In our last post we showed you how to automatically reply to emails in Outlook using rules. In this post we’ll look at how to delay sending certain emails. We can then combine these 2 techniques into a way to send automated replies with a delay.
The downside is we can only introduce a delay of 120 minutes using standard Outlook rules. To delay longer than that we need to do something a little more involved, we’ll cover that in a future post.
We can introduce a simply delay in sending emails to all or just specific emails using standard Outlook rules.
- Start to create an email rule as normal by going to Home->Rules->Manage Rules and Alerts
- Click on “New Rule”
- Under “Start from a blank rule” select “Apply rule to messages I send” and hit Next
- Now select a criteria, for example emails to a specific person or with a specific subject and hit Next
- For the action check “Defer Delivery by a number of minutes”
- Then click on the “a number of” link in the Step 2 section
- In the popup, specify how many minutes you want to defer delivery (up to 120) and press OK
- Click Next to continue and then enter any exceptions and click Next again
- Finally, name your rule and hit Finish
You now have a client-side rule that will defer the delivery of any emails you send according to a rule (recipient, subject etc..)
This is all fairly basic, though useful.
You may wish to combine this technique and the one described in the last post ( how to automatically reply to emails in Outlook using rules) to automatically send follow up emails after a delay. For example, if you receive an email automatically when someone downloads a whitepaper from your site, you may wish to send an automated reply after 60 minutes asking them how they are getting on. This would give them time to look at the whitepaper before you contact them.
Alternatively you could just use this technique to put a delay on sending any emails to your boss to ensure you have chance for second thoughts ;-) Let’s call it a cooling off period ;-)