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How to schedule or delay sending email messages in outlook

Last reviewed on October 1, 2021 25 Comments

A user with a Microsoft Exchange server mailbox wanted to prepare some messages to send later but didn’t want to leave Outlook open or open it to send.

If you are using Office 365 mailbox, Outlook.com, or Microsoft Exchange 2019, you can now send later from the web.

To use it, click the Send menu and select Send Later. If you do not have the Send menu in Outlook on the web, it is not supported on your server version.
How to schedule or delay sending email messages in outlook

Choose the date and time (you can type in the time field) then Send.
How to schedule or delay sending email messages in outlook

When you defer sending a message, in either online or cached mode, Outlook will always show the Sent time as the time you pressed Send, not the time Exchange actually sent the message.

When you use an Microsoft Exchange mailbox (either on-prem or Office 365 Exchange online) you can send messages later, with Outlook closed, as long as you can set the account up in Outlook desktop using Online mode.

When you use online mode, the deferred messages are submitted to the Exchange message queue and held until the scheduled time as Outlook doesn’t have a local cache when you use online mode, so it can’t hold them at the client.

This only works if you have the account set up in Outlook in online mode. It will not work with Outlook.com accounts as they do not support online mode.

By default, Outlook sets Exchange accounts up in cached mode. You can check in File, Account Settings: open the account settings dialog, and double click on the account. Cached will be ticked by default when you set up the account, untick it to drop to online mode. The status bar should say ‘Online‘, when you have cached mode turned off.
How to schedule or delay sending email messages in outlook

Before you disable cached mode: if you have the messages already in the Outbox move them to Drafts folder first so they will sync to the server. After you switch to online mode, go to the Drafts folder and Send the messages.

You won’t see the messages if you look in Outlook on the web, so you just have to trust Exchange. To verify it is working, create an email to email address you can check on your phone. Defer it for 15 min from now and click Send. Close Outlook. If you receive the message in 15 min, it’s set up properly.

Write now, send later

How to schedule or delay sending email messages in outlook

How to schedule or delay sending email messages in outlook

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How to schedule or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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.

After composing your message, select the drop-down arrow on the Send button, then select Send Later. Enter a time and date, then select Send.

By Mitch Bartlett 18 Comments

There are a few reasons a message may get stuck in the Microsoft Outlook 2019 and 2016 Outbox. Here are the most common problems and solutions.

Reason 1 – Recent Password Change

Did you recently change your login password? Perhaps Outlook still is working off the old password. Try closing and restarting Outlook. If that doesn’t work, try restarting your computer to reset everything.

Reason 2 – Message is Too Large

Check to make sure the message isn’t too large. Have a look at the Outbox. If the size for the message is over 5MB in size, it can sit there for a while trying to send. You can let the message sit there and see if it eventually goes, or try to reduce the size of the message. If you have an attachment, try compressing the attachment using WinRAR. Winzip or using the built in Windows method.

Clearing an Item From Outbox

If you want to just surrender and delete a message from the Outbox so that you may resend it, here’s the best way to do so.

  1. Exit out of Outlook or go to the “Send / Receive” tab and select “Work Offline“.
    Select “Start“, then search for “Outbox” in the Start Search area.
  2. The item(s) in the Outbox should appear in the search. If you want to view and copy the contents of the email before deleting it from the Outbox, you can open it from here. You can also delete it by right-clicking it and selecting “Delete“. It will finally remove the item from your Outbox.
    How to schedule or delay sending email messages in outlook
  3. Now go back under “Send /Receive” and select “Work Offline” again and resume your work day. The message should no longer be stuck in the Outbox in Outlook.

Note: These steps are based on MS Outlook 2019 for Windows 10, 8, 7 and Vista.

You can delay the delivery of an individual message or you can use rules to delay the delivery of all messages by having them held in the Outbox for a specified time after you click Send.

Note: This feature is only available in Outlook for Windows. It does not exist in Outlook on the web.

Delay the delivery of a message

While composing a message, select the More options arrow from the Tags group in the Ribbon.
How to schedule or delay sending email messages in outlook

Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time you want.

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

After you click Send, the message remains in the Outbox folder until the delivery time.

If you decide later that you want to send the message immediately, do the following:

Switch to the Outbox folder.

Open the delayed message.

Select the More options arrow from the Tags group in the Ribbon.

