Schedule Recurring Email User`s Manual
Contents
1. This would be useful to schedule quarterly reminders assuming you put a 3 in the Email occurs every 1 month s area Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 8 Repeat Interval Daily Weekly Monthly Yearly Hourly Random Dates Email repeats on a monthly basis Email occurs every 1 month s onday 25 of the month onthe first w Tuesday w of the month Plus Minus 0 day s The yearly pattern allows you to send emails that go out on a certain day of the year you can also send out emails on the first second third fourth or last weekday weekend day of a particular month This pattern also allows a number of days of offset just like the monthly pattern Repeat Interval Daily Weekly Monthly Yearly Hourly Random Dates _ Email repeats on a yearly basis C onday 25 w of February y onthe first w Tuesday w of February w Plus Minus 0 dayis The next pattern is the hourly recurrence This one is rather simple sending the emails once an hour every other hour etc Repeat Interval Daily Weekly Monthy Yearly Hourly Random Dates _ Email repeats on an hourly basis Email occurs every hour s The final recurrence pattern is the random date pattern As the name implies you can schedule emails to go out on random dates that you assign in advance Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 9 Repeat Inter2. intervals If you quit Outlook the recurring emails will not go out However when you restart Outlook you will be prompted for permission to send the emails that should have gone out You can choose to send them or not by choosing Yes or No and you can also apply your decision to the rest of the pending recurring emails by choosing Yes To All or No To All Configuring the Add in Once the installation is complete you are ready to use Schedule Recurring Email When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar FILE HOME SEND RECEIVE FOLDER VIEW Norton Sperry Software ont Sperry Software Sperry Software Add ins Outlook 2013 Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that settings are made to control the add in s functionality Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 2 Configure Recurring Emails Tab The list of recurring emails is empty in this Outlook 2013 screenshot This tab displays the list of existing Recurring Email templates and provides access to the Recurring Email Editor To create a new Recurring Email click Add and to edit or delete an existing Recurring Email select the desired template on the list then click Edit or Delete as appropriate You can add as many recurring emails as you li
3. Schedule Recurring Email Sperry se Software ah Fast Easy Productive U se r S M a n u a Weme aca se cesta AAAA AAAA AAA AAAA E E 2 Conneurine UG CCE serieren annA EEEE EEEE EEES 2 Configure Recurring Emails Tab ssssssssessesessesresrrsersenressrsersrrsesrrsersersereererrserserseserserseererrrsreseererrrseeseere 3 How to Create a New Recurring EMail sssssssessessesrrsesserrrsrrserrerrrserserserrrsrrserserersrerrsrrseeserseserseeserreserseeree 3 SE GELS SW e E A E E E AE EE E sere A 5 TOUDE S NOO UN E resans EANNAN ER 6 Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 1 Welcome Thank you for choosing the Schedule Recurring Email add in created by Sperry Software This add in allows you to automatically schedule and send repetitive emails at intervals that you specify Send reminders about upcoming events like sports practices monthly board meetings or group or civic meetings You can view your entire list of pending events at a glance attach a file or even a folder to the message When a recurring email is sent all files in the attached folder are selected as attachments and sent to the email address es specified when you created the template Note Attachment s are fetched at the time the email is sent so if file changes are occurring on a regular basis the most recent copies will be picked up and delivered This feature is perfect for sending the same changing files at regular
4. choose from several recurrence patterns loosely based on Outlook s appointment time daily weekly monthly yearly hourly or random Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 7 The daily pattern allows you to send emails every day every other day every third day etc or every weekday Repeat Interval Daily Weekly Monthy Yearly Hourly Random Dates Email repeats on a daily basis Email occurs every 1 dayls Email occurs every weekday The weekly pattern allows you to send emails that go out on certain days of the week You can also specify a pattern like every other Friday by placing a checkmark in the Friday checkbox and a 2 in place of the Every 1 week s area below Note that there would be no difference between selecting all the days of the week versus choosing a daily recurrence pattern Monthly Yearly Hourly Random Dates Email repeats on a weekly basis Every week s on C Monday Tuesday C Wednesday C Saturday C Thursday Friday C Sunday The monthly pattern allows you to send email that go out on a certain day of the month or on the first second third fourth or last day of the month In addition you can specify a number of days of offset this is to accommodate a pattern like two days before the last weekday of the month you would need to put a 2 to subtract days in that case You can also specify every month every other month etc
5. e the same document each week Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 10 Settings Tab Installed Add Ins Add In Configuration Timer Control Timer is running Check for scheduled emails 5 minutes Backup and Restore Click the Backup button to save all your scheduled emails to a single zip file Click the Restore button to load all your scheduled emails from a zip file Restore Convert From Older Versions Click the Convert button to import your previously scheduled emails Conversion Status Ready There are three fields on this tab Timer Control Backup and Restore and Convert from Older Versions e Timer Control can be used to turn on off the timer as well as to set the frequency with which Outlook will look for new scheduled emails As mentioned above this is the granularity of the window that the add in uses to send out the emails in other words the add in could be five minutes or as much as five minutes late in this case e Backup and Restore is used for either backing up or restoring all of your scheduled emails to or from a zip file e Convert from Older Versions can import your previously scheduled emails into your current version of Outlook Older versions of the software used to rely on an Outlook calendar Scheduled Emails and this is no longer the case This conversi
