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How to send a schedule recurring email in Outlook?

In Microsoft Outlook, you can easily send a schedule recurring appointment, meeting or task to others. But if you just want to send a schedule recurring email without any appointment, meeting or task, how can you do? Unfortunately, Outlook provides no feature for sending schedule recurring email, but in our tutorial, we will show you how to send a schedule recurring email in Outlook.

Send a schedule recurring email in Outlook with VBA code

Easily send schedule recurring emails in Outlook with an amazing tool


Send a schedule recurring email in Outlook with VBA code

This tutorial is divided into four parts, you will succeed to send a schedule recurring email after finish these parts. Please do as follows.

Part 1: Create a new appointment

1. Please navigate to the Calendar view by clicking Calendar in the Navigation Pane, and then create a new appointment by clicking New Appointment under Home tab.

3. In the Appointment dialog under Appointment tab. You need to:

A: Type in the Subject B: Enter the recipients’ email addresses in the Location
C: Configure the Start time and the End time D: Select the reminder under the Reminder drop-down list.
If you choose 15 minutes, it means it will remind you 15 minutes early when the email is sent.
E: Compose your Appointment body.

Note: The Appointment Subject will become the recurring email subject; and the Appointment body will become the recurring email body when the recipients received the email.

Part 2: Create a new category

Now you need to create a new category named “Send Schedule Recurring Email” as follows:

1. In the Appointment dialog, please click Categorize > All Categories in the Tags group under Appointment tab.

2. When the Color Categories dialog popping up, please click New button. In the Add New Category dialog, type “Send Schedule Recurring Email” in the Name field; and then choose a color in the Color drop-down list. Then click OK.

3. Then you will see the “Send Schedule Recurring Email” category is listed out, please check the box, and then click OK button.

Part 3: Set the Recurrence

Now, it is time to set the recurrence for the appointment.

1. Click Recurrence in the Options group under Appointment tab. See screenshot:

2. In the Appointment Recurrence dialog, configure your Recurrence pattern. If you need an end time, please configure it under Range of recurrence. And then click OK.

3. When it returns to the Appointment dialog, please click Save & Close button. See screenshot:

Part 4: Use the VBA code for sending the Schedule Recurring Email

1. Please press Alt + F11 to open the Microsoft Visual Basic for Applications dialog.

2. Double click on Project1 > Microsoft Outlook Object > ThisOutlookSession in the left pane. See screenshot:

3. Copy and paste the following VBA code to the VBA editor. And then click Save button.

VBA: sending schedule recurring email

Private Sub Application_Reminder(ByVal Item As Object)
'Updated by Extendoffice 20200522
Dim xMailItem As MailItem
Dim xItemDoc As Word.Document
Dim xNewDoc As Word.Document
Dim xFldPath As String
On Error Resume Next
If Item.Class <> OlObjectClass.olAppointment Then Exit Sub
If Item.Categories <> "Send Schedule Recurring Email" Then Exit Sub
Set xMailItem = Outlook.Application.CreateItem(olMailItem)
Set xItemDoc = Item.GetInspector.WordEditor
xFldPath = CStr(Environ("USERPROFILE"))
xFldPath = xFldPath & "\MyReminder"
If Dir(xFldPath, vbDirectory) = "" Then
    MkDir xFldPath
End If
xFldPath = xFldPath & "\AppointmentBody.xml"
xItemDoc.SaveAs2 xFldPath, wdFormatXMLDocument ' wdFormatXML
Set xNewDoc = xMailItem.GetInspector.WordEditor
VBA.DoEvents
xNewDoc.Application.Selection.HomeKey
xNewDoc.Activate
xNewDoc.Application.Selection.InsertFile FileName:=xFldPath, Attachment:=False
With xMailItem
    .To = Item.Location
    .Recipients.ResolveAll
    .Subject = Item.Subject
    .Send
End With
Set xMailItem = Nothing
VBA.Kill xFldPath
End Sub

4. Click Tools > References to open the References - Project dialog. In the dialog, check the Microsoft Word Object Library option and click the OK button.

5. Press the Alt + Q keys at the same time to close the Microsoft Visual Basic for Applications window.

When the Reminder popping up, the email will be automatically sent to the recipients which you have typed in the Location field in the first part. Then click Dismiss in the Reminder dialog. And the email will be sent recurring every day in this time. See screenshot:

Note: The VBA code was successfully tested in Outlook 2010 and the later versions.


