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Schedule recurring email in Outlook 2003

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Schedule recurring email in Outlook 2003 [message #450460] Wed, 10 December 2008 09:29 Go to next message
Jacci  is currently offline Jacci
Messages: 2
Registered: December 2008
Junior Member
I would like to schedule an email to be sent every Friday morning letting
others know that the weekly report is complete.
The email will have generic text and will be the same every week just a
reminder the report is ready and to come prepared to discuss issues.
How do I do this in Outlook 2003?
Re: Schedule recurring email in Outlook 2003 [message #450465] Wed, 10 December 2008 09:44 Go to previous messageGo to next message
VanguardLH  is currently offline VanguardLH
Messages: 5897
Registered: September 2007
Senior Member
Jacci wrote:

> I would like to schedule an email to be sent every Friday morning letting
> others know that the weekly report is complete.
> The email will have generic text and will be the same every week just a
> reminder the report is ready and to come prepared to discuss issues.
> How do I do this in Outlook 2003?

http://www.sperrysoftware.com/Outlook/Schedule-Recurring-Ema il.asp

However, how do you know the e-mail should get sent? Maybe the report
is NOT complete when the e-mail is scheduled to get sent. Presumably if
and when you get done compiling the report is when you are supposed to
send the e-mail. What if the report is not done at the scheduled time?
So it seems trivial to create a template that you can use to send a
boilerplate e-mail as a short and easy manual task right after whenever
you actually get done compiling the report.
Re: Schedule recurring email in Outlook 2003 [message #450490] Wed, 10 December 2008 10:26 Go to previous message
VanguardLH  is currently offline VanguardLH
Messages: 5897
Registered: September 2007
Senior Member
Jacci wrote:

> "VanguardLH" wrote:
>
>> Jacci wrote:
>>
>>> I would like to schedule an email to be sent every Friday morning letting
>>> others know that the weekly report is complete.
>>> The email will have generic text and will be the same every week just a
>>> reminder the report is ready and to come prepared to discuss issues.
>>> How do I do this in Outlook 2003?
>>
>> http://www.sperrysoftware.com/Outlook/Schedule-Recurring-Ema il.asp
>>
>> However, how do you know the e-mail should get sent? Maybe the report
>> is NOT complete when the e-mail is scheduled to get sent. Presumably if
>> and when you get done compiling the report is when you are supposed to
>> send the e-mail. What if the report is not done at the scheduled time?
>> So it seems trivial to create a template that you can use to send a
>> boilerplate e-mail as a short and easy manual task right after whenever
>> you actually get done compiling the report.
>
> Add-in software is great but trying to get this approved will be next to
> impossible so I have to be able to accomplish this with what MS Outlook
> provides.
>
> The report is generated throughout the week by several people and if the
> users do not have information in the report by Friday AM then they are not up
> for discussion that's it so the report will always be done

What you want is functionality that is not available within Outlook with
adding more code hence the need for an add-on (whether you buy it or
obtain it from elsewhere as Vince suggested). Microsoft made Outlook
(and other Office components) extensible by the addition of plug-in
modules or COM add-ins. You can write the code yourself or use someone
else's code (but quite often those that take the time to figure out how
to write the code and then also alpha, beta, and debug test it under
numerous platforms and with multiple versions of the OS and programs
want money for all their work).

The problem with the add-in approach is that you must leave Outlook
running so that code is also running. If you close Outlook then its
add-ons are also not running. You could add a scheduled event to Task
Scheduler to run a command line that executes outlook.exe with the
necessary command-line parameters that specify the recipients along with
the body of your message. See Microsoft's help article at:

http://office.microsoft.com/en-us/outlook/HP010031101033.asp x

You'll want to use the "/c ipm.note" parameter. I haven't used this so
someone else will need to tell you how to do this. However, Outlook
must still be left running. When you compose a new message, only a stub
of outlook.exe gets used which is sufficient to compose a new message.
Once you close that new-mail compose window, outlook.exe unloads so it
is no longer around to send the new message.


So why bother sending them a new e-mail as a reminder instead of using
recurring scheduled appointments (i.e., meetings) if you are using
Exchange? See:

http://office.microsoft.com/en-us/outlook/HP012303841033.asp x
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