How to Send Automatic Emails in Outlook

How to Send Automatic Emails in Outlook

In 2018, Gmail touched the active user base of 1.2 billion and is now dominating the professional communication front. But this hasn’t stolen Outlook’s thunder. Outlook still has its loyal customer base of 400 million active users who will not leave Outlook’s side under any circumstances.

And we totally understand their loyalty towards Outlook with features like offline access to emails, powerful integration across email, calendars & contacts, proper organization of email clutter, flags for the importance of the emails and much more.

Outlook also has some advanced features that make it the first choice for professionals of big corporations like bill pay reminders, event locations & event rooms suggestions, RSVP tracking, read receipt, delay delivery, swap time zones, and autoresponder.

If you are not so familiar with these amazing features that Outlook has to offer then scroll down for a detailed step-by-step guide on:

1. How to schedule delay delivery in Outlook

2. How to set up an autoresponder in Microsoft Outlook

3. How to send automatic emails in Outlook

These detailed guides on Outlook features like delay delivery, autoresponder, and automatic email outlook will boost your everyday productivity, help you clear your mind and prioritize the important tasks.

Let’s get started.

How to Schedule Delay Delivery in Outlook

When it comes to scheduling delay delivery of an email, Outlook provides you with two options. You can either delay the delivery of an individual email or you can also use rules to delay the delivery of all the emails you send by having them held for a specified amount of time in the Outlook.

Step-by-Step Guide on Delay delivery of a single message/email in Outlook:

Step 1: Select the More Options Arrow beside tags option in the ribbon after composing the message you want to send.

More Options Arrow

Step 2: Select Delivery Options, then Check the box with “Do Not Deliver Before” option. Now enter the date and time of the delivery next to the Do Not Deliver Before option.

Do Not Deliver Before

Step 3: Now, click Close.

Step 4: Hit Send.

After you hit send, the email will remain under the Outbox Folder until the time of the delivery.

And in case you decide that you want to send this delayed email/message early or immediately, you can follow the steps as mentioned below:

  • Open the Outbox Folder.
  • Select the delayed message.
  • Again repeat the same process with More options besides Tags group in the ribbon.
More Options Arrow
  • Choose the Delivery Options and clear the “Do Not Deliver Before” checkbox (if you want to send your email immediately) or you can edit the “Do Not Deliver Before” checkbox with the updated delivery date and time and then click Close.
  • Hit Send to immediately send your email.

Step-by-Step Guide on Delay Delivery of all Messages in Outlook:

You can set up a rule to delay the delivery of all the emails or messages you send from Outlook by up to 2 hours.

Step 1: Click on the File option in the navigation bar.
Step 2: Click on Manage Rules & Alerts.
Step 3: Click on New Rule.

More options

Step 4: In the “Step 1: Select a Template” box, Under “Start from a Blank Rule” select “Apply to the messages I send” option and then click Next.

Apply to the messages I send

Step 5: In the “Step 1: Select Condition(s)” list, tick the checkboxes against the condition(s) that you want and then click Next.

Select Condition

Note: If you do not choose any of the condition, then a confirmation dialog box will appear and if you click yes then the rule you are creating will be applied to every message that you send.

popup

Step 6: In the “Step 1: Select Action(s)”, choose the defer delivery by number of minutes check box.

Step 7: In the Step 2: Edit the rule description (click an underlined value) box, click on the hyperlink “a number of” and enter the number of minutes you want your messages to be held in the Outbox folder before it is sent.

Step 8: Click Ok, then click on Next.

Run Wizard

Step 9: You can also select exceptions of this rule according to your needs and Click Next.

exceptions

Step 10: In the “Step 1: Specify a name for this rule” box, type the name you want for the rule you just created and in the “Step 2: Setup Rule Options” select “Turn on this rule” checkbox. In the “Step 3: Review Rule Description” review the rule you created and then click on Finish.

How to Send Automatic Emails in Outlook

How to set up an autoresponder in Microsoft Outlook

Setting up an autoresponder can be a savior if you are too busy to check & reply to your everyday emails or if you are lucky enough to be going on a vacation.

Autoresponder in Microsoft Outlook is majorly used for “Out of the Office” messages. But you can also set up the same with a blanket respond that you won’t be able to attend their emails right away but you will get back as soon as possible.

Note: If your email is not hosted on MS Exchange server, then you will have to leave your computer turned on and Outlook running in order for the autoresponder to work.

Step 1: Create an Email/Message Template

Step 1.1: Click on the File Menu, hover over New, and then click on Mail Message.

Step 1.2: On the Options tab, hover over Format group, and click Plain Text.

Step 1.3: In the message body, type the Out of the Office or any regular message that you want to send as an automated reply.