6. est Do not show this message again Click OK New Blank Message appears Create new message as you normally would Test of Schedule Recurring Email Message HTML 7 OA x MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW oem I 4 oe Y A UR 2 mieca a E Paste aky E r se y B T7U Z A E Clipboard Ta Basic Text Ta A AB S I U Ei gt Follow Up l High Importance j Address Check Attach Attach Signature Book Mames File Item 4 Low Importance Zoom Names Include Tags lf Zoom ad Sperry Software Test of Schedule Recurring Email Testing please ignore this message Please feel free to email back if you have any questions Thanks Mike Sperry hitp www SperrysSoftware com Find 37 Outlook add ins that make a difference Close by clicking on the X in the upper right in the image above Copyright 2008 2014 Sperry Software Inc Page 5 e When asked to save choose YES A Want to save your changes e Choose a schedule for the email Email Template to be Sent Subject Test of Schedule Recuring Email Create Edit Template Choose Existing Template Time for the email to go out 4 05 33 PM HH Weekly Monthly Yearly Hourly Random Dates Email repeats on a daily basis Email occurs every dayis Options Always send these files as attachments Cee Always send all files in this folder a Folder _ Only send if the f
7. ile s exists Delete the file s after sending Display email before sending a Sa Note that we checked the Email repeats on a daily basis checkbox e Be sure to include the time to send email e You can also choose your options such as Display Email before Sending Or Always send as an attachment Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 6 e Click OK and the message will be added to the main list a E Schedule Recurring Email 2 26 2014 4 05 33 PM Test of Now the list is populated with one recurrence And that s all there is to it As long as Outlook is running the email will go out as scheduled Note that when we first looked at creating a new recurring email we chose Create Edit Template If there were already scheduled emails that were created we could choose to re use those templates ina new recurring email schedule by clicking on the Choose Existing Template This is useful if you need to create several schedules for the same recipients with the same subject and content Another point to consider when choosing a schedule is the starting date and time If you choose a starting date and time that is in the future then that s when the first occurrence will take place However if you choose a time that is in the past then the add in calculates the next future occurrence of the add in and that s the date you will see in the Next Occurrence column You can
8. ke even having two or more go out at the same time however the finest granularity between emails is 5 minutes by default you can change this in the Settings tab but more on that later For now let s create a test email that is designed to go out on a daily basis at the same time each day How to Create a New Recurring Email e Start Outlook e Click on Sperry Software Add in Button e Click Schedule Recurring Email Add in Button Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 3 e Click on Add e Click on the Create Edit Template Button at the top of the Configure a Recurring Email window Email Template to be Sent Time for the email to go out 4 05 33 PM HH Hourly Random Dates Email repeats on a daily basis Email occurs every day s 2 25 2014 ly Always send these files as attachments Trons Fien _ Always send all files in this folder Folder _ Only send if the file s exists _ Delete the file s after sending Display email before sending e The following instructional prompt may pop up Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 4 Schedule Recurring Email You must create the email to be sent as part of the reminder 1 Fill out the email exactly as you want it to be sent 2 Do not send the email rather save and close it Note If you just close the email make sure you chooseyes to the saverequ
9. on allows the update to occur after which that calendar can be safely deleted Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 11 Troubleshooting Q I m having trouble and need to start over with installing What can I do A Follow these instructions http www sperrysoftware com kb questions 98 I 27m having problems 2C and l need to reinstall my add ins from at clean start tHow do l do this 3F Q The Sperry Software Add ins button is not visible A Run the Add ins Reset tool The add in reset tool among others can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Schedule Recurring Email Copyright 2008 2014 Sperry Software Inc Page 12
10. val Daily v z N p _ Email repeats on random dates Dates wr Tite 9 95 7014 Add new dates with the SE B button to the left and l PPPE remove them by simply New Time 5 14 35 PM editing them in the textbox on the right Add Date As the instructions imply you can add dates and times with the button In order to remove dates simply highlight the one you are no longer interested in and delete it A final point to consider when creating a new recurrence has to do with attachments If you attach a file while composing the template with Outlook then that attachment becomes part of the template message file and stays with it when sending However it might be beneficial for you to dynamically attach the file at the time that the email gets sent out To do this rather than attaching the file while composing the email use the options at the bottom of the Configure a Recurring Window to attach either files or entire folders Doing it this way forces the add in to attach the file at the time of sending allowing you a chance to edit and change files as necessary For instance Sperry Software has one customer in a small town in Indiana who was a 911 call center operator After a call was completed she wrote up a brief summary of the call for the local reporters into a document This document was scheduled to be picked up by the add in once a week and sent out to the reports all the call center operator had to do was updat
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