How to Schedule or Delay Sending Email Messages in Outlook

In today’s fast-paced world, effective communication plays a crucial role in maintaining relationships, managing deadlines, and ensuring clarity in professional interactions. One of the powerful features in Microsoft Outlook is the ability to schedule or delay sending email messages. This functionality allows users to compose emails at their convenience and send them at a later time, promoting efficiency and thoughtful communication. In this article, we will delve deep into the methods to schedule and delay emails in Outlook, including step-by-step guides, tips, and best practices.

Understanding the Concept

Before diving into the mechanics of scheduling and delaying emails, let’s explore why this feature is essential.

Optimized Time Management: With the ability to schedule emails, you can draft messages during your peak productivity hours and send them when recipients are more likely to read them. For example, sending emails early in the morning can increase open rates.
Professional Courtesy: Some messages may require a thoughtful approach before being sent. Scheduling allows you to refine your message without the pressure of immediate sending, ensuring clarity and professionalism.
Time Zone Considerations: If you are collaborating with colleagues across different time zones, you can compose your emails and schedule them to arrive during the recipient’s working hours.
Avoid Interruptions: By scheduling emails, you can manage your daily workflow better, preventing interruptions caused by the need to send messages at specific times.

Scheduling Emails in Outlook: A Step-by-Step Guide

For Outlook Desktop Application

Step 1: Compose Your Email

Open Microsoft Outlook on your computer.
Click on the New Email button to open a new message window.
Fill in the necessary fields including the To, Cc, Bcc, Subject, and the body of your email.

Step 2: Access the Delay Delivery Options

Once your email message is ready, click on the Options tab located in the ribbon at the top of the message window.
Look for the Delay Delivery button in the More Options group and click on it. This will open a new window for delivery options.

Step 3: Set the Delivery Date and Time

In the Properties dialog box, you will find the Do not deliver before option.
Check the box next to this option, allowing you to choose a specific date and time for your email to be sent.
Set the desired date and time when you want the email to be delivered. Make sure to adjust for time zones if needed.

Step 4: Close and Send

After scheduling the delivery, click the Close button to exit the properties window.
Click Send on your original email window. The email will remain in your Outbox until the desired delivery time is reached.

For Outlook Web App (OWA)

Scheduling emails in the Outlook Web App is slightly different but equally straightforward.

Step 1: Create the Email

Access your Outlook account through a web browser.
Click on New Message to start composing an email.
Fill out the necessary fields of the email.

Step 2: Open the Schedule Send Options

In the compose window, look for the small arrow next to the Send button.
Click on this arrow, and you will see the Schedule Send option.

Step 3: Set the Schedule

After clicking Schedule Send, a dialog box will appear with options to select a date and time.
Choose the desired date and time when you want the email to be delivered.

Step 4: Confirm and Send

Once your schedule is set, confirm it, and the email will be sent at the specified time.
You can find your scheduled emails in the drafts folder or sometimes in a designated scheduled folder.

Delaying Emails: A Different Approach

Delaying the sending of an email can be different from scheduling messages for a future date. Delaying allows you to add a buffer period after clicking send, during which you can change your mind.

For Outlook Desktop Application

Step 1: Enable Delayed Sending via Rules

Go to the File tab in Outlook.
Select Manage Rules & Alerts.
In the Rules and Alerts dialog, click on New Rule.
Select Apply rule on messages I send and click Next.
Click Next again to apply the rule to all sent messages. A dialog will pop asking if you want to apply this rule to every message sent; click Yes.

Step 2: Set the Delay

In the next window, check defer delivery by a number of minutes.
Click on the underlined a number of link in the description window.
Set the desired number of minutes you’d like to delay sending your email.

Step 3: Complete the Rule Setup

Click Next to skip to exceptions, unless you want to add any.
Name your rule and make sure it’s turned on.
Click Finish and then OK to exit.

With this, when you send an email, it will be held in the Outbox for the duration specified, allowing you to make changes if necessary.

For Outlook Web App (OWA)

Currently, the Outlook Web App does not support delayed delivery through rules like the desktop version, but you can utilize the schedule sending feature for similar results.

Best Practices for Scheduling and Delaying Emails

To maximize the advantages of scheduling and delaying emails, consider these best practices:

Be Mindful of Timing: Schedule emails to be sent at times when recipients are most likely to engage with them. Early mornings or just after lunch are often effective times.
Use Clear Subject Lines: Ensure your subject line is clear and conveys the message’s importance. Scheduled emails should not be less engaging just because they were prepared early.
Limit the Delay: When using delay options, avoid lengthy delays unless necessary. Five to ten minutes can provide you with enough leeway to make adjustments if needed.
Test the Functionality: If you’re new to scheduling emails, conduct a test by sending a few emails to yourself. This will help you ensure that you understand the functionality and that your emails are delivered as intended.
Keep Track of Scheduled Emails: Periodically check your Outbox for scheduled messages. This prevents any missed opportunities or unanticipated delays.
Adjust for Recipients: If you are sending emails across time zones, always double-check that the scheduled time aligns with the recipient’s local time.
Consider Drafts as a Backup: Keep a copy of important emails in your drafts if you are unsure about the scheduling feature. This ensures you have access to the content if needed later.
Be Transparent: If you’re communicating with a team, mention that you’ve scheduled messages, especially if they are crucial to ongoing conversations.

Troubleshooting Common Issues

Using the scheduling feature can sometimes lead to unexpected issues. Here are common problems and their solutions:

Emails Not Sending on Time: If you notice that an email has not sent as scheduled, check the Outbox. Sometimes, Outlook needs to be open for scheduled emails to be sent. Ensure that Outlook is running at the scheduled time, or consider using the web app for more consistent delivery.
Time Zone Issues: If you’re experiencing time zone discrepancies, verify the time zone settings in your Outlook account and on your operating system. Adjust accordingly to ensure that scheduled times align correctly.
Drafts Sometimes Lost: Always ensure that your emails are saved before scheduling. If you encounter issues, consider using a different method for saving them temporarily.
Delayed Delivery Not Functioning: After setting up a delay for sending emails, if it doesn’t work, revisit the rules setup to confirm that it is enabled and correctly configured.

Conclusion

Mastering the art of scheduling and delaying emails in Outlook can significantly enhance your communication strategy. This feature provides a means to manage your time more efficiently, improve clarity in communication, and maintain professionalism in your interactions. By following the guidelines laid out in this article, you can navigate the scheduling tools in Outlook with confidence, leading to more effective personal and professional communication.

Taking control of your email sending habits not only benefits you as the sender but also respects your recipient’s time, leading to enhanced collaboration and understanding in today’s interconnected world. Whether you’re using the desktop application or the web app, the ability to schedule or delay emails brings unparalleled flexibility to your busy work life.