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How to Send Automatic Emails in Outlook15 minutes read

Do you want to send automatic emails in Outlook?

Sending an automated email is very helpful when you’re reaching out to a wider business audience, you won’t be able to scale by sending one-by-one individual emails manually. Automating your Outlook emails will increase engagement, provide an effective personalized email experience for your recipients and scale your conversions.

Without any further ado, in this article, we will show you how to send automatic emails in outlook to transform your email efficiency.

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

How to Send Automatic Emails & Follow-ups in Outlook

Sending an automated campaign with auto follow-up emails has proven to increase the success rate of campaigns. Unfortunately, this is not possible from Outlook. For such a campaign, you will have to use email automation software like SalesHandy. Its powerful feature of sending personalized emails with Auto Follow-ups drives excellent success to your campaign.

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

Step 1: Add your Outlook account with SalesHandy

  1. Sign-Up with SalesHandy by clicking on Sign up with Microsoft.
Signup with Saleshandy

2. You will be redirected to the Microsoft Open Authorization (OAuth) website. Add your Outlook Email address and Outlook Password in the respective text fields.

Microsoft login

3. You will be redirected to SalesHandy Dashboard and you are all set to start your first email campaign.

Saleshandy dashboard

Step 2: Select the Email Campaign option from the SalesHandy feature panel and click on the New Campaign option.

Create new camapign

Step 3: Set up your campaign. Follow the steps mentioned in the image below:

Name the campaign

After uploading the CSV, if you want you can verify and clean the email list to ensure a lower bounce rate using SalesHandy itself.

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

Step 4: Add CC or BCC

While doing your email campaign you can loop your team or campaign manager by adding the CC. Also if you want to integrate your campaign with the CRM, just add your CRM ID in the BCC section and you are good to go.

Add cc and bcc

Step 5: 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.

Add merge tags

Step 6: Add Follow-up stages by following the steps mentioned in the image below.

send test email

To get the best conversion, you can set up 9 personalized email follow-up stages and schedule them as per your preferred date and time.

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.
schedule a camapign

Voila!

Hit the send and schedule button to set your email live.

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

For a more detailed guide refer: how to send email campaigns.

Benefits of Sending Automated Emails in Outlook:

Automation is the future, it’s here forever. If you want to scale your business smarter and faster you should start with email. 

Automating your email gives you an excellent opportunity to effectively reach out to your potential customer at the right time, build engagement to close more deals. According to the research by instapage, an automated email campaign delivers a 70.5% higher open rate and a 152% greater CTR. 

Using automation you can send an email sequence, behavioral trigger-based follow-ups to nurture your leads, build a relationship with your customers which will eventually enhance your productivity. 

How to Schedule Delay Delivery in Outlook

When it comes to scheduling delayed 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 Outlook.

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

Step 1:

When composing a new email you can do either of the following: 

Select the More Options Arrow the Dialog Launcher beside the tags option 

automatic emails outlook

Select the Delay Delivery button on the Options tab (this can be found in the More Options group)

Step 2: Select Delivery Options, then check the box with the “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 option
  • 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.

automatic emails outlook

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

rules wizard

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 conditions, 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.

Outlook notification

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

Step 7: In 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.

defer deliver

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

selcet exception in rules wizard

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 “Step 3: Review Rule Description” review the rule you created and then click on Finish.

name the rule
how to send automatic emails in outlook

Automate Your 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 response 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 an 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 the 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 the Microsoft Button on the left-hand corner of the screen, then select Save as an option and then Other Formats.

save copy of the document

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.

templates in 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.

Create new rule

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

rules wizard

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.

Choose public group in rule wizard

Note: If you do not choose any of the conditions, 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.

Outlook notification

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

Rule address

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

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

Select action in rule wizard

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 Step 1: Create an Email Template and click the Open button.

select reply template

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 “Step 3: Review Rule Description” review the rule you created and then click on Finish.

Specify both the rule name

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 to whom the automated reply had been sent. However, once you restart Outlook the list of the senders who have received automated replies resets.

By SalesHandy Editorial

A team of technophiles and marketing geeks who love to explore new market trends and follow emails everywhere. Making your emails work for you is their only goal!

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