How to schedule email sending with Microsoft Outlook

How to schedule email sending with Microsoft Outlook

Never Miss a Beat: How to Schedule Email Sending with Microsoft Outlook

In today's fast-paced world, effective communication is paramount. But what about those times when sending an email right away might not be ideal? Perhaps it's late at night, and you don't want to bombard your recipient with an unexpected message. Or maybe you want to ensure your email arrives at a specific time zone to maximize visibility. This is where the magic of scheduled emails comes in.

Microsoft Outlook, a widely used email client, offers a convenient feature for scheduling email delivery. This functionality allows you to compose your email in advance and set a specific date and time for it to be sent automatically. Here are some compelling reasons to leverage this feature:

  • Maintaining Professionalism: Avoid sending emails late at night or on weekends, which can come across as intrusive or disrespectful of your recipient's time. Schedule your emails for business hours to ensure a professional approach.
  • Avoiding After-Hours Blunders: Ever typed an email in haste and regretted it later?  Schedule emails during your working hours to allow for a clear head and proofreading before they are sent.
  • Strategic Communication: Nailing the Perfect Timing:  Consider your recipient's location and time zone. Scheduling emails for their working hours increases the likelihood of them seeing your message promptly and engaging with it.
Scheduling Emails in Microsoft Outlook: A Step-by-Step Guide

The process of scheduling emails in Microsoft Outlook is  simple and intuitive across all its versions: desktop application, web app, and mobile app. Let's delve into the specific steps for each platform:

Scheduling Emails on Outlook Desktop

There are two primary methods for scheduling emails on the Outlook desktop application:

  • Using the Ribbon Menu:
    1. Compose your email as usual, including recipient addresses, subject line, and message body.
    2. Locate the "Options" tab in the ribbon menu. This tab might be hidden by default, but you can access it by clicking the three dots (...) in the far-right corner of the main menu.
    3. Within the "Options" tab, look for the "Delay Delivery" option. Click on it.
    4. A pop-up window titled "Properties" will appear. Navigate to the "Delivery options" section.
    5. Check the box next to "Do not deliver before." This activates the scheduling functionality.
    6. Click on the date and time fields to set the specific time and date for your email delivery.
    7. Once satisfied with the scheduled time, click "Close" on the "Properties" window.
    8. Finally, click the "Send" button to schedule your email. Your message will remain in your Drafts folder until the designated delivery time.
  • Quick Access Toolbar Customization (Optional):
    1. If you find yourself frequently scheduling emails, you can add the "Delay Delivery" option directly to your Quick Access Toolbar for easier access.
    2. Right-click on any empty space in the Quick Access Toolbar.
    3. Select "Customize Quick Access Toolbar" from the context menu.
    4. In the customization window, locate "Delay Delivery" from the list of available commands and click "Add" to include it in your Quick Access Toolbar.
    5. From then on, you can simply click the "Delay Delivery" icon in your Quick Access Toolbar to access the scheduling options directly while composing your email.
Scheduling Emails on Outlook Web App

The web app version of Microsoft Outlook offers a similar scheduling functionality as the desktop application. Here's how to schedule emails using the Outlook web app:

  1. Compose your email:  Start by creating your email as usual, including recipient information, subject line, and the email body.
  2. Access the Schedule Send Option:  Locate the dropdown menu next to the "Send" button. This dropdown menu might have a slightly different appearance depending on your specific Outlook web app version.
  3. Select "Schedule send": Click on the dropdown menu and choose the option labeled "Schedule send."
  4. Choose a Sending Time:  Once you select "Schedule send," you'll be presented with a few options for scheduling your email:
    • Suggested Times:  Outlook might suggest some pre-defined sending times based on common scenarios, such as "Tomorrow Morning" or "This Afternoon." These suggestions can be convenient for quick scheduling.
    • Custom Time:  If the suggested times aren't suitable, you can choose the "Custom time" option. This allows you to specify the exact date and time for your email delivery using a calendar interface.
  5. Finalize the Schedule:  After selecting your desired sending time (suggested or custom), click the "Send" button to finalize the scheduling process. Your email will be saved in your Drafts folder until the scheduled delivery time arrives.
Additional Notes for Outlook Web App:
  • The scheduling functionality in the Outlook web app might vary slightly depending on your specific version. However, the core steps outlined above should remain consistent across most versions.
  • The Outlook web app interface might change over time with updates from Microsoft. If you encounter any difficulties locating the scheduling options,  you can utilize the built-in search function within the web app to search for "Schedule send" or "Delay delivery."

By following these steps, you can effectively schedule emails using the Outlook web app, ensuring your messages reach their destination at the most opportune moment.

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