How to schedule or delay sending email messages in outlook

Under Delivery options, clear the Do not deliver before check box.

Click Close and send.

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

Delay the delivery of all messages

You can delay the delivery of all messages by up to two hours by creating a rule.

Click Manage Rules & Alerts.

In the Step 1: Select a template box, under Start from a Blank Rule, click Apply rule on messages I send, and then click Next.

In the Step 1: Select condition(s) list, select the check boxes for any options that you want, and then click Next.

If you do not select any check boxes, a confirmation dialog box appears. If you click Yes, the rule that you are creating is applied to all messages that you send.

In the Step 1: Select action(s) list, select the defer delivery by a number of minutes check box.

In the Step 2: Edit the rule description (click an underlined value) box, click the underlined phrase a number of and enter the number of minutes for which you want the messages to be held before it is sent.

Delivery can be delayed up to 120 minutes.

Click OK, and then click Next.

Select the check boxes for any exceptions that you want.

In the Step 1: Specify a name for this rule box, type a name for the rule.

Select the Turn on this rule check box.

After you click Send, each message remains in the Outbox folder for the time that you specified.

Delay the delivery of a single message

In the message, on the Options tab, in the More Options group, click Delay Delivery .

Click Message Options.

Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time that you want.

After you click Send, the message remains in the Outbox folder until the delivery time.

Note: If you are using a POP3 account, Outlook must remain open until the message is sent. To determine the type of account you are using, on the Tools menu, click Account Settings. On the E-mail tab, the Type column lists the type of accounts that are in your active Outlook profile.

Delay the delivery of all messages

On the Tools menu, click Rules and Alerts, and then click New Rule.

In the Step 1: Select a template box, , under Start from a Blank Rule, click Check messages after sending, and then click Next.

In the Step 1: Select condition(s) list, select any options that you want, and then click Next.

If you do not select any check boxes, a confirmation dialog box appears. If you click Yes, the rule you are creating will be applied to all messages that you send.

In the Step 1: Select action(s) list, select defer delivery by a number of minutes.

In the Step 2: Edit the rule description (click an underlined value) box, click the underlined phrase a number of and enter the number of minutes for which you want the messages to be held before sending.

Delivery can be delayed up to 120 minutes.

Click OK, and then click Next.

Select any exceptions that you want.

In the Step 1: Specify a name for this rule box, type a name for the rule.

Select the Turn on this rule check box.

After you click Send, each message remains in the Outbox folder for the amount of time you specified.

Note: If you are using a POP3 account, Outlook must remain open until the message is sent. To determine the type of account you are using, on the Tools menu, click Account Settings. On the E-mail tab, the Type column lists the type of accounts that are in your active Outlook profile.

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

How to schedule or delay sending email messages 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 or delay sending email messages in outlook

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

How to schedule or delay sending email messages 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 or delay sending email messages in outlook

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

How to schedule or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages in outlook

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

How to schedule or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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 or delay sending email messages 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.

Send an email in Outlook for iOS on your own schedule

How to schedule or delay sending email messages in outlook

How to schedule or delay sending email messages in outlook

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What to Know

  • In Outlook, long-press the message you want to postpone. tap the three-dot menu and then tap Schedule.
  • Choose the desired time for the delay: Later Today, Tomorrow, Next Week or Choose a Time.
  • If you select Choose a Time, scroll to the date and time you want. Tap the check mark to schedule the email.

This article explains how to postpone an email in Outlook for iOS so it disappears from your inbox and reappears at a time you designate. It also includes information about swiping to postpone, locating the message before it is due, and canceling a schedule for an email. This information applies to Outlook for iOS on iPhone and iPad.

Postpone an Email in Outlook for iOS

If you prefer not to see a certain Outlook message right now, don’t delete the message. Instead, schedule the email so that it is removed from your inbox and reappears when you need it. The Outlook for iOS scheduling command does the trick. Here’s how to schedule a message for later.

Long-press the message you want to postpone.

How to schedule or delay sending email messages in outlook

Tap the three-dot menu button and select Schedule.

How to schedule or delay sending email messages in outlook

Choose the desired time: Later Today, Tomorrow, Next Week, or Choose a Time.

How to schedule or delay sending email messages in outlook

If you selected Choose a Time, scroll through the dates and times until the time you want is highlighted.

How to schedule or delay sending email messages in outlook

Tap the check mark to schedule.

