Automating Daily Emails in Outlook 2007

  • Thread starter Rick Davis
  • Start date Views 3,172
Status
Not open for further replies.
R

Rick Davis

I work in a testing laboratory that sends out 8 MS Word reports and 2

Excel reports electronically to the same recipients from day to day.

Our lab services 8 external sites and each of those sites receives an

individualized MS Word report document. We are using Outlook 2007

in Windows XP in our lab. The MS Word reports are in individual

folders on our server and each of those folders in turn has subfolders

corresponding to the date of the report being sent out. Is there a way

of automating the daily emails we send out within Outlook 2007 that

does not involve macros? We currently are setting up the emails

manually (using the "Reply To" function from the previous day's email

for each site), attaching the MS Word report documents, and then

saving the emails to the archive folder so that the reports can be

sent out immediately once the lab results are known (the results are

the same 99% of the time from day to day so we do the reports in the

morning to save turnaround time prior to the results being known in

the afternoon). This is quite tedious and we were wondering if a

better, more automated method is available for generating these emails

from day to day.

TIA,

Rick
 

Michael Bauer

Senior Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
With VBA it would be possible.

Best regards

Michael Bauer

Am Wed, 06 Jan 2010 12:39:32 -0500 schrieb Rick Davis:


> I work in a testing laboratory that sends out 8 MS Word reports and 2
> Excel reports electronically to the same recipients from day to day.
> Our lab services 8 external sites and each of those sites receives an
> individualized MS Word report document. We are using Outlook 2007
> in Windows XP in our lab. The MS Word reports are in individual
> folders on our server and each of those folders in turn has subfolders
> corresponding to the date of the report being sent out. Is there a way
> of automating the daily emails we send out within Outlook 2007 that
> does not involve macros? We currently are setting up the emails
> manually (using the "Reply To" function from the previous day's email
> for each site), attaching the MS Word report documents, and then
> saving the emails to the archive folder so that the reports can be
> sent out immediately once the lab results are known (the results are
> the same 99% of the time from day to day so we do the reports in the
> morning to save turnaround time prior to the results being known in
> the afternoon). This is quite tedious and we were wondering if a
> better, more automated method is available for generating these emails
> from day to day.

> TIA,
> Rick
 
D

David C. Holley

Or you might go with a VBScript that executes via Task Scheduler. Although

I've never had the need, you should be able to construct the VBScript to use

custom command line switches so that its one script basic script but with 8

tasks that have varying command line arguments to pull the right file and

send it to the right person.

"Rick Davis" <rdavis137@ec.rr.com> wrote in message

news:luh9k5ds9tvbpj683c14ghlsji250u0118@4ax.com...
> I work in a testing laboratory that sends out 8 MS Word reports and 2
> Excel reports electronically to the same recipients from day to day.
> Our lab services 8 external sites and each of those sites receives an
> individualized MS Word report document. We are using Outlook 2007
> in Windows XP in our lab. The MS Word reports are in individual
> folders on our server and each of those folders in turn has subfolders
> corresponding to the date of the report being sent out. Is there a way
> of automating the daily emails we send out within Outlook 2007 that
> does not involve macros? We currently are setting up the emails
> manually (using the "Reply To" function from the previous day's email
> for each site), attaching the MS Word report documents, and then
> saving the emails to the archive folder so that the reports can be
> sent out immediately once the lab results are known (the results are
> the same 99% of the time from day to day so we do the reports in the
> morning to save turnaround time prior to the results being known in
> the afternoon). This is quite tedious and we were wondering if a
> better, more automated method is available for generating these emails
> from day to day.

> TIA,
> Rick
 
D

David C. Holley

And on that note, you could stream line the process by using a generic name

for each report which is then renamed by the VBScript once the email is

sent. For example, LabResults.DOC to LabResults_2010-01-06. VBScript also

has the capability of accessing the properties of a file such as date &

time. You could also structure it so that it automatically sends any files

in a specific directory and then moves them to a sent directory such as

Original Directory

C:\Clients\Holley and Smith\Reports\Unsentt Reports\

New Directory

C:\Clients\Holley and Smith\Reports\Sent Reports\2010\01-January

"Rick Davis" <rdavis137@ec.rr.com> wrote in message

news:luh9k5ds9tvbpj683c14ghlsji250u0118@4ax.com...
> I work in a testing laboratory that sends out 8 MS Word reports and 2
> Excel reports electronically to the same recipients from day to day.
> Our lab services 8 external sites and each of those sites receives an
> individualized MS Word report document. We are using Outlook 2007
> in Windows XP in our lab. The MS Word reports are in individual
> folders on our server and each of those folders in turn has subfolders
> corresponding to the date of the report being sent out. Is there a way
> of automating the daily emails we send out within Outlook 2007 that
> does not involve macros? We currently are setting up the emails
> manually (using the "Reply To" function from the previous day's email
> for each site), attaching the MS Word report documents, and then
> saving the emails to the archive folder so that the reports can be
> sent out immediately once the lab results are known (the results are
> the same 99% of the time from day to day so we do the reports in the
> morning to save turnaround time prior to the results being known in
> the afternoon). This is quite tedious and we were wondering if a
> better, more automated method is available for generating these emails
> from day to day.

> TIA,
> Rick
 
J

Johnb

Please try our email scheduler (http://www.repeatmail.com) which will allow

you to send multiple individual emails, html or plain text, with

attachments, either as a one-off or regularly at a specified time and

interval. The recipients list can be drawn from your Outlook Contacts, a

plain text file,database or spreadsheet. It also allows you to specify the

interval between each send so as to avoid triggering any spam limits on your

account. Outlook is not needed to send. Your machine needs to be switched

on, but you don't even have to be logged in. Works with Win

98/XP/2003/Vista

You would also need to use this in conjunction with a scheduled .vbs or

> .bat to rename the file as others have suggested, as our email scheduler is

only capable of sending the same file name out each day. Other than that, a

custom coded solution would be needed

John

http://www.LbeHelpdesk.com - Help Desk software priced to suit all

businesses

http://www.room-booking-software.com - Schedule rooms & equipment bookings

for your meeting/class over the web.

http://www.lbetoolbox.com - Remove Duplicates from MS Outlook

"Rick Davis" <rdavis137@ec.rr.com> wrote in message

news:luh9k5ds9tvbpj683c14ghlsji250u0118@4ax.com...
> I work in a testing laboratory that sends out 8 MS Word reports and 2
> Excel reports electronically to the same recipients from day to day.
> Our lab services 8 external sites and each of those sites receives an
> individualized MS Word report document. We are using Outlook 2007
> in Windows XP in our lab. The MS Word reports are in individual
> folders on our server and each of those folders in turn has subfolders
> corresponding to the date of the report being sent out. Is there a way
> of automating the daily emails we send out within Outlook 2007 that
> does not involve macros? We currently are setting up the emails
> manually (using the "Reply To" function from the previous day's email
> for each site), attaching the MS Word report documents, and then
> saving the emails to the archive folder so that the reports can be
> sent out immediately once the lab results are known (the results are
> the same 99% of the time from day to day so we do the reports in the
> morning to save turnaround time prior to the results being known in
> the afternoon). This is quite tedious and we were wondering if a
> better, more automated method is available for generating these emails
> from day to day.

> TIA,
> Rick
 
D

David C. Holley

If you're not able to develop the code yourself, you may be able to google

around for products that do. Typically, product manufacturers refrain from

posting specific products in the newsgroups as the ng's are all about users

helping users as opposed to a marketplace to sell products and services.

There will be times were users make recommendations, but purely because they

are familar with the product as a user.

"Rick Davis" <rdavis137@ec.rr.com> wrote in message

news:luh9k5ds9tvbpj683c14ghlsji250u0118@4ax.com...
> I work in a testing laboratory that sends out 8 MS Word reports and 2
> Excel reports electronically to the same recipients from day to day.
> Our lab services 8 external sites and each of those sites receives an
> individualized MS Word report document. We are using Outlook 2007
> in Windows XP in our lab. The MS Word reports are in individual
> folders on our server and each of those folders in turn has subfolders
> corresponding to the date of the report being sent out. Is there a way
> of automating the daily emails we send out within Outlook 2007 that
> does not involve macros? We currently are setting up the emails
> manually (using the "Reply To" function from the previous day's email
> for each site), attaching the MS Word report documents, and then
> saving the emails to the archive folder so that the reports can be
> sent out immediately once the lab results are known (the results are
> the same 99% of the time from day to day so we do the reports in the
> morning to save turnaround time prior to the results being known in
> the afternoon). This is quite tedious and we were wondering if a
> better, more automated method is available for generating these emails
> from day to day.

> TIA,
> Rick
 
Status
Not open for further replies.
Top