Step 1.4: After typing your autoresponder message, Click on Microsoft Button on the left-hand corner of the screen, then select Save as option and then Other Formats.

How to set up an autoresponder in Microsoft Outlook

Step 1.5:  A window will appear on your screen where you will have to type in the desired file name and then select Outlook Template (*.oft) format as your Save as type. And then click Save.

How to set up an autoresponder in Microsoft Outlook

Step 2: Creating a Rule to Auto Respond to Your Emails.

Step 2.1: Click on the File option in the navigation bar.
Step 2.2: Click on Manage Rules & Alerts.
Step 2.3: Click on New Rule.

More options

Step 2.4: In the “Step 1: Select a Template” box, Under “Start from a Blank Rule” select “Apply to the messages I receive” option and then click Next.

Feeds-SalesHandy-App-Google-Chrome-2018-11-05-17.05.08_copy

Step 2.5: In the “Step 1: Select Condition(s)” list, tick the checkboxes against the condition(s) that you want and then click Next.

How to set up an autoresponder in Microsoft Outlook

Note: If you do not choose any of the condition, then a confirmation dialog box will appear and if you click yes then the rule you are creating will be applied to every message that you send.

popup

Step 2.6: A Rule Address dialog box will pop up where you will have to select the From email address and click Ok.

How to set up an autoresponder in Microsoft Outlook

Step 2.7: In the “Step 1: Select Action(s)”, choose the reply using a specific template check box.

Step 2.8: In the Step 2: Edit the rule description (click an underlined value) box, click on the hyperlink “a specific template”.

How to set up an autoresponder in Microsoft Outlook

Step 2.9: Now Select a Reply Template dialog box will appear on your screen, then select the User Templates in File System from the Look In drop-down list and select the template you created in the Step 1: Create an Email Template and click the Open button.

How to set up an autoresponder in Microsoft Outlook

Step 2.10: In the “Step 1: Specify a name for this rule” box, type the name you want for the rule you just created and in the “Step 2: Setup Rule Options” select “Turn on this rule” checkbox. In the “Step 3: Review Rule Description” review the rule you created and then click on Finish.

Outlook’s reply using a specific template rule sends your automated reply only once to each sender during an individual session. This rule prevents Outlook from sending repetitive messages to a single sender and it keeps a track of the users whom the automated reply had been sent. However, once you restart Outlook the list of the senders who have received automated replies resets.

How to turn off Automatic Replies

  • Seect Tools menu, and click on Rules & Alerts.
  • In the Email Rules tab, under Name, clear the checkbox against the rule you want to turn off.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Sending an automated campaign with auto follow-up emails, proven to increase the success rate of campaigns, is not possible from Outlook itself. For such a campaign, you will have to use a third party software like SalesHandy and its specific feature Mail Merge with Auto Follow-Ups.

Here’s a detailed guide to send automatic emails using your Outlook Account:

Step 1: Sign-up with SalesHandy using your Outlook account.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

As soon as you click on the Sign-Up button, you will be directed to their activity dashboard.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Step 2: Go to your Outlook inbox & verify your email address.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Click on the Confirm Your Email button and you will be redirected to SalesHandy’s dashboard.

Step 3: Go to Settings, then Email Accounts.

  • Click on Connect Account Button.
How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)
  • Fill out all the necessary fields & then click on Test & Save
How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Step 4: Select Email Campaign option from SalesHandy feature panel and click on the New Campaign option.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Step 5: Set up your campaign. Follow the steps mentioned in the image below:

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Keep the Outlook account selected and by default “Send as Reply” will be checked which is recommended if you want to your follow-up emails to work.

Step 6: For the next step, you have to set up your campaign by coming up with an actionable subject line and a perfect message to send to your prospects.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

Step 7: Add Follow-up stages by following the steps mentioned in the image below.

How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

You can set up these follow-up stages up to 9 stages.

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Final Step: Schedule the campaign

The final step in creating a successful campaign with your outlook account is to schedule the campaign by following the below steps:

  • Track Links: This option is by default selected as we recommend you track all the links for better insights of your campaigns.
  • Set an interval between two consecutive emails: This option is for the people sending emails in bulk. As SalesHandy sends all the emails using google’s server, this feature will make sure that your email address is not blocked for sending too many emails at once.
  • Set the time zone: If all of your recipients in a different time zone than yours then this is the perfect feature to make sure that your emails end up at the perfect timing.
  • Schedule the campaign: After selecting the time zone, now you will have to set the time for the campaign.
How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)
  • CC or BCC:
How to Send Automatic Emails & Follow-ups in Outlook (Using SalesHandy)

After setting up CC or BCC, you just have to click on Schedule Campaign.

With these final steps, you are all set to send your automatic emails through your Outlook account using SalesHandy.

For more detailed guide refer: How to send an email campaigns