Easily send schedule recurring emails in Outlook with an amazing tool

For many Outlook users, the above method is too tedious to be handled correctly. Here highly recommend the Schedule auto send feature of Kutools for Outlook. With this feature, you can easily create multiple recurring emails, and schedule these emails to send regularly at daily, weekly, monthly or yearly intervals as you need. Please do as follows to get it done.

Go to download Kutools for Outlook and have a try.

1. Click Kutools > Schedule auto send > Create auto send schedule.

2. Then a message window is opening, and you need to:

2.1) Select the email recipients in the To, Cc or Bcc fields as you need, and then fill in the email subject;
2.2) Compose the email body;
2.3) Click Recurrence under the Kutools Recurring tab. See screenshot:

3. Now the Emails Recurrence dialog box pops up, you need to specify the recurring time, recurring pattern and the range of recurrence for the email, and then click the OK button.

4. Now it returns to the message window, click Save & Close button to save the recurring settings and close the window.

Tips: You can repeat the above step 1 to 4 to create multiple recurring emails as you need.

5. Now turn on the feature by clicking Kutools > Schedule auto send > Enable.

6. In the opening Kutools for Outlook dialog box, click OK.

After finishing the above settings, the recurring emails will be sent automatically when the specified date and time is reaching.

Note: You can easily manage your recurring emails as follows.

1. Click Kutools > Schedule auto send > Manage auto send schedule.

2. In the Mange auto send schedule window, you can create new recurring email, edit, delete, turn on or off an existing recurring email as you need. Or you can click the Log icon to view the sending history of the recurring emails.

Click to know more about this feature.

  Kutools for Outlook includes 100+ powerful features for Microsoft Outlook. Free to try with no limitation in 60 days. Download now!


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  • To post as a guest, your comment is unpublished.
    SM · 1 months ago
    If you are having trouble with the email not sending after you get the reminder, look in your drafts folder. If the email is there then go back to the categories step and change the category to "Send Scheduled Recurring Email". The original instructions read "schedule" and not "scheduled". As soon as I did this, Outlook sent the email from my drafts folder and everything worked.
  • To post as a guest, your comment is unpublished.
    JM · 1 months ago
    hello, thank you this great code! It works like a charm. Is it possible to format the body of the email for HTML format?

  • To post as a guest, your comment is unpublished.
    Durgeshwaran N · 2 months ago
    I tried the above VBA Code, I am getting reminder everytime,
    But receipient does not receive my mail,
    Please assist
  • To post as a guest, your comment is unpublished.
    tarnold · 2 months ago
    I had a 2016 desktop version and everything worked great. I switched to Office 365 and it stopped working. Is there a setting (VBA Code?) that needs to be changed?
    Anyone else having this problem?
  • To post as a guest, your comment is unpublished.
    Günter · 3 months ago
    I'm useing a german Version of outlook. Whats i have to change in the VBA-code?

  • To post as a guest, your comment is unpublished.
    Mabpetroc · 3 months ago
    For me.  I needed to add 2x : 

    If Item.Class <> OlObjectClass.olAppointment Then 
    End If

    If Item.Categories <> "Send Schedule Recurring Email" Then Exit Sub
    End If

  • To post as a guest, your comment is unpublished.
    Prateek · 3 months ago
    how to add CC and BCC
  • To post as a guest, your comment is unpublished.
    pheadjack75 · 4 months ago
    this saves the email into the Drafts folder without a header or timestamp. How do I get it to include that header and timestamp; and saved in the Sent folder ?
  • To post as a guest, your comment is unpublished.
    Raj · 5 months ago
    I am facing issue with Email Body. in my received email it completely blank. what could be wrong
    • To post as a guest, your comment is unpublished.
      Natalia · 3 months ago
      Same for me, I don't know how to fix it 
      • To post as a guest, your comment is unpublished.
        Mabpetroc · 3 months ago
        scroll down - the question has been covered. :-)
  • To post as a guest, your comment is unpublished.
    JayPie · 6 months ago
    Is there a way to modify the code to only send the email if you hit "dismiss" and don't send the email if you "dismiss all" or some other button?
    I want to be able to chose each day if I send the email, but still want to be reminded each day.
    • To post as a guest, your comment is unpublished.
      Ryan Vargas · 17 days ago
      Would like to know this as well.
  • To post as a guest, your comment is unpublished.
    rayray4105 · 7 months ago
    For me the VBA halted on 'CStr(Environ("USERPROFILE"))'.

