My work involves updating a spreadsheet with new information and then send out this updated spreadsheet directly to several customers. At the end of the week, I also have to send them the latest report.
The way I do this now is by using a draft message which is pre-addressed already. Once I’m done updating, I open a copy of this draft, add the latest spreadsheet as an attachment and send it out.
For the report I do something similar and have a recurring task reminder set at the end of the week to remind me to send it out.
Since this is a very large part of my work (I update multiple spreadsheets and send out multiple reports), the Outlook process is rather cumbersome. Is there any way I can skip a few steps in this process?
I think you’ve about covered it when it comes to standard Outlook options.
When it comes to sending files automatically directly to certain people after you have updated it, you can use a 3rd party tool called MAPILab Toolbox. This addin for Outlook contains a component called File Send Automatically which monitors the file for changes. When a change occurs to a monitored file then it is automatically sent out with a message template you created. There is also a delay function in case you only saved the file in between and then continue working on it.
When it comes to sending out a certain report on a specific day, you can use a combination of VBA, custom forms and the Windows Task Scheduler. A guide for that can be found here.
Another way to do it would be to use a 3rd party addin. In the same MAPILab Toolbox there is another component included called Email Scheduler which allows you to create a message with a recurrence pattern, just like you can do with an appointment. It can also retrieve the report from a preset location or send all the files within a certain folder.
Other tools which also allow you to send a certain email with a specific attachment at a preset time are;
- Schedule Recurring Email from SperrySoftware.
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- SendLater from 4Team.