Gmail does not offer native recurring email functionality, while Outlook supports recurring emails through plugins, rules, or Visual Basic scripts. This guide covers what recurring emails are, five common use cases, four best practices, how to set them up in Gmail using Boomerang and three alternative methods, and how to set them up in Outlook using three different approaches.

What Is a Recurring Email and Why Should You Use One?

A recurring email is an automated message configured to send at regular intervals without requiring you to manually compose and send it each time. Once set up, the email goes out on its predetermined schedule until you cancel or modify it.

Common use cases for recurring emails include personal reminders (monthly report deadlines, task notifications), report collection (automated requests for team status updates), invoice management (regular invoices sent to clients automatically—learn more about automated invoice processing), payroll coordination (timesheet or payment information requests from contractors), and meeting management (agenda reminders and meeting notifications).

What Are the Best Practices for Recurring Emails?

1. Obtain permission first. Always get consent before adding recipients to recurring emails. Notify partners, clients, and coworkers about the automated messages they will receive, what the messages will contain, and how frequently they will arrive.

2. Set clear end dates. Configure end dates for recurring emails when possible. Set calendar reminders to review and update these automations periodically so they do not continue sending after the original purpose has expired.

3. Triple-check your content. Proofread recurring emails carefully before activating them—errors multiply with every send. Follow proper email etiquette rules for professional communication, especially for messages that will be sent repeatedly.

4. Plan for updates. Build flexibility into your system. Meeting times change, deadlines shift, and contact information updates regularly. Make sure you can easily access and modify your recurring emails when adjustments are needed.

How Do You Set Up Recurring Emails in Gmail?

Gmail does not offer native recurring email functionality. The most reliable solution is Boomerang for Gmail, a third-party browser extension. Here is how to set it up:

1. Install the Boomerang extension for your browser.

2. Compose your email message in Gmail.

3. Click the red “Send Later” button that Boomerang adds to the compose window.

4. Select “Schedule recurring message.”

5. Configure your schedule: start and end dates, specific days and times, and frequency (daily, weekly, monthly).

6. Click “Schedule” to activate.

Access your recurring messages at any time through Boomerang’s dashboard to make adjustments or cancellations. Note that Boomerang’s recurring feature requires a paid subscription starting at $15/month per Gmail account, with each account needing its own subscription.

What Are the Free Alternatives for Recurring Emails in Gmail?

Method 1: Gmail Templates. Templates work well for irregular but repeated messages. Enable them by opening Gmail Settings, clicking the “Advanced” tab, finding “Templates,” clicking “Enable,” and saving. To create a template, compose your message, click the three-dot menu in the bottom-right of the compose window, and select Templates > Save draft as template. To reuse it, open a new compose window, click the three-dot menu, and select Templates > choose your saved template. For ideas on effective templates, see our guide to customer service email templates.

Method 2: Gmail Filters. Gmail filters enable automatic forwarding and responses based on incoming email criteria. Filters work best for trigger-based automation (automatically responding to or forwarding certain messages) rather than scheduled outbound sends. For detailed setup, see the complete guide to Gmail filters.

Method 3: Google Calendar integration. Google Calendar provides a simple free recurring notification system. Create a Calendar event, set the recurrence pattern (daily, weekly, monthly), enable email notifications, and you will receive automated reminders at each interval. This does not send an email to others, but it works well as a personal prompt to send a recurring message manually.

How Do You Set Up Recurring Emails in Outlook?

Method 1: Outlook Rules. Rules automate forwarding and responses based on conditions you set—for example, automatically forwarding emails from a specific sender to a team member. Rules work well for reactive automation (responding to incoming triggers) but are more limited for proactive scheduled outbound sends.

Method 2: Boomerang for Outlook. Boomerang provides the same scheduling interface for Outlook as it does for Gmail. Download and install the plugin, compose your message, click “Send Later” in the ribbon, choose “Schedule recurring message,” configure the timing and frequency, and click “Schedule” to activate.

Method 3: Visual Basic scripts. Advanced users can create custom VBA scripts in Outlook for recurring email automation. This method involves creating custom task forms, setting up recurring tasks, and marking tasks as complete to trigger the email send. It requires programming knowledge but offers the most flexibility. Find detailed VBA instructions in this technical guide to scheduling recurring emails in Outlook.

Frequently Asked Questions About Recurring Emails