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How to Schedule an Email in Outlook: Save Time & Stay Organized

Julia McCoy
Tuesday, 30th Apr 2024

You’ve got a million things on your plate, and you’re always looking for ways to save time and stay on top of your game. But sometimes, sending emails at the right time can be a real challenge. You’re either too busy to remember, or you’re not sure when the best time to send that important message is.

Well, what if I told you there’s a way to schedule your emails in Outlook so they go out exactly when you want them to? Yep, it’s true. And it’s a total lifesaver.

In this post, I’ll show you exactly how to schedule an email in Outlook. Imagine cutting through daily hassles quickly and without effort – it’s exactly what this does for you. So, let’s get started!

Table Of Contents:

How to Schedule an Email in Outlook

Want to send an email message at the perfect time, but don’t want to be stuck at your computer waiting to hit the send button? I’ve got you covered.

Learning how to schedule emails in Outlook is a game-changer. It’s a simple way to make sure your message lands in your recipient’s inbox at just the right moment, without you having to lift a finger.

Follow these steps on how to schedule an email in Outlook in advance.

Step 1: Enable the Scheduled Send Feature

First things first, you need to make sure the Scheduled Send feature is enabled in your Outlook settings.

In Outlook for Windows, head to the Options tab and click on Delay Delivery.

For Outlook on the web, click the dropdown arrow next to the Send button and select “Schedule send”.

Once you’ve got that sorted, you’re ready to start scheduling your emails like a pro.

Step 2: Compose Your Email

Now it’s time to craft your email masterpiece. Write your message, add any attachments, and double-check that everything looks good. Don’t forget to include a catchy subject line that’ll make your recipient want to open your email right away.

Pro tip: Keep your email concise and to the point. No one wants to read a novel in their inbox.

More tips here on how to write an impactful email.

Step 3: Set the Delivery Date and Time

Here’s where the magic happens. In Outlook for Windows, head to the Options tab and click on Delay Delivery. You’ll see a bunch of options for setting the delivery date and time.

For Outlook on the web, click the dropdown arrow next to the Send button and select the Schedule Send option. Choose the date and time you want your email to be delivered, and you’re good to go.

Step 4: Confirm the Scheduled Send

Before you hit that “Send” button, double-check that you’ve got the right delivery date and time set. There’s nothing worse than realizing you’ve scheduled an email for 3 am instead of 3 pm.

Once you’re happy with your scheduled send settings, click “Send” and let Outlook do the rest. Your email will sit tight in your Outbox folder until it’s time for it to be delivered.

And there you have it — scheduling emails in Outlook is as easy as pie. With a little bit of planning and a few clicks, you can make sure your messages always arrive at the perfect time.

Advanced Email Scheduling Features in Outlook Desktop

If you’re using the Outlook desktop app, you’ll have access to more advanced features such as:

Custom Delivery Times

In the Delay Delivery pop-up window, you’ll see a bunch of options for customizing the delivery time of your email. You can choose a specific date and time, or even set a delay of a certain number of minutes or hours.

If you want to get really fancy, you can also set up recurring email schedules. This is perfect for things like weekly status updates or monthly newsletters.

Saving Emails to the Outbox

Once you’ve got your delivery time set, click the Close button to exit out of the Delay Delivery window. Your email will automatically be saved to your Outbox folder, where it will sit tight until it’s time for it to be delivered.

It’s like having a personal email assistant who takes care of sending your messages for you. Pretty neat, right?

Modify or Cancel Scheduled Emails

But what if you need to make a change to your scheduled email or cancel it altogether? No problem. Just head to your Outbox folder, find the email you want to modify or cancel, and double-click to open it.

From there, you can make any necessary changes to the email content or delivery time. If you want to cancel the scheduled send entirely, just delete the email from your Outbox folder. Easy peasy.

Scheduling emails in the Outlook desktop app is a game-changer for anyone who wants to streamline their email workflow. With just a few clicks, you can ensure that your messages always arrive at the right time, without any extra effort on your part.

Tips for Effective Email Scheduling

Now that you know how to schedule an email in Outlook, it’s time to take your email game to the next level. Here are some tips and tricks for making the most of this powerful feature.

Consider Your Recipient’s Time Zone

When you’re scheduling emails, it’s important to keep your recipient’s time zone in mind. You don’t want your carefully crafted message to land in their inbox at 2 am their time.

Luckily, Outlook makes it easy to schedule your emails based on your recipient’s time zone. Just click the “Time Zones” button in the Delay Delivery window and select the appropriate time zone for your recipient.

Schedule During Business Hours

In general, it’s best to schedule your email messages to be delivered during regular working hours. This increases the chances that your recipient will actually see and read your message.

Of course, there may be times when you need to schedule an email outside of business hours — like if you’re trying to reach someone in a different time zone. In those cases, just be sure to schedule your email for a reasonable time in their local time zone.

how to schedule an email in outlook

Source: HubSpot

Avoid Weekends and Holidays

Unless it’s absolutely necessary, try to avoid scheduling emails to be delivered on weekends or holidays. Most people are trying to unplug and relax during these times, and they may not appreciate a work-related email landing in their inbox.

If you do need to schedule an email for a weekend or holiday, consider adding a note in the email acknowledging the timing and apologizing for the intrusion. A little bit of courtesy can go a long way.

how to schedule an email in outlook

Use Scheduling for Follow-Ups and Reminders

Email scheduling isn’t just for initial messages – it’s also a great tool for follow-ups and reminders. If you need to circle back with someone on a project or task, consider scheduling a follow-up email a few days or weeks in advance.

This way, you can set it and forget it, knowing that your reminder will be delivered at the appropriate time. Just be sure to include any necessary context or updates in the email so your recipient knows what you’re following up about.

Learn how to write polite follow-up emails without being pushy in this guide.

Combine Scheduling with Other Outlook Features

Finally, don’t forget that email scheduling can be combined with other powerful Outlook features for even more productivity.

For example, you can use Outlook’s task and calendar tools to set reminders for yourself to follow up on scheduled emails.

You can also use Outlook’s email templates and signature features to streamline your email creation process and ensure that your scheduled messages always look professional and polished.

By combining email scheduling with these other tools, you can take your email game to the next level and become a true Outlook power user.

FAQs: How to Schedule an Email in Outlook

How do I schedule an incoming email in Outlook?

You can’t schedule when you’ll receive emails. But, managing your inbox with rules can help sort and prioritize them as they arrive.

Can you delay sending an email in Outlook?

Absolutely. Just draft your email, click the “Options” tab, then “Delay Delivery,” and set your preferred send time.

How do I add a schedule to my Outlook email?

In the new message window, hit “Options,” select “Delay Delivery,” and choose when it goes out. It’s that easy.

How do I schedule an email routine in Outlook?

To automate routines, use Delay Delivery for individual emails or create templates for recurring messages and schedule each accordingly.

Conclusion

And there you have it! You now know how to schedule an email in Outlook like a pro.

No more forgetting to send important messages or struggling to find the right time to hit send. With this simple trick, you can stay on top of your email game and make sure your messages always go out at the perfect moment.

So go ahead and give it a try. Schedule a few emails and see how much easier it makes your life. Trust me, you’ll wonder how you ever lived without this handy little feature.

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Written by Julia McCoy

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