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How to schedule emails on a Mac using Automator


Do you want to schedule emails later from your Mac? This could come in handy if you often use reminders to send emails on time, whether it’s a birthday card, holiday card, anniversary, colleague email, or anything else you can imagine. Thanks to Automator on your Mac, you can schedule emails from the Mail app.

The regular Mail app that comes out of the box on iPhones, iPads, and Macs is widely preferred by users to keep up to date with their emails, whether for business or personal use. Although it is well integrated into the operating system, regardless of the email service provider you use, the application lacks some advanced features, such as email scheduling capabilities. However, with the built-in Automator app on Mac, you can create custom workflows and quick actions to perform tasks not normally officially supported on macOS, and in this case we’ll cover how you can set up email scheduling using Mac Mail apps using Automator.

How to schedule an email from a Mac using Automator

Automator can be a bit daunting for new users, but if you carefully follow the steps below one by one you should be able to avoid any confusion and set everything up properly.

  1. Click on the Finder icon located on the Dock and go to “Applications” in the left pane. Now start “Automator”. Alternatively, you can open Automator using Spotlight search by pressing the Command + Space bar.

    How to schedule emails on a Mac using Automator

  2. When the application launches, a pop-up window will open allowing you to select the type of document. Select “Workflow” to continue.

    How to schedule emails on a Mac using Automator

  3. Then select “Mail” in the Library section in the left pane, then click “New Mail” to begin.

    How to schedule emails on a Mac using Automator

  4. You will now be asked to compose an email. Just type in the message you want to schedule and enter the email address you want to send it to.

    How to schedule emails on a Mac using Automator

  5. When you’re done, click “Send Outgoing Messages” in the left pane to add it to your workflow. Make sure it’s below the “New Mail Message” action.

    How to schedule emails on a Mac using Automator

  6. You will now need to save the custom workflow by going to File -> Save from the menu bar.

    How to schedule emails on a Mac using Automator

  7. This will open a small pop-up window on your screen. Give it a proper name and make sure the workflow file is stored in the “Applications” section of your Mac for easy access later. Click “Save” and then exit Automator.

    How to schedule emails on a Mac using Automator

  8. Then open the original Calendar app on your Mac from the Dock. Go to the date you want to schedule your email and double-click the date to create a new event. You will get a popup. Now click on the “Add alert” option as shown in the image below.

    How to schedule emails on a Mac using Automator

  9. You will get access to more options. Click “None” next to “Warning” to open the drop-down menu.

    How to schedule emails on a Mac using Automator

  10. Then select “Custom” at the bottom of the drop-down menu.

    How to schedule emails on a Mac using Automator

  11. You will now get another popup. Click “Message with Sound” here to access another drop-down menu.

    How to schedule emails on a Mac using Automator

  12. Select “Open File” to use a custom file for this alert. In this case, we will use the workflow file we created in Automator.

    How to schedule emails on a Mac using Automator

  13. After selecting “Open File”, you must click on the “Calendar” option as shown below.

    How to schedule emails on a Mac using Automator

  14. Now select “Other” to continue.

    How to schedule emails on a Mac using Automator

  15. This will allow you to search for a custom workflow file. Remember, you saved the workflow file in “Applications” earlier. So, go to the directory and click on the “Schedule Email” file to select it.

    How to schedule emails on a Mac using Automator

  16. Now click “OK” in the Calendar pop-up menu and everything is ready.

    How to schedule emails on a Mac using Automator

There you go. You finally managed to schedule an email on your Mac using Automator. Nice, isn’t it?

As you can see, it’s not really that difficult to create a custom email scheduling workflow in Automator. Adding as an event in Calendar is also a handy trick (by the way, you can launch apps and open files based on the schedule and with the Calendar app on your Mac, check if you’re interested). Assuming you followed, you should figure it out and process the process.

Now that you are done with the procedure, you need to keep in mind one very important thing. Scheduled email will only be sent if your Mac is turned on and awake at the specified Calendar event time. This is the only drawback of this workaround, apart from the potential complexity.

In addition to creating your own workflows, Automator can also be used to create custom quick actions on your Mac in a similar way. For example, you could create a quick action that instantly resizes an image stored on your Mac in just a few clicks. You can do a lot with the Automator app when you get an idea of ​​how it works.

If this process was too complicated for you to consider repeating this on a regular basis, you might want to look at third-party email clients like Spark that are available in the Mac App Store for email scheduling. If you use a Google Account, you can also easily schedule email through the Gmail web app.

The Shortcuts app offers some similar automation features, but to a much more limited extent on Mac, iPhone, and iPad.

Are you planning to use Email Scheduler on your Mac? What do you think about this workaround? Have you already used the Automator app for anything else? Do you think Apple should add genuine email scheduling support and catch up with the competition? Let us know your valuable opinions and experiences in the comments section below.





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Naveen Kumar

Friendly communicator. Music maven. Explorer. Pop culture trailblazer. Social media practitioner.

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