How to Schedule an Email in Outlook

You may need to time your emails perfectly for a number of reasons. Luckily Outlook allows you to do this with a few simple clicks. Read on to learn how to schedule an email in Outlook for the desktop and web versions as well as how to do it from your phone.

Why Schedule an Email in Outlook?

Here are a few reasons why you should use the send later feature on Outlook:

Saves Time

Delivering multiple emails to a single recipient can take a significant amount of time. The amount of back and forth throughout the day can be reduced using the scheduled Outlook email option. You can immediately create a reply and use Outlook to send an email later instead of immediately responding to emails as they arrive.

For instance, if you schedule every one of your emails to be sent out at the end of the day, you may check for replies the next morning and respond to everything at once instead of allowing interruptions into your day-to-day activities.

Increases Productivity

The Outlook schedule email option has advantages for groups and individuals. You can increase your productivity if the schedule email Outlook option is used throughout your office. You can instruct every worker to send internal emails at the same time each day to reduce the back-and-forth of emails. Additionally, you should restrict your workers’ email checking to a specific time each day.

Your staff members lose concentration whenever they interrupt a task to check their emails and the hours they spend reading and replying to them. According to a study, it takes around twenty-five minutes for someone to regain focus after being interrupted.

You can even set the email to send when you’re out of office if you don’t want to have to deal with the response immediately.

Improves Response Rates

You can use the schedule send Outlook option to boost the response rates of emails. Proper timing can motivate recipients to prioritize their emails, as a typical office employee receives around 120 emails daily. For example, you can schedule send in Outlook to send an email at 7:59 if your boss gets to the office at 8 a.m. every day and you need them to look at it as soon they arrive there.

Helps You Compose Comprehensive Emails

People often write and send emails to coworkers, customers, and other recipients. Still, only a few moments later, they recall something they meant to add to that email. When that happens, they must take more time to type out yet another email, and their receiver wastes time by reading several of them. Despite the brief amount of time required, the time starts to add up. And, it’s often difficult to recall a sent email.

The Send Later Outlook feature can assist you in avoiding this occurrence. Your staff members can schedule an email to be sent out a few moments later or even toward the end of the workday after it has been written. Then, although the email is still only a draft, people can add whatever additional information they recall to it.

How to Schedule Send In Outlook on Windows

Here is how to schedule Outlook email to send later on Windows:

  1. In Windows, open Outlook.
Create a New Email
  1. Select the New Email option, or reply to an already existing email.
  2. Write your email, and add your recipient and the subject line.
Select delay delivery
  1. Now click on the Options option in your message window.
  2. From the ribbon, choose the Delay Delivery option.
how to schedule an email in outlook
  1. The Properties window will open. Here, look for the Delivery options tab. Check the Do not deliver before box and choose the time and date you want the email to be sent.
  2. After you are done, click on the Close option.
Click Send
  1. After you are in the emails window, click on the Send option to send the email on the date and time you just added.

How to Schedule Emails in Outlook on Mac

Here are the steps you can follow for scheduling an Outlook email on your Mac:

  1. Open Outlook on your Mac.
  2. Click on the New Email/Message option. You can also reply to an already existing email.
  3. Write the email, and add your recipient and your subject line.
  4. After you are done composing your email, click on the arrow that is on the top right side of the Send option and click on Send later option for scheduling your email.
  5. Choose the time and date you want your email to be sent, and click on the Send option.
  6. You can open your Drafts for editing, viewing, or canceling your email.

How to Send a Delayed Email in Outlook for Web

Here is how to use Outlook send later on the web version:

  1. On your web browser, sign in to your Outlook account.
Create a new mail
  1. Click on the New mail option. Write your email, and add your recipient and subject line.
Select the send options
  1. For scheduling your email, click on the arrow beside the Send option.
Select Schedule send
  1. In the menu, click on Schedule send.
Choose an appropriate time or add a custom time
  1. Here, you can select a predetermined time, or you can click on Custom time to send an email at a certain time from Outlook.
Click Send
  1. Click on the blue Send button to schedule the email.

How to Schedule an Email to Send Later in Outlook on Mobile

As of now, the Outlook app for mobile does not have an email scheduling feature. To enable the feature, you have to use the Outlook web version from your phone.

Using third-party apps like Gmail or Apple Mail on the iPhone 16, both of which allow email scheduling, is an additional option. However, using Outlook on the Web on your web page is your best choice.

Here are the steps you can follow for scheduling an email in Outlook on mobile:

  1. Click on the Ellipsis (…) option at the bottom of the page.
  2. Now click on the View Desktop site option while using Microsoft Edge on iOS or Android. Other mobile browsers offer the same function but may have different names. On your mobile version of the Web, sign in to your Outlook account.
  3. Click on the New message option.
  4. Write your email, and add your recipient and subject line.
  5. For scheduling your email, choose the Send later option that is next to the Send option.
  6. Choose the time and date you want your email to be sent, and click on the Send option.
  7. You can open your Drafts for editing, viewing, or canceling your scheduled email.

Although it isn’t particularly convenient to use a desktop web browser on a mobile device, it can be used if you choose not to use a third-party application.

How to Add a Delay to All Emails in Outlook

You can add delayed sending in outlook by following these steps:

  1. Navigate to File > Manage Rules and Alerts > New Rule
  2. Under Select a Template, click Apply to Messages I Send, and click next
  3. Select Defer delivery by a number of minutes and indicate how long the delay should be
  4. Follow the prompts for the rest of the wizard

Frequently Asked Questions

Can You Schedule an Email in Outlook?

The mobile version of Outlook does not offer the option to schedule an email. However, you can use the desktop site to do so.

You can easily schedule an email in Outlook on the desktop versions. Here’s how to schedule an Email in Outlook. Simply sign in to your Outlook account and click on the New message option. Compose your email and add your recipient. For scheduling your email, choose the Send later option that is next to the Send option. Choose the time and date you want your email to be sent, and click on the Send option.

How to Send an Email at a Specific Time Outlook?

You can send a scheduled email on Outlook. A scheduled Email allows you to send the email at the time of your choice. All you have to do is sign in to your Outlook account and compose your new email. For scheduling your email, click on the Send later option and choose the time and date you want your email to be sent, and click on the Send option. Your email will now be sent at the time that you specified while scheduling the email.

Wrapping Up

Hopefully, the Outlook phone app will include scheduled emailing soon. Still, after reading this guide, you should now know how to schedule an email in Outlook from any device. Please let us know in the comments if you run into any issues.

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Chris is a spreadsheet expert and content writer for Productivity Spot and Spreadsheet Point. He has a double Bachelor's Degree in Teaching and has been working in the education industry for over 11 years. His experience makes him adept at breaking down complex topics so that everyone is able to understand.

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