Postpone by Swiping

To set up a swiping gesture to schedule messages in Outlook for iOS:

Tap your email avatar (in the upper-left corner) to open the folder view, then tap Settings.

How to schedule or delay sending email messages in outlook

Tap Swipe Options.

How to schedule or delay sending email messages in outlook

Select Schedule for either Swipe Left or Swipe Right.

How to schedule or delay sending email messages in outlook

Tap the current action for the swiping gesture you want to use to postpone an email, then tap Schedule.

To postpone an email by swiping, swipe left or right (depending on which gesture you set up for scheduling) over the message in the email list.

Choose the desired scheduled time for the message to return.

Find a Postponed Message Before Its Due Time

To open an email that you have scheduled before it has been returned to the Outlook inbox folder:

Open the Scheduled folder for the account that holds the postponed email.

How to schedule or delay sending email messages in outlook

Find and open the desired message in the list.

How to schedule or delay sending email messages in outlook

Or use Search to find the desired email; it will include messages from the Scheduled folder.

Unschedule a Message in Outlook for iOS and Return It to the Inbox Instantly

To have an email returned to the Inbox instantly (and unschedule its future return):

Select the Scheduled folder and find the message you want to move back to the Inbox.

Use swiping or the message’s menu to open the scheduling menu.

Select Unschedule (or another time) from the menu.

Have you ever sent a message in Microsoft Outlook and immediately regret for the delivery? Or maybe you don’t want to send your message immediately when you finish composing your email. Outlook has a built-in feature that allows you delay single message delivery at a time or some messages every time. You can do them respectively by the following steps:

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject.
  • Attachment Tools : Auto Detach, Compress All, Rename All, Auto Save All. Quick Report , Count Selected Mails, Remove Duplicate Mails and Contacts.
  • More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.

Delay single message sending

1. Launch Outlook 2013 or 2010. Create your new e-mail and compose it.

2. When you finish composing the email message. In the message editing window, click Options > Delay Delivery.

3. When a Properties dialog popping up, under Delivery options, check the Do not deliver before box and choose your final delivery date and time from the two drop-down lists. Then click on Close button to save the change and close the dialog.

4. Now, click on Send button. You will see the message keep staying in your Outbox folder until it meets the delivery property and send automatically.

Delay messages delivery

1. In Outlook 2013 and 2010, click File > Info > Manage Rules & Alerts. See screenshot:

Note: For Outlook 2007, on the Tools menu, click Rules and Alerts.

2. Click New Rule under E-mail Rules tab.

3. In Rules Wizard, under Start from a blank rule, select Apply rule on massages I send. And then click Next to continue.

4. In this dialog, you can select the conditions which meet your needs or you can also leave all the conditions unchecked and then click Next button.

Notice: If you leave all the conditions unchecked, when you click Next, there will pop up a prompt box, please click Yes button.

5. In this new Rules Wizard, check the defer delivery by a number of minutes box. Under Step 2, click on the words (a number of) with underline.

6. Type your ideal time directly in the field or you can choose the time by click the up and down button. When you finish selecting time, click OK. The provided maximum number is 120 minutes. When it turns to the previous wizard, click Next.

7. Select you exceptions or leave them unchecked, then click Next.

8. Name the rule in Step 1, and check the Turn on this rule box, then click Finish.

9. Now, all new messages will be delayed 5 minutes to deliver.

Microsoft Outlook is an email client that facilitates the life of entrepreneurs, as well as plenty of other people who use this means of correspondence. Those who are used to planning their time and always be ready often make use of Outlook delay sending email function. If you have not used this feature before, think of the following possibilities:

  • With an Outlook schedule email , you can be sure that a message will drop into an inbox of a recipient at a necessary time.
  • You may devote some time, create birthday congratulations for all of your colleagues, schedule an email in Outlook , and that’s it — you are the one who never forgets to congratulate your colleagues.
  • Different messages can be sent to different recipients at the same time, which is impossible manually.

Steps on How to Delay Sending an Email in Outlook 365

Thus, if you have decided to make use of this function, there are just a few steps to take. Open the window with a new email creation on the tab Message , find the group Tags ➫ on the tab Options , click on the button Delay Delivery .

How to schedule or delay sending email messages in outlook

The dialogue box with Properties will appear, find the field Delivery Options , and tick the checkbox Do not deliver before . In the next fields, indicate the date and time until which you want to delay sending an email in Outlook . Press on Close .