    I have moved both lines starting with 'xFldPth' just below 'On Error Resume Next' which resulted in the code to be fully executed
  • To post as a guest, your comment is unpublished.
    katie · 9 months ago
    This was working for me for several months. All of the sudden, the reminders are still appearing, but the emails are no longer being sent. Any ideas?
    • To post as a guest, your comment is unpublished.
      Fishy · 9 months ago
      Same here. Have you found what make it stop working?
    • To post as a guest, your comment is unpublished.
      FishyD · 9 months ago
      Same here, it was working great and over the last day or so, just broke.
  • To post as a guest, your comment is unpublished.
    Sohail · 9 months ago
    I am using Office 2016. I am unable to click on CATEGORIZE when doing through NEW APPOINTMENT but Categorize function properly when using NEW EMAIL.
  • To post as a guest, your comment is unpublished.
    Julia · 9 months ago
    Hi. How do I add attachments? I need to pull specific files each month and attach to the email. Is there a way to do this?
    • To post as a guest, your comment is unpublished.
      Matt · 1 months ago
      Private Sub Application_Reminder(ByVal Item As Object)
      'Updated by Extendoffice 20200522
      Dim xMailItem As MailItem
      Dim xItemDoc As Word.Document
      Dim xNewDoc As Word.Document
      Dim xFldPath As String
      On Error Resume Next
      If Item.Class <> OlObjectClass.olAppointment Then Exit Sub
      If Item.Categories <> "Send Schedule Recurring Email" Then Exit Sub
      Set xMailItem = Outlook.Application.CreateItem(olMailItem)
      Set xItemDoc = Item.GetInspector.WordEditor
      xFldPath = CStr(Environ("USERPROFILE"))
      xFldPath = xFldPath & "\MyReminder"
      If Dir(xFldPath, vbDirectory) = "" Then
      MkDir xFldPath
      End If
      xFldPath = xFldPath & "\AppointmentBody.xml"
      xItemDoc.SaveAs2 xFldPath, wdFormatXMLDocument ' wdFormatXML
      Set xNewDoc = xMailItem.GetInspector.WordEditor
      VBA.DoEvents
      xNewDoc.Application.Selection.HomeKey
      xNewDoc.Activate
      xNewDoc.Application.Selection.InsertFile FileName:=xFldPath, Attachment:=True
      With xMailItem
      .To = Item.Location
      .Recipients.ResolveAll
      .Subject = Item.Subject
      .Send
      End With
      Set xMailItem = Nothing
      VBA.Kill xFldPath
      End Sub
  • To post as a guest, your comment is unpublished.
    Phoebe · 10 months ago
    The emails are being generated but are going to draft folder and not being sent out automatically. How would I fix this?
  • To post as a guest, your comment is unpublished.
    Tellett · 1 years ago
    This didn't work for me until I realized that naming the category "Send Scheduled Recurring Email" instead of "Send Schedule Recurring Email" mattered. It was a comment below that brought it to my attention. Thanks!
  • To post as a guest, your comment is unpublished.
    yang · 1 years ago
    Doesn't work for Outlook 2016
  • To post as a guest, your comment is unpublished.
    Tony · 1 years ago
    I followed the instructions, but I get a .dll error when I check microsoft word 16.0 object library. I don't know if it matters, but the other object libraries show up as 14.0
  • To post as a guest, your comment is unpublished.
    Terri · 1 years ago
    often the location bar is unable to contain all of the email addresses for me, I can certainly use a distribution list or group contact but how do I unpack it so the resulting email shows the addresses individually?
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    sangeeta · 1 years ago
    It worked very well with MS Office 365 -outlook but then stopped working. I cant figure out what changed. Did anyone else run into similar problem? Any suggestion on how to debug what is going on?
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    ofek · 1 years ago
    I can confirm it works on Outlook 2019 as well
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    Kristen · 1 years ago
    Hi, been using this without issue for a few years. Suddenly in the last couple of months, it stopped sending the email. Reminder still goes out to me at least. I came here and and see the code has been updated, which I did and now I get "userdefined type not identified" error that others seem to have gotten. Is there a fix for this or no?
  • To post as a guest, your comment is unpublished.
    odhinto@gmail.com · 1 years ago
    I have followed all the instructions: I enabled Macros; I configured the appointment as instructed and added the VBA Macro....I checked all the references as instructed.
    The email is not being sent, and I'm not getting any compiler errors. What could be the problem? I'm using Outlook 2016.
    • To post as a guest, your comment is unpublished.
      Ricky · 1 years ago
      I can't get it to work either in Outlook 2016
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    Andrey · 1 years ago
    Is there a way to send the email from certain different e-mail (SendAs or SendOnBehalfOfName)?
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    Scott · 1 years ago
    Every time any reminder pops up, i am getting a VBA error of "userdefined type not identified".
    • To post as a guest, your comment is unpublished.
      Jon · 1 years ago
      Pardon me if this is something you already know, but without having other details besides what you posted, I suggest you make sure both microsoft office 16.0 object library AND microsoft word 16.0 object library are selected from step 4 above.
      • To post as a guest, your comment is unpublished.
        Nicola · 1 years ago
        This worked for me thank you

