How to Schedule Emails in Outlook to Send Later

Written by: Jay H.

Scheduling emails to send at a specific time can be a lifesaver, allowing you to stay organized, communicate more effectively, and plan your day efficiently. Whether you’re looking to send messages across time zones, avoid disturbing colleagues after hours, or simply ensure timely delivery, Outlook’s email scheduling feature makes it easy. In this guide, we’ll walk you through how to schedule emails in Outlook to send later, with step-by-step instructions for both Outlook on Desktop and Outlook for Web.

How to Schedule Emails in Outlook for Desktop

If you’re using the Outlook desktop app (Outlook 365, Outlook 2019, 2016, or 2013), you can follow these steps to schedule your emails for later.

Step 1: Open a New Email

1. Launch Outlook on your computer.
2. Click on New Email in the upper-left corner to open a new message window.

Step 2: Compose Your Email

Write your email as usual:

• Enter the Recipient(s): Add the email addresses of the people you want to send the email to.
• Write the Subject and Body: Fill in the subject line and compose your email body.
• Add Attachments: If necessary, attach any files or images to your email.

Step 3: Set the Send Later Time

1. With the email window open, go to the Options tab at the top.
2. In the Options toolbar, click Delay Delivery.
3. In the Properties window that appears, find the Delivery options section.
4. Check the box next to Do not deliver before and select the date and time you want the email to be sent.

Step 4: Confirm and Send

1. Once the date and time are set, click Close to exit the Properties window.
2. Back in the email composition window, click Send as you normally would.
3. The email will now be stored in your Outbox and sent automatically at the scheduled time.

Note: The Outlook app needs to be open for scheduled emails to be sent. If you close the app or shut down your computer, the email will remain in the Outbox until Outlook is reopened.

How to Schedule Emails in Outlook for Web

If you’re using Outlook on the Web (also known as Outlook.com or Office 365’s web version), the process is similar but with a few differences.

Step 1: Open a New Email in Outlook for Web

1. Go to Outlook.com and log into your account.
2. Click on New Message to start composing your email.

Step 2: Write Your Email

Just like the desktop version:

• Add Recipient(s): Enter the email address(es) of your recipient(s).
• Write the Subject and Body: Complete your email with the subject and message.
• Attach Files: Add any attachments necessary for your message.

Step 3: Schedule the Send Time

1. At the bottom of the email window, next to the Send button, click the down arrow.
2. Select Send later from the dropdown menu.
3. A calendar popup will appear. Choose the date and time you want the email to be sent.
4. Once you’ve selected your desired send time, click Send.

The email will now be queued to send at the scheduled time and will be managed directly through Outlook’s servers, so you don’t need to keep your browser open.

Managing and Cancelling Scheduled Emails

After scheduling an email, you may want to review or cancel it before it’s sent. Here’s how:

For Outlook Desktop

1. Go to the Outbox folder on the left sidebar. Here, you’ll find all emails waiting to be sent.
2. Double-click the scheduled email you want to edit or delete.
3. To change the send time, return to Options > Delay Delivery and update the date and time.
4. If you want to cancel it entirely, delete the email from the Outbox.

For Outlook Web

1. Open your Drafts folder, where scheduled emails are saved until they’re sent.
2. Click on the email to open it.
3. You can adjust the content, change the scheduled time, or delete the email if you no longer wish to send it.

Note: You’ll find that scheduling from the web version is straightforward for those who regularly use multiple devices since the scheduled email syncs to your Outlook account and doesn’t rely on a single device being open.

Start Scheduling Your Outlook Emails

Scheduling emails in Outlook is an invaluable tool for effective communication, better productivity, and professional time management. Whether you’re using the Outlook desktop app or the web version, scheduling takes just a few steps and makes a significant difference in reaching recipients at optimal times. Try out this feature to streamline your workflow and make communication simpler and more strategic.

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