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How to schedule an email in outlook

@agiledoc
Mar 28, 2019, 11:23 am EST | 1 min read

How to schedule an email in outlook

There are many reasons you might want your email to arrive at a particular time, like wanting your mail at the top of someone’s inbox when they start work. You can do this in Outlook by scheduling your messages.

Before we go any further, we need to add a couple of caveats. First, sending an email at a particular time does not guarantee that it will arrive in your recipient’s inbox at that time. There are many steps between you sending an email and the email appearing in someone’s inbox. While you can generally assume that a message sent at 8:30 am will be in someone else’s inbox within a minute or two, don’t rely on it for critical delivery. The second caveat is that this only works for the desktop Outlook client, not the Outlook web app.

How to Schedule a Message in Outlook

With that out of the way, let’s schedule a message in Outlook. The good news is that you don’t need a 3rd party add-in to do this; it’s baked right into the Outlook client. Create your new mail as normal, then in the ribbon click Options > Delay Delivery.

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This opens the Properties windows. We’re looking for the “Do not deliver before” option.

How to schedule an email in outlook

Set the date and time you want your mail to be sent, and click the Close button. And that’s all there is to it. Send your message, and it will sit in your Outbox until the date and time you chose. Outlook will then send the message.

An important thing to remember: Outlook can only send emails when it’s open. If the date and time you’ve chosen rolls around and Outlook is closed, Outlook won’t send the message until the next time you open Outlook. But if you work in Outlook all day and you want to schedule a message within working hours, this isn’t a problem.

Write now, send later

How to schedule an email in outlook

How to schedule an email in outlook

How to schedule an email in outlook

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What to Know

  • Compose your email, then go to Options. Under More Options, select Delay Delivery.
  • Under Properties, select Do not deliver before and choose a time and date.
  • Go back to your email and select Send.

This article explains how to schedule emails in Microsoft Outlook. Instructions apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Microsoft 365.

Schedule an Email to Send Later in Outlook

Outlook allows you to specify exactly when you’d like your email to be sent.

Outlook must be online and connected for this feature to work.

Compose a message. Either create a new message, reply to a message, or forward a message.

Go to the Options tab.

How to schedule an email in outlook

In the More Options group, select Delay Delivery.

In the Properties dialog box, select the Do not deliver before check box.

How to schedule an email in outlook

Choose the date and time when you want to send the message.

Select Close.

In the message window, select Send.

This puts your message in the Outbox until the time you specified arrives, and then it is sent.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

To schedule a meeting, open Outlook and switch to the calendar view. Click New Teams Meeting at the top of the view.

How to schedule an email in outlook

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists).

Add your meeting subject, location, start time, and end time.

Create your message.

Then click Send.

Note: The dial-in phone numbers and conferencing IDs are added to the meeting invite automatically.

If you don’t see the New Teams Meeting icon in the desktop version of Outlook, the Teams add-in for Outlook might not be installed properly.

For automated troubleshooting, you can run the Microsoft Support and Recovery Assistant.

To manually troubleshoot this problem, see Use the Teams Meeting add-in in Outlook.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

In Outlook, tap on the calendar icon in the bottom right of the app, then tap .

Scroll down to Teams Meeting and turn the toggle switch on.

Fill out your meeting details, and then tap the check mark in the top right of the app.

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time, and end time. Create your message, and then tap Send.

Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

In Outlook, tap on the calendar icon in the bottom right of the app, then tap .

Scroll down to Teams Meeting and turn the toggle switch on.

Fill out your meeting details, and then tap the check mark in the top right of the app.

Add your invitees to the Required or Optional field(s)—you can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time, and end time. Create your message, and then tap Send.

@howtogeek
Updated Jul 12, 2017, 10:24 pm EST | 3 min read

How to schedule an email in outlook

When you click Send on an email, it is typically sent immediately. But what if you want to send it at a later time? Outlook allows you delay the sending of a single message or all email messages.

For example, maybe you’re sending someone an email message late at night and they are in a time zone that’s 3 hours ahead of you. You don’t want to wake them up in the middle of the night with an email notification on their phone. Instead, schedule the email to be sent the next day at a time when you know they will be ready to receive the email.

