Have you ever needed to send an email but realized it was too late at night? Or maybe you wanted your email to arrive first thing in the morning? Microsoft Outlook can help you schedule your emails to send later, at just the right time. This is great for keeping your emails professional and making sure they’re seen at the best time.
In this blog, we’ll show you how easy it is to set up an email to send later in Outlook. This way, you can write your emails whenever you like and have them send when it makes the most sense. Let’s get started on making your email life a bit easier!
How To Schedule An Email In Outlook?
Scheduling an email in Outlook is a simple way to manage when your message is sent. It helps you plan and organize your communication more efficiently. Whether you’re using the latest desktop version or Outlook.com, this feature is easy to access and use. Below, we’ll walk through each method, from the new Outlook version to the classic version and the web-based Outlook.com, to show you how to schedule emails effectively.
Schedule An Email Using New Outlook Version
If you’re using the newest version of Outlook on your PC, scheduling an email is a straightforward process that allows you to decide exactly when your messages are sent. This functionality is perfect for managing emails after hours or coordinating messages across different time zones. Here’s how you can easily schedule an email using the new Outlook version:
- Open and log into your Outlook account on your PC, whether you’re using Windows or Mac.
- Compose your email by clicking on ‘New Mail’ located in the top right corner of the ribbon.
- Add a subject and recipients to whom you want to schedule the email, and write your message.
- Click on the downward arrow next to the ‘Send’ button, and select ‘Schedule Send’ from the dropdown menu.
- You can choose from the default schedule options that Outlook provides, or click on ‘Custom time’ to select your desired date and time from the calendar.
- Once selected, click on ‘Send’.
That’s it! Your email is now scheduled and will be sent at the time you set.
Schedule An Email Using Old/Classic Outlook Version
If you’re using the classic version of Outlook, you still have access to powerful email scheduling features. This method uses a slightly different approach but is just as effective for setting up your emails to be sent later.
- Begin by logging into your Outlook account. Click on ‘New Mail’ to start composing your email. Enter the recipients, subject, and your message.
- Once your email is ready, switch to the ‘Options’ tab from the header menu.
- Select ‘Delay Delivery’ from the menu, located in the ‘More options’ group. This action will open a pop-up window called ‘Properties’.
- In the ‘Properties’ window, navigate to the Delivery options section and check the box next to ‘Do not deliver before’.
- Select your desired date and time for when you want your email to be scheduled.
- After setting the date and time, click on the Close button, then hit the Send button. Your email will now be queued for delivery at the specified time.
How To Schedule An Email Using Outlook.com (Web Version)?
Scheduling an email through the Outlook.com web version follows a process similar to that used in the new desktop version of Outlook. It’s designed to be user-friendly and effective for setting up emails to be sent at a later time directly from your web browser.
- Open your preferred web browser and navigate to outlook.office.com. Log in with your account credentials.
- Click on New mail to begin composing your email. Add the recipients, subject line, and your message in the web app interface.
- To schedule your email, click on the dropdown menu next to the Send button and select Schedule send from the list of options.
- You’ll have the choice to use one of the default schedule options or customize your desired date and time using the calendar.
- Once you’ve set the timing, hit the Send button.
Your email is now scheduled to be sent automatically at the specified time, allowing you to manage your communications more efficiently, regardless of where you are or what device you are using.
How To View Scheduled Emails In Outlook?
After scheduling your emails in Outlook, you might want to check or edit them before they’re sent. The process to view scheduled emails is quite straightforward, whether you’re using the new Outlook version, the web version, or the classic version.
- For users of the New Outlook or the Web Version: After scheduling your email and clicking ‘Send’, your message will not immediately leave your mailbox. Instead, it remains in the ‘Drafts’ folder until it’s time for delivery. To view these emails, simply select the Drafts option from the left side menu. Here, you can review or modify the email before its scheduled send time.
- For users of the Classic Outlook Version: In the classic version, after you hit ‘Send’ on a scheduled email, it moves to the ‘Outbox’ folder, not the Drafts. The Outbox holds all emails waiting to be sent at their specified times. To see these messages, navigate to the Outbox folder. If you find an email there, it means it is queued and hasn’t been sent yet.
How To Send Scheduled Emails In Outlook Immediately?
Sometimes, after scheduling an email, you might decide to send it sooner than planned. Outlook makes it easy to adjust and expedite the delivery of scheduled emails, whether you’re using the new version, the web version, or the classic Outlook. Here’s how you can do it:
In New Outlook Or Web Version
- Navigate to the Drafts folder from the left side menu.
- Find the email you scheduled earlier and select it.
- Click on the Edit icon, which looks like a pencil, and choose Send Now from the dropdown menu.
In Classic Outlook
- Access the Outbox folder from the left-hand side menu.
- Locate and open the email you previously scheduled to delay.
- Head to the Options tab in the header menu and click on Delay Delivery. This will open a properties popup menu.
- In the properties menu, find the Delivery options section and uncheck the Do not deliver before box.
- Click Close, and then press Send to expedite the email.
Benefits Of Scheduling Emails In Outlook
Scheduling emails in Outlook can significantly enhance your productivity and communication effectiveness. Here’s why many professionals incorporate this feature into their daily routine:
- Timed Communication: Scheduling emails allows you to send messages at the optimal time. Whether coordinating with colleagues in different time zones or ensuring your email is the first thing someone sees in the morning, you can time your communications for maximum impact.
- Efficiency: You can write emails when it’s most convenient for you and schedule them to be sent at a later time. This is especially useful during busy periods or when planning out communication for projects in advance.
- Consistency: For those managing newsletters or regular updates, scheduling ensures that your communications are consistent and on time, which is crucial for maintaining professional reliability.
- Better Time Management: By scheduling emails to be sent automatically, you can manage your workload more effectively, freeing up your time to focus on other tasks without interruption.
- Prevents After-Hours Work: It helps maintain work-life balance by allowing you to schedule emails during business hours, preventing late-night work sessions.
FAQs:
You can schedule an email for any future date and time, as far ahead as you need, without limitations.
Yes, you can cancel a scheduled email by deleting it from the “Outbox” or “Drafts” folder before the scheduled time.
No, Outlook does not provide a specific notification when a scheduled email is sent. You can check your “Sent Items” folder to confirm the email was sent.
There is no specific limit to the number of emails you can schedule in Outlook. However, be mindful of your email provider’s sending limits to avoid issues.
Yes, you can schedule emails to be sent at a specific time in your local time zone. If your recipients are in a different time zone, the email will arrive according to their local time once it is sent.
No, Outlook rules are for automating actions on received emails, not for scheduling outgoing emails. You’ll need to use the scheduling feature directly.
Conclusion
Effectively managing your email can significantly enhance your productivity. Scheduling emails in Outlook is a simple yet powerful technique to optimize your time and ensure your messages are delivered at the most opportune moment. By taking advantage of this feature, you can reduce inbox clutter, improve response rates, and maintain better control over your communication. Let us know in the comment section below if this guide is helpful.