How to schedule or delay sending email messages in outlook

After you finalize writing this message, press on Send. This email will wait in the outbox folder until the scheduled time. If you need to make changes, go ahead.

Rescheduling of an Outlook Timed Email

In the case of circumstances change, it is still feasible to change the time of sending a planned email. Open this message in the Outbox folder and proceed in the same way as written above. After, in the Properties dialog box, do one of the following:

    • If you need it to be sent immediately, clear the box Do not deliver before .
    • If you need to reschedule it, set different time and/or date.

Then, click the button Close button and Send .

Important Information to Consider

Thinking about how to delay sending an email in Outlook , it is essential to remember that this function works only if your email client is running. Thus, if you need some emails to be sent when you are out of a PC, be sure to leave it working, as well as switch off the function of automatic shutdown.

How to Delay Sending an Email in Outlook 365 Web App

There are many people who utilize the web version of Outlook. However, the function of a delayed sending is not available. There have been already lots of complaints sent, thus, it is expected that Microsoft will solve this drawback soon.

Still, there is a trick that may help if you need to know how to delay sending an email in Outlook online . Create drafts and place them in separate folders named with the date and time when they need to be sent. This is a manual solution, though, it helps arrange your time and work effectively. In a web or Windows version, make use of the possibilities provided by MS Outlook and be efficient.

How to schedule or delay sending email messages in outlook

If you’re struggling to find the scheduled emails in Outlook, it’s probably because you’re looking in the Outbox.

Contrary to what you might expect, scheduled emails are commonly stored in the Drafts folder for Outlook desktop and web clients.

Where do scheduled emails go in outlook?

Scheduled emails in Outlook can be viewed in the drafts folder, ordered by date. On desktop, you’ll find drafts in the left sidebar. On mobile and most clients, it’s tucked in the top left navigation menu under the user initials.

See the screenshot below for desktop guidance (altered to remove personal information):

How to schedule or delay sending email messages in outlook

How to view scheduled emails in Outlook

While Outlook doesn’t offer a filter for scheduled emails, you can recognize them in the drafts folder by the appearance of a “clock” icon in the top right of the email. See screenshot above.

How to cancel a scheduled email in Outlook

As you can see in the screenshot, scheduled emails in Outlook can be canceled by opening the email and clicking the “cancel send” button. This is located directly below the email details (name of sender, recipient details, etc).

If this post doesn’t help you, take a look at Microsoft’s official help page on scheduling emails. Some other outlook guides note that scheduled or delayed emails go to the Outbox, so consider checking there as well depending on what version of Microsoft Outlook you’re using.

Note: I’m posting this article because I wasted a few minutes being confused about where to find scheduled emails in Microsoft Outlook. So, I may as well spend a few more saving internet strangers some time. Feel free to send me your thanks or corrections on LinkedIn if you feel inspired to do so.

Microsoft Outlook isn’t my top pick for a web or desktop email service, but you know how it is — sometimes you’re just stuck with it.

Changelog

This post is updated as of August 2019 for Microsoft Outlook version 16.28, Outlook 2019.

Many email clients including Outlook give you an option to schedule your emails. So after composing them, you don’t have to send them immediately. You can willfully delay the delivery of an individual email. You can set the date and time by having them saved in the Outbox and get sent only at the specified time. In this article, learn how to schedule or delay email delivery in Outlook.

For Office 2007

The steps are a bit different for users of Office 2007 and those of subsequent versions. Let’s look at the steps for Office 2007 users first.

  • Open the email message or compose one
  • Open the Options tab and then More Options group. Within it, click on Delay Delivery
  • From the Delivery Options menu, check the ‘Do not deliver before’ box
  • Set the delivery date and time
  • When you click send, the message will not get send before the time and date you’ve specified. You also don’t have to be online to get the message sent. Outlook will send it for you

The above steps are for a single email. If you want to delay the delivery of all the emails you sent out, follow the steps instead:

  • Open Tools menu
  • Then, select Rules and Alerts and then New Rule
  • There are two steps to complete. In Step 1:
  • Select a Template box, then go to Start from a Blank Rule and click on Check messages after sending. Hit Next
  • Select Conditions list, opt for the options you need, and click Next
  • If you leave out all the check boxes, you’ll be presented with a confirmation dialog box. Clicking on Yes will apply the settings to all messