Set Up Recurring Email In Outlook For Expense Reports
Expense reports can be automated. Set a monthly email with a link to the expense form. Each month, fill out the form and submit.
This reminds you to submit expenses on time. Your finance team will appreciate it.
How To Set Up Recurring Email In Outlook For Project Updates
Project updates keep stakeholders informed. Set a weekly email with project status. Include a link to the project dashboard.
You can update the