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Send an email on a schedule

If you ever wanted to send an email on a schedule but didn’t know how this post is for you. Be that to inform someone on a regular basis or attach a file generated by some process, the steps involved couldn’t be easier.

Note that we are making the following assumptions: You are using Exchange 2007 or 2010 and you are setting this up using either Server 2008, 2008R2 or a Windows 7 desktop machine.

Firstly login to your machine and go to Start->All Programs->Accessories->System Tools->Task Scheduler:

Opening Task Scheduler

Opening Task Scheduler

When the Task Scheduler opens click on Task Scheduler Library on the top left of the menu tree, then right click in the task list and select “Create Basic Task“:

Creating a Basic Task.

Creating a Basic Task

When the Basic Task Wizard appears, give your task a name, a description and click on “Next” to continue:

Naming and describing your new Basic Task.

Naming and describing your new Basic Task

Select when you want the task to start and click on “Next” to continue:

Selecting your task trigger.

Selecting your task trigger

Set the date and time that you want the task to run and click “Next” to continue:

Setting date and time of schedule

Setting date and time of schedule

On the next screen click the radio button next to “Send an e-mail” and click on “Next” to continue:

Select email radio button

Selecting the Email radio button

On the next screen fill in the From, To, Subject and Text input boxes and set the SMTP Server field to that of your email server. Then click on “Next” to continue:

Filling in the email details

Filling in the email details

You will then get a summary of your task. When you are happy with the settings click on “Finish” to close the wizard. Your task will then be complete.

Task summary screen

Scheduled Task Summary Screen.

This concludes the tutorial. You should test the task by running it a few times to confirm that it works. You may have to use an IP address for the SMTP server or ask your Network Administrators permission in order to route emails through it.

Jason Edwards