How To Schedule An Email In Outlook? - Complete Guide

Outlook is an email application developed by Microsoft. Outlook is also a personal information manager for Microsoft as a part of the Microsoft office suite. Outlook is also equipped with a calendar, task manager, contact manager, journal, and web browsing. Most companies are choosing Outlook as their email client because of its robust features and capabilities, so becoming familiar with the same can be useful to increase your productivity in the workplace. Scheduling an email in Outlook gives you the flexibility to send a composed email automatically at a predefined time. If you forgot to send an email due to a busy work schedule, then this feature will be a life-saving thing. Read the simple steps to learn how to schedule an email in Outlook.

Steps To Schedule an Email in Outlook:

The following steps are applicable for the Outlook 2007, 2010, 2013, 2016, and 2019 versions.

  • Step 1:Turn on your Windows or Mac computer.
  • Step 2:Open the Microsoft Outlook application.
  • Step 3:Enter the user credentials to sign in to your Outlook mail account.
  • Step 4:You can either select a new email to compose or choose an existing email.
  • Step 5:Select Reply, Forward, or Reply-All.
  • Step 6:When the message window opens up, click on the Compose button.
  • Step 7:Go to the Options tab.
  • Step 8:Locate the Delay Delivery option.
  • Step 9:A delay directory pop-up window appears; select Properties.
  • Step 10:Locate the Delivery options section.
  • Step 11:Select the Do not deliver before checkbox.
  • Step 12:Set the specific date and time at which you want to send the email.
  • Step 13:Select Close.
  • Step 14:You can now tap on Send in the message window.
  • Step 15:Now go to the outbox folder to check for messages that are scheduled to be sent but not yet delivered.
  • Step 16:However, you have the option to reschedule the date and time for a specified email.
  • Step 17:Select the scheduled email in a separate window.
  • Step 18:Click on Options and select Delay Delivery.
  • Step 19:You can reschedule a different date and time to send the email.
  • Step 20:You also have the choice to send a scheduled message at the present moment.
  • Step 21:Open the scheduled email in a separate window.
  • Step 22:Click on the ticked checkbox beside Do not deliver before and close the window.
  • Step 23:Open the scheduled email and click on the Send option to send the mail immediately.

Steps to delay all emails:

You can also delay the date and time for all the emails instead of changing them one by one.

  • Step 1:Open the Outlook application on your Windows or Mac computer.
  • Step 2:Click the File tab.
  • Step 3:Navigate to the Info tab and select the Manage Rules & Alerts option.
  • Step 4:The Rules and Alerts option will open up a dialog box.
  • Step 5:Select the Email rules tab and click on New Rule.
  • Step 6:The rules wizard will open up.
  • Step 7:Select Apply Rules On Messages I Send and click Next.
  • Step 8:In the select conditions list, make sure that you check the options you want to apply to the Sent messages.
  • Step 9:You can click all the checkboxes to apply the settings to all the emails to send.
  • Step 10:Select Next.
  • Step 11:A confirmation box will appear on your window.
  • Step 12:Select the Yes option to apply the rule to the settings.
  • Step 13:Click on the defer delivery by a number of minutes checkbox.
  • Step 14:Enter the number of minutes you want to delay the emails before sending them in the deferred delivery box.
  • Step 15:You can set a maximum of only 120 minutes.
  • Step 16:Once selected, click the OK option.
  • Step 17:In the rules wizard, select Next.
  • Step 18:You can set a description for this rule so that it can be used later.
  • Step 19:Select the Turn on the rule checkbox.
  • Step 20:Click the Finish option.

So, we have explained the detailed steps to schedule an email in Outlook. If you need remote assistance from our side, do contact us.

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