Administrative Sparkle

Would you like to streamline and create processes for your routine emails? Here are a couple of tools in your Outlook you can use to create your emails in advance and send them without you even sitting in front of your computer.

Create Your Distribution List

If you haven’t already done so, this is accomplished by going into the Contacts section of your Outlook. Select New and click on Distribution List. You can either add email addresses with Select Members or Add New. You can enter in Notes the purpose of that distribution list, assign it a Category, as well as other nice little features. Give the distribution list a Name and then Save & Close.

Create your email message.

Sending a Message at a Specified Time

In Outlook 2007, once you have completed the content and addressed with your distribution list:

1. Go to your Options tab and select Delay Delivery.
2. In the Deliveries options portion of the form, check Do not deliver before: and indicate a date and time and Close.
3. Send.

You may want to edit your Outlook frequency for sending and receiving.

1. Select Tools and then Options.
2. Click on the Mail Setup tab and then click the Send/Receive button.
3. Check Schedule an automatic send/receive every and enter how many minutes. Every ten minutes would keep you pretty current with incoming and outgoing mail.

That’s the really simplified version without getting overly complex and time intensive, but very easy and gets the job done. However, you will need to make sure that you have Outlook open and are able to send and receive for this to work.

Please feel free to let me know if you find this helpful.  Also submit your suggestions or ideas on how you simplify your emailing process.  Everyone has a set of circumstances that brings into account different techniques. Would love to hear what yours are. Also, don’t forget to share with your colleague if this is the perfect information they may be looking for.

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