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    joaquimlmpires@gmail.com · 1 years ago
    Hi. I know this is an old post but I'm trying to use it to send a periodic email.

    I'm able to complete all the steps but the code line:
    Dim xItemDoc As Word.Document
    prompts a compile error: "userdeffined type not defined "

    I replaced with:
    Dim xItemDoc As DocumentItem

    compiles ok but emai does not get sent.

    anyone can help?

    thank you
  • To post as a guest, your comment is unpublished.
    Ron · 1 years ago
    I get the reminder but no email, ideas?
    • To post as a guest, your comment is unpublished.
      Scott · 1 years ago
      Same issue here
  • To post as a guest, your comment is unpublished.
    Marjorie · 1 years ago
    I received the email, however the body of the email is blank. I have put text and a signature in the body but when the email comes the body of the email is blank.
    • To post as a guest, your comment is unpublished.
      Jarrett · 1 years ago
      Try adding ".Body = Item.Body" under the line ".Subject = Item.Subject" in the VBA Code mentioned in this article.
      • To post as a guest, your comment is unpublished.
        Tony Fecteau · 1 years ago
        I have same issue, where on the code we have to adding
        ".Body = Item.Body" under the line ".Subject = Item.Subject"
        • To post as a guest, your comment is unpublished.
          Marcio Filho · 6 months ago
          Thank you very much Tony, you helped me a lot :D
  • To post as a guest, your comment is unpublished.
    Katie · 1 years ago
    I have followed all instructions and made sure the object library was checked etc but get the error 'compile error user type not defined' when it's time for the reminder.
    Any solutions to this?

    Thanks!
    • To post as a guest, your comment is unpublished.
      Mads · 1 years ago
      I get the same error. What's the solution here?
  • To post as a guest, your comment is unpublished.
    Vinay · 1 years ago
    It worked for me on Testing but when I made the changes to send it actually it didn't worked. Is there any specific modifications I needed to make? I see my Macro is disabled but it's on office system so I can't change it but assuming it worked for the first time it should work alright again; right?
  • To post as a guest, your comment is unpublished.
    tricia · 1 years ago
    how can this be sent to emails that change on a weekly basis?
    • To post as a guest, your comment is unpublished.
      OrionStar · 1 years ago
      If they change every week then it's not able to work really. What changes? if it's an attached file that should be fine because it grabs the file each time.
  • To post as a guest, your comment is unpublished.
    anne · 1 years ago
    this is not working for me
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    Sai Swaroop · 2 years ago
    I Tried using the above code it works very fine. But the problem is in the body of the email I am including Pictures, text and Hyperlinks to that. By the time mail reaching to the receiver everything is converting as a Text. Can anyone help me on this
    • To post as a guest, your comment is unpublished.
      crystal · 1 years ago
      Hi,
      Sorry for the inconvenience. The code has been updated to solve the problem. Please have a try and thank you for your comment.
      • To post as a guest, your comment is unpublished.
        Vinodh Kumar · 1 years ago
        Hi,
        I am facing the same issue. can you please post the updated code.

        Also is there any way to include email address as CC ?

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    Aarti · 2 years ago
    superb works for me thanks yaa
  • To post as a guest, your comment is unpublished.
    Priyank · 2 years ago
    It did work on my laptop before. I somewhat messed up my VBA. now it's not working..
    How do I restart of clear my VBA?

    I am not a programmer. I just wanted automatic email generated and googled it. Tried various things and then came across this post.

    It really worked well before. Please help
  • To post as a guest, your comment is unpublished.
    aerin.melvin@gmail.com · 2 years ago
    How do you add an attachment to go with the email that is sent?
  • To post as a guest, your comment is unpublished.
    Aerin · 2 years ago
    Is there a way to make this BCC?
  • To post as a guest, your comment is unpublished.
    Jan · 2 years ago
    I got to the VBA code copied, pasted, and saved fine. But no reminder popped up for me to dismiss. Will this still send?
    • To post as a guest, your comment is unpublished.
      crystal · 2 years ago
      Hi Jan,
      Please go to the Sent Items folder to check for the sending email.
  • To post as a guest, your comment is unpublished.
    Tomy · 2 years ago
    It's great work, tks
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    john · 2 years ago
    This is limited on the number of email addresses you can add in the locations. Any work arounds?
  • To post as a guest, your comment is unpublished.
    Kevin · 2 years ago
    This still works. Just tested on Office 2016/ O365. Make sure macros are enabled. Make sure you are pasting the code under "application" and "Reminder" as shown in the screen shot.
    • To post as a guest, your comment is unpublished.
      Daniele · 2 years ago
      Good, now it works!
      I've just one problem. If my Outlook client application is close, it don't work ...any solutions?
  • To post as a guest, your comment is unpublished.
    anitanashgh · 2 years ago
    I am getting a "compile error: invalid outside procedure" every time ANY reminder pops up, not just the one's for the scheduled send. Also, my scheduled send doesn't work. Any ideas? I copied and pasted the code from above. Thanks.
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    Anita · 2 years ago
    Not working for me.... :(
  • To post as a guest, your comment is unpublished.
    Kathrin · 2 years ago
    It didn't work for me either :/.Is there any update available?
  • To post as a guest, your comment is unpublished.
    Simon Hogh · 2 years ago
    This still works? :D
  • To post as a guest, your comment is unpublished.
    Simon · 2 years ago
    Does this still work? Unfortunately it doesn#t work for me...
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    SS · 2 years ago
    Does this go out as an invite? Does the recipient have to accept the invite?
    • To post as a guest, your comment is unpublished.
      Rebeccah · 2 years ago
      It's in the location field rather than in an invitee field, so, no - no invite goes out to the location address(es). No reminders to the location address(es) normally, either. This code is triggered by the application_reminder event for this appointment and adds functionality to it, to

      - create an e-mail message

      - put the appointment location address(es) in the To field of the e-mail message.

      - put the appointment subject line in the Subject field of the e-mail message.

      - put the appointment body in the Body field of the e-mail message.

      - send the e-mail message.
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    Johan · 2 years ago
    If I want multiple of these emails, each with a seperate category/calendar activity like "Send Schedule Recurring Email", "Send Schedule Recurring Email 2" & "Send Schedule Recurring Email 3" etc. How would I go about doing that? Do I copy this code all together for each category/calendar activity, or just add each "Send Schedule Recurring Email x" in the existing code? If so, how do I seperate them? Comma? < > ?
    • To post as a guest, your comment is unpublished.
      Rebeccah · 2 years ago
      Replace
      If Item.Categories <> "Send Schedule Recurring Email" Then Exit Sub
      with
      If Left(Item.Categories,29) <> "Send Schedule Recurring Email" Then Exit Sub


      Or, if your category names are all different, then
      If Item.Categories <> "First category name" AND Item.Categories <> "Second category name" AND Item.Categories <> "something completely different" Then Exit Sub
  • To post as a guest, your comment is unpublished.
    DTM · 3 years ago
    Just wanted to add my Thanks out here.
    I was struggling with my own version of this and found this and others.
    This is the best version of this I saw. Specifically what I like about it is - this works if you have multiple different emails you want to send. Because, it does not use "hardcoded" variables like the body or emails addresses pulling them from the appointment detail, you do not need to create different micros for each email or edit the code for every little detail that might change. You can even use this for non-reoccurring emails that you want o schedule (yes, you could do a delayed send). that's all controlled by the reoccurrence of the appointment.
    The one con is like any macro based solution, outlook does have to be open (running).

    A couple changes someone might want to make.
    If you do not want replies going to everyone who got the email, change .To - to .BCC.
    If you want to Review or make miner changes before it is sent, change .send to .display
  • To post as a guest, your comment is unpublished.
    Mel · 3 years ago
    I tried this but I cannot get my tests to work.