How to Automate Regular Emails in Microsoft Outlook

are you tired of sending the same email  out over and over again in today's video   I want to show you a gamechanging feature  that you can use in Microsoft Outlook that   will automate your email scheduling  and this is going to save you time and effort hi I'm Jamie and welcome to teachers Tech  this method that I'm going to show you to set up   this reoccurring email and Microsoft Outlook is  completely free you do need to do this online and   access your Microsoft 365 account  whether it be the free version or the paid one now   I'm just going to pop open a browser here and I'm  going to go into my Microsoft 365 right now I'm

just in the outlook here the online version but if  you go up to the app launcher in the top leftand   corner so if you're open uh opened up into your  Microsoft 365 you can see all the apps that you   have access to and the one we're going to look for  right now is power automat right here this is an   overlooked app inside Microsoft uh Microsoft 365  which is a fantastic app that you can automate so   many different apps and save you a lot of time I  have a lot of different videos on this that I'll   put links to down below and up above in the card  if you want to learn more about power automate now   I'm just going to go ahead and click on power  automate here and you can see it opens right   up and this is where we're going to create the  Automation and you're going to see how quickly   you can do this mine might look slightly different  than yours because I do have co-pilot as part of   my Microsoft 365 now if you go over to the  left though this is where we can create a flow   in power automate so I'm just going to go ahead  and click create and we are going to go and use   this one right here schedule a cloud flow so we  choose when and how often it runs so when we're   sending an email how often do we want this email  to automatically happen so let's say the scenario   is for a weekly team meeting reminder so let's  say we have a weekly team meeting every Monday   morning and you want to make sure everyone  receives the reminder email the day before   so instead of drafting it over and over again I  can set this up as a reoccurring email but take   a look down below here these are templates inside  power automate and look at all the different apps   you can connect even outside of Microsoft you  can work with Google Apps as well but this is   something definitely to spend a little bit more  time learning out and do check out those other   videos but I'm going to go ahead and click on  schedule the cloud flow and at this point we

can go ahead and give our flow a name I'll give  this flow a quick name just a weekly team meeting   reminder it's going to start right away so I  don't need to change anything here when do I want   this to repeat well not by the minute what is it  going to be it's going to be week here so repeat   every one week on these days right now these are  selected if they're blue I don't want them to be   uh all selected so I just click on them to pick  the day that I want to be have this sent out do   I want this to be sent out maybe Sunday evening  so I know it's in their email box for Monday or   I could pick Monday morning the these are all  things that you can set up now I'm going to go   ahead and just click create here now since I'm in  a paid for version of Microsoft 365 with co-pilot   you can see co-pilots here where it would help me  create my flow but I'm going to close this   here and the other thing I'm going to do I'm  in the new designer view I'm going to toggle   this off if you are using the free version you're  going to see this one sometimes I find this one a   little less buggy this view as well now we already  created this recurrence right here if at any time   you wanted to edit this if I go ahead and click on  this you can see that it says runs on every Sunday   every week if I click edit this is where I can go  through and start to make changes so do I want to   change the interval does is it going to be more  than once a week do I want it to be once a month   or so on if I go show Advanced options you'll  see I have a lot more uh ways I can edit this   and customize this now is there a certain time  zone that I would go ahead and place I could   pick the change if I wanted to be Monday morning I  could put in the time so if I click on this you'll   be able to see I can pick what time of the day so  if I wanted to be at 11:00 I'd have to pick 23 so   that's at 11:00 p. m. and then I could even get  more specific by entering the if I wanted it to   be at 11:30 by putting in an option there but at  any time I can go back and work on the recurrence   to edit it to what I want now I need to have a  new step and I need to go and just click here now   you'll see an option of different operations you  can choose from the built-in to standards premiums   and so on it gives you an idea of the different  apps like Microsoft teams if I EXP and this you   can see all the different apps that you could be  looking for an operation but we're looking for one   connected to Outlook now I could go through and  I can see uh if I could find Outlook through here   but we can do a search so if I type in Outlook  I have a couple of choices here notice I have   Office 365 Outlook and outlook. com if you're  using the free version this is the one you're   going to use this outlook. com if you're using if  you're Microsoft uh Microsoft 365 user this is the   one that you're going to be wanting to use and so  this is my what I'm logged into my account so I'm   going to go ahead and choose this one now what do  I want to have happen I want it to send an email   and you can see all these different options that  I have from create a contact to delete an email   and so on as I go down the list but I just wanted  to send an email so I'm going to choose this one   right here who is this email going to be to now  I could go through and start writing emails   just like normal through here and it will get sent  to everybody and I could separate it by comma or   I could just pick part of the organization and go  through an add them or I could even add a group so   this is a Microsoft teams group and I could send  out this message to that group and I'll keep it   as this for this example what's the subject line  so I'm just going to click in this and I'll say   that this is just a subject line here weekly team  meeting reminder Monday morning huddle and at this   point I can go and write an email so you could  go through and write it out in here I'll just   put this as my email here and I'll even give my  name here at the very bottom I can go through and   format in here so you can see all the different  formatting options I'm not going to go through   in this example but I do want to point out a few  more options if I go to show Advance options and   I take a look see we if you want to do a cc or  BCC you can add it right through here we have   attachments if you needed to add an attachment to  this as well so there's lots of different options   that you can go through and set up on this email  but for our purposes for this weekly uh email   reminder to the team for pause for cause I think  this will do let's go ahead and save this flow now   I can click save up top and at the very bottom you  notice I could add a new step or hit save here as   well and now I can see that the flow is ready to  go we recommend you test it to test it if I just   go over here you can notice that this test I can  click on it we can run it manually I can go down   below click test and I can go and run flow and  it looks like it ran successfully with a check   mark here if I hit done your flow ran successful  if you want to access all your flows just go over

to the left here and you can see my flows if I  click on this you'll see all the different flows   that I created inside my power automate this is  the last one we just created and notice we have   a few options here too I can go through and run  it right from here I can go back at any time and   edit it and if you look at the ellipses you have  a few more commands because you might not want to   run this uh flow all the time and what you  can do is turn this off if you knew there was a   time that you don't want to run it you could go  ahead and just turn it off and then turn it on   again I hope this video has come in helpful for  you and that you can use this tip here I showed   you today and that I've made you a little bit more  curious about using power automate check out those   other videos if you want to learn more let me  know what as well thanks   for watching this time on teachers Tech I'll see  you next time with more Tech tips and tutorials