Outlook also allows you to delay all emails by a certain amount of time before sending them. We’ll show you how to delay sending a single message and how to create a rule to delay the delivery of all messages.

How to Delay the Delivery of a Single Email Message

To delay sending a single email message, create a new message, enter the email address of the recipient(s), but don’t click “Send”. Instead, click the “Options” tab on the Message window.

How to schedule an email in outlook

In the More Options section, click “Delay Delivery”.

How to schedule an email in outlook

In the Delivery options section on the Properties dialog box, click the “Do not deliver before” check box so there is a check mark in the box. Then, click the down arrow on the date box and select a date from the popup calendar.

How to schedule an email in outlook

Click the down arrow on the time box and select a time from the drop-down list.

How to schedule an email in outlook

Then, click “Close”. Your email message will be sent on the date and at the time you chose.

NOTE: If you are using a POP3 or IMAP account, you must leave Outlook open until the message is sent. To determine the type of account you are using, see the last section in this article.

How to schedule an email in outlook

How to Delay Sending All Email Messages Using a Rule

You can delay sending all email messages by a certain number of minutes (up to 120) using a rule. To create this rule, click the “File” tab on the main Outlook window (not the Message window). You can save your message as a draft and either close the Message window or leave it open and click on the main window to activate it.

How to schedule an email in outlook

On the backstage screen, click “Manage Rules & Alerts”.

How to schedule an email in outlook

The Rules and Alerts dialog box displays. Make sure the E-mail Rules tab is active and click “New Rule”.

How to schedule an email in outlook

The Rules Wizard dialog box displays. In the Step 1: Select a template section, under Start from a blank rule, select “Apply rule on messages I send”. The rule displays under Step 2. Click “Next”.

How to schedule an email in outlook

If there are any conditions you want to apply, select them in the Step 1: Select conditions list box. If you want to apply this rule to all email messages, click “Next” without selecting any conditions.

How to schedule an email in outlook

If you clicked “Next” without selecting any conditions, a confirmation dialog box displays asking if you want to apply the rule to every message you send. Click “Yes”.

In the Step 1: Select actions list, select the “defer delivery by a number of minutes” check box. The action is added to the Step 2 box. To define how many minutes to delay sending all email messages, click the “a number of” link under Step 2.

How to schedule an email in outlook

On the Deferred Delivery dialog box, enter the number of minutes to delay delivery of email messages in the edit box, or use the up and down arrow buttons to select an amount. Click “OK”.

How to schedule an email in outlook

The “a number of” link is replaced with the number of minutes you entered. To change the number of minutes again, click the number link. When you’re satisfied with the rule settings, click “Next”.

How to schedule an email in outlook

If there are any exceptions to the rule, select them in the Step 1: Select exception(s) list box. We’re not going to apply any exceptions, so we click “Next” without selecting anything.

How to schedule an email in outlook

On the final rule setup screen, enter a name for this rule in the “Step 1: Specify a name for this rule” edit box, then click “Finish”.

How to schedule an email in outlook

The new rule is added to the list on the E-mail Rules tab. Click “OK”.

All emails you send will now stay in the Outbox for the number of minutes you specified in the rule and then will be sent automatically.

NOTE: As with delaying a single message, IMAP and POP3 messages will not be sent at the specified time unless Outlook is open.

How to schedule an email in outlook

How to Determine What Type of Email Account You Are Using

If you want to find out what type of account you are using, click the “File” tab on the main Outlook window, then click “Account Settings” and select “Account Settings” from the drop-down menu.

How to schedule an email in outlook

The E-mail tab on the Account Settings dialog box lists all the accounts you’re added to Outlook and the type of each account.

How to schedule an email in outlook

You can also use an add-in to schedule or delay email messages, such as SendLater. There is a free version and a pro version. The free version is limited, but it does provide a feature not available in the built-in methods in Outlook. The free version of SendLater will send IMAP and POP3 emails at the specified time even if Outlook is not open.

