How to Schedule an Email in Outlook Like a Pro

Learning how to schedule an email in Outlook can dramatically improve your productivity and communication efficiency. Whether you’re managing a busy workday, dealing with time zone differences, or just want to ensure your message lands at the perfect time, Outlook’s built-in scheduling feature is a powerful tool. This guide will walk you through everything—from scheduling your first email to troubleshooting and best practices—so you never miss the perfect moment to hit send.

What Does It Mean to Schedule an Email in Outlook?

Scheduling an email in Outlook allows you to compose a message now and set it to be sent automatically at a future date and time. This is ideal for:

• Working across time zones
• Preparing follow-ups in advance
• Sending birthday or reminder emails
• Managing workload when away from your desk

Why You Should Use Outlook to Schedule Emails

Here are some compelling reasons to learn how to schedule an email in Outlook:

• Productivity: Prepare emails in bulk and schedule them strategically.
• Timing: Ensure your email arrives during business hours.
• Professionalism: Reduce late-night or weekend messages.
• Follow-Ups: Set reminders to follow up with clients or colleagues.

How to Schedule an Email in Outlook (Desktop App)

Step-by-Step Instructions

1. Open Outlook and Create a New Email
   • Click on New Email from the Home tab.
   • Fill in the recipient, subject, and body of the message.
2. Access the Options Tab
   • In the message window, click on the Options tab at the top.
3. Set Delivery Options
   • Click Delay Delivery (in the More Options group).
   • Under “Delivery options,” check the box that says “Do not deliver before”.
   • Choose the date and time you want the email to be sent.
4. Close the Settings and Send
   • Click Close on the Properties window.
   • Then click Send on your email. It will be stored in the Outbox until the scheduled time.

Important Notes

• Your Outlook must be open and connected to the internet at the scheduled time for the email to send.
• This method works for Outlook 2016, 2019, and Microsoft 365 desktop clients.

How to Schedule an Email in Outlook Web (Outlook.com)

Outlook’s web version also makes it easy to schedule emails.

Follow These Steps:

1. Login to Outlook.com
2. Click “New Message”
3. Compose Your Email
   • Add recipient, subject, and message content.
4. Click the Drop-down Arrow on Send
   • Next to the Send button, click the drop-down arrow.
5. Select “Send Later”
   • Choose a date and time from the calendar popup.
6. Confirm
   • Click Send Later to finalize the scheduling.

Key Benefit

Unlike the desktop version, Outlook web will send the message at the correct time even if your computer is off—perfect for remote users or mobile professionals.

How to View or Cancel a Scheduled Email

In the Desktop App

1. Navigate to the Outbox folder.
2. Find the scheduled message.
3. Double-click to open.
4. Click Options > Delay Delivery.
5. Uncheck the “Do not deliver before” box to cancel the schedule or edit the date/time.
6. Click Send again to reschedule.

In Outlook Web

1. Go to Drafts or Scheduled folder.
2. Click on the scheduled email.
3. Click Cancel Send if needed.
4. You can then modify and resend or delete it.

Scheduling Recurring Emails in Outlook

Outlook does not natively support recurring scheduled emails, but you can work around this by:

• Using Outlook Tasks with Recurring Reminders as prompts
• Copy-pasting and rescheduling manually
• Using Outlook Rules or Add-ins such as Boomerang or Flow (Power Automate)

How to Schedule Emails on Mobile (Outlook App)

Currently, the mobile app does not support scheduling emails for future sending directly. However, you can:

• Use Outlook web on mobile browser
• Write the message and save it as a draft
• Set a reminder to send it manually at your chosen time

Best Practices When Scheduling Emails

To make the most of Outlook’s scheduling feature, follow these tips:

1. Respect Time Zones

• Consider recipients’ local time when scheduling—use tools like World Time Buddy.

2. Avoid Weekends or Late Nights

• Schedule emails to arrive during working hours for better open rates.

3. Proofread Thoroughly

• Once scheduled, the message may be out of sight—ensure it’s error-free.

4. Monitor Your Outbox

• If Outlook is closed at the delivery time, the message won’t send (desktop users).

5. Use Templates

• Save commonly sent messages as templates to speed up future scheduling.

Troubleshooting Scheduled Emails

Email Didn’t Send?

• Check Internet Connection
• Ensure Outlook was open at the scheduled time (for desktop)
• Review delivery settings in the email

Scheduled Option Not Showing?

• Ensure your Outlook client is updated.
• If using web, make sure you’re signed into a personal or work Microsoft account.

Useful Add-Ins for Enhanced Scheduling

1. Boomerang for Outlook
   • Schedule emails and track responses.
2. Microsoft Power Automate
   • Create workflows to auto-send emails on triggers.
3. SalesHandy or Yesware
   • Excellent for teams and sales professionals for scheduled outreach.

Benefits for Teams and Organizations

• Improved Communication: Messages arrive when teams are most attentive.
• Better Collaboration: Schedule updates ahead of meetings or projects.
• Streamlined Campaigns: Perfect for marketing, onboarding, or HR tasks.

Scheduling vs. Delayed Sending: What’s the Difference?

• Scheduling (via Outlook Web or Add-ins): The server sends the message.
• Delayed Delivery (Desktop Outlook): Your computer and Outlook app must be active at the delivery time.

Conclusion

Learning how to schedule an email in Outlook is a game-changer for time management and effective communication. Whether you’re using the desktop client, web version, or leveraging third-party add-ins, you now have the tools to send emails at exactly the right time—without having to be online when that moment comes.

Stay professional, stay productive, and let Outlook do the sending for you.