Email scheduling is something that a lot of people need regardless if they use a dedicated desktop email client or the web interface of an email service. Gmail finally added a scheduling option to its web interface in 2019 and up until then, users had to use an add-on or extension to do the job. If you use Outlook for Office 365 on your desktop, it has a tool for scheduling emails. Unfortunately, it isn’t labeled as a scheduling feature so you may not know how to use it or that it even exists. Here’s how you can schedule emails in Outlook for Office 365.

Schedule emails in Outlook

Open Outlook and compose a new message. The message should be complete so enter a subject, enter your message in the body, attach any files that you need to send, and enter at least one recipient.

How to schedule an email in outlook

Go to the Options tab and click the ‘Delay Delivery’ button. This is the tool you will use to schedule the email. When you click this button a new window will open.

How to schedule an email in outlook

This window doesn’t give you much indication as to which setting will schedule the email. As we said, the tool isn’t a straight-forward scheduling tool. Under Delivery Options, look for ‘Do not deliver before’ and enter the date and time you’d like to send the message. Click OK unless you see another setting that you’d like to change. Return to your message and click Send.

How to schedule an email in outlook

It is important that you keep Outlook running in order to send the message at the scheduled time. This scheduling takes place on your desktop. The message is not sent to an online server with a delayed send request. Whatever happens, happens on your desktop so you need to keep the system awake, and the app running.

Once the time expires e.g., you don’t want a message to send before Jan 29, 2020, 10 PM, Outlook will attempt to send it. It should send and deliver right-away since it’s email and not snail-mail. You can change this time whenever you want before the message is sent. The recipient will of course not know that you scheduled the message. There will be no indication of the fact that the message was sent automatically. There is one downside to this; your recipient might assume you’re at your desk and it’s a good time to contact you either over email or chat. If you’d like to avoid that, you can add a line to the email that lets them know the message was sent at a time when it would be appropriate to reach the recipient, and that you can be contacted in the next few hours or at a given time.

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All of my email is sent and received using Microsoft Outlook, and there’s one feature of Outlook that I use all the time – the ability to send an email at a future date and time, rather than having it go out immediately.

How to schedule an email in outlook

Why would I want to create a new email, or reply to an email, but then send it at a later time? Mainly, to avoid getting into an email-based “chat” situation.

Here’s what that means.

I’m in my home office, working on various things, and an email comes in. Could be from a client, a friend, a relative, doesn’t matter. They’re asking a simple question, like “Do I need to bring my computer to you for a virus removal?”. On the surface, that seems like a “yes or no” question, and that’s kind of true. The answer is no, I don’t need to have physical access to the computer in order to remove a virus. But really, in order to give a thorough answer, I need to ask other questions, such as

  • What are the symptoms?
  • How long has this been happening?
  • Did your antivirus program report it?
  • Is your backup current?

This is because in some cases, people might THINK they have a virus when it’s something completely different.

So when that question comes in by email, I COULD immediately reply with those questions and then just go back to what I was doing. But guess what – since I responded immediately, there is always going to be another email following up on those questions with answers and more questions. And this person knows I’m at my computer, and will naturally expect another quick response. And it continues back and forth – I call this “email chat”.

Don’t get me wrong – I don’t mind communicating by email, and I certainly don’t mind when someone inquires about hiring me for my computer services. The problem arises when I’m in the middle of doing something else that requires a certain degree of concentration, and every 3 minutes I have to stop and reply to the most recent email.

So why not just ignore that first email, and reply later? That’s an option, but the problem with that is that I’ll forget about it, and more emails will come in, and before long that first email is buried in the mix and I don’t notice it until a few days later. That’s not professional and I don’t want to make anyone wait that long for an answer.

But there is a solution, thanks to Outlook.

When you use Outlook for your email, you have the option to create an email now, but send it at a later time. Or even a later date. That solves the problem! I can write the email now and schedule it for later in the day. So I don’t forget to reply, but I also don’t get caught in the immediate back-and-forth email discussion right at the moment.

Here’s how you schedule an email in Outlook (images are from Outlook 2016 but are similar for Outlook 2013 and 2010 – and if you’re still using 2010 you really should upgrade):

1. In Outlook, click to create a new email.

2. In that window, look up in the top left and click on this icon. The icon is like a landscape note in the front and a portrait note behind it:

How to schedule an email in outlook

3. When you click that, you’ll see a new window open with lots of options. You might have fun checking out all the stuff in this window, but the one we’re concerned with now is down in the “Delivery options” section. Check the box that says “Do not deliver before” and then just choose your date and time when you want the email to be sent. Then click Close.

How to schedule an email in outlook

4. Now, that email will sit in your Outlook outbox until it’s time for it to be sent.

A couple of things to be aware of with this:

First, if you have an email scheduled for a future date or time, and you click to close Outlook, you’ll get a little warning telling you that you still have emails in the Outbox waiting to be sent. Don’t worry about that, just tell Outlook you want to exit and send them later.

Second, Outlook has to be open and running at the scheduled time in order for a scheduled email to get sent at that time. If your computer is turned off, or not connected to the internet, or Outlook is not running, it won’t get sent at that time. But it will get sent the next time Outlook is running.

Albert Costill

Wednesday, December 19th, 2018

How to schedule an email in outlook

This productivity and politically correct hack is for when you’re on vacation, a business trip, or unavailable for other reasons. If you’re using Outlook you can create an automatic out-of-office message for email replies. This message lets your email contacts know that you’re not in the office and when you’ll return. Did you also know that you create out-of-office messages in your Outlook Calendar? If not, then you can refer back to this article the next time you’re unavailable.

Using the “Automatic Replies (Out of Office)” and “Out of Office Assistant.”

If you have an Exchange account (and are running Microsoft Office Outlook 2019, Outlook 2016, 2013, 2010 and Outlook for Office 365) then you can use the “Automatic Replies (Out of Office)” and “Out of Office Assistant.” Here are a few other office 365 shortcuts to help you.

Setting this feature doesn’t have to be overly complicated.

  • Go into your account and click-on the “File” tab.
  • Next, you’ll need to click on “Info” tab menu.
  • Then “Automatic Replies (Out of Office).”
  • When you see the dialog box, go ahead and select the “Send Automatic Replies” check box.

What if you want to specify an exact set time and date range? You can choose the “Only send during this time range” check box.

  • Then, set your desired start and end times.

When you arrive in the “Inside my organization” tab, you can type your personalized message that will be sent to anyone within your organization. For those outside of your organization, go into the “Outside my organization” tab to type your message that you want to be automatically sent. These automatic replies will run during the time range you’ve previously set.

Outlook also allows you to specify rules. For example, you can create a rule that would only allow emails from your boss or business partner to get through. However, you can still prevent messages coming in from less important contacts.

When you’re in the automatic replies dialogue box, simply click the “Rules” button found at the bottom left corner. Next, just follow the steps to specify the criteria for your rules, such as “from,” “sent to,” “subject,” and certain phrases in the email message.

Creating an Outlook out-of-office calendar entry.

Microsoft also gives you the chance create an out-of-office calendar entry.

If you’re using the Outlook app, you can do this by doing the following:

  • Open the app and click on the Calendar button at the bottom left corner.
  • In the left pane, select the calendar that want to create the new entry for.
  • Select a day within the calendar.
  • Within the “Home” tab, you’ll want to click on the “New Appointment” button.
  • When in the “Subject” field, add a descriptive title for the event.
  • Next, you can use the “Start time” picker to choose the day you’ll be away.
  • Then, use the “End time” picker to select the day when you’ll be returning.
  • Check the “All day” event option.
  • When in the “Event” tab, you can use the “Show As” drop-down menu, to select the “Out of Office” option. If you like, you can create a custom message.
  • Finally, click the “Save & Close” button.

After you’ve completed the steps above, those who can access your shared calendar will be able to see when you’ll be away from work.

  • On your Outlook web browser, log into your account and go into your calendar.
  • Next, click on “New” to create a new event.
  • Under “Details” you can then select the days when you’ll be unavailable, just like you did with the app. You can also generate your custom message here as well.

Use the default Mail & Calendar app on Windows 10?

  • Open the app and click on the “Calendar” button.
  • When you create a “New Event,” you can add a title and the days you’re gone.
  • When you arrive at the “Home” tab, select the “Out of Office” option, and create your custom message.

Tips and tricks for out-of-office message in Outlook.

When creating your out-of-office message in Outlook, you’ll want to include a brief greeting and the exact days that you’ll unavailable.

Don’t let others know where you are, unless it’s relevant to your business. Then you can note that where you are, such as: Looking forward to seeing you all at the conference. Or list an industry conference.

While you don’t need to provide an exact time-frame, your response can also state when others can expect to hear back from you. You can also tell them who to contact in case there is an emergency.

Decide when you want that email to go out

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How to schedule an email in outlook

Illustration by Alex Castro / The Verge

Think of all the moments when you’ve debated whether you really need to send an email right now. Maybe you’re afraid you’ll forget about it if you don’t do it right then, or you’re communicating with someone in a different time zone, or it’s the middle of the night and you just remembered something, or you’ve just written an angry email and know that you may regret it an hour later. Whatever the case may be, think about scheduling that email for later instead.

Gmail and Outlook both give you the option to schedule your emails for later that day, week, or year. Here’s how to do it.

Schedule emails in Gmail using your browser

Gmail makes it pretty easy.

  • After you’ve drafted your email, click the arrow next to the blue “Send” button
  • Click “Schedule Send”

How to schedule an email in outlook

The “Schedule send” button can be accessed by clicking the arrow next to the “Send” button.

  • Click on one of the scheduling options

How to schedule an email in outlook

Gmail will suggest some options for send times.

  • If you choose the “Pick date & time” button at the bottom of the pop-up window, you can set any date and time you want the message to go out. Then click “Schedule Send.”

How to schedule an email in outlook

You can also decide the send time for your email yourself.

Schedule emails in Gmail using your mobile app

You can also schedule emails in the mobile app:

  • Once you’ve written your message, tap the three dots in the top-right corner
  • Select “Schedule send” from the options at the bottom of the screen (iOS) or the drop-down menu (Android)
  • As in the browser version, you can choose from one of the times Gmail suggests or select “Pick date & time” to select your own date and time for when the email will go out. Then, tap “Save” in the top-right corner of the pop-up window (iOS) or tap “Schedule send” in the bottom-right corner (Android).
  • On mobile, you can access the “Schedule send” button by clicking on the three dots in the top-right corner of the draft window.
  • Gmail will suggest some times for you to send the email, but you can always set your own.
  • You can use scroll through the options at the bottom to set the send time for your email.

Whether you’re using your browser or the app, the email will end up in your Scheduled box. To edit it, you’ll have to click on the message and then click “Cancel send.” This will revert the email back into a draft so that you can make any changes. If you want to, you can then reschedule it.

Schedule email in Outlook

For Outlook, you’ll have to use the desktop app; this feature isn’t available in the browser or mobile versions.

  • Once you’ve started a new message, click on the Options tab at the top of the screen
  • Click the three dots in the bar on the top
  • Select “Delay Delivery” from the drop-down menu

How to schedule an email in outlook

Outlook gives you the option to delay sending the email in the app.

  • Under “Delivery options,” make sure the box next to “Do not deliver before” is checked. You can use the drop-down options or just type in the date and time you want the email to go out. Click “Close” when you’re done.

How to schedule an email in outlook

Use this window to select the time your message goes out.

The email will end up in your Outbox where you can make any changes, including adjusting the send time.

The one drawback is that you’ll have to keep the Outlook app open in order for the email to go out on time. If you close the app, it’ll send the email the next time you open the app.

How to schedule an email in outlook

Outlook desktop already allows you to schedule an email to be sent at a later time or date. Now, Microsoft is bringing this feature to Outlook on the web. To access this feature, when you are composing an email, click the new drop down option available with the Send button and select the ‘Send later’ feature. Once selected, you will be allowed to select a data and time for sending the email.

Here’s how you can schedule an email in Outlook desktop app:

  1. While composing a message, select the More options arrow from the Tags group in the Ribbon.
    How to schedule an email in outlook
  2. Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time you want.
  3. Click Close.

When you’re done composing your email message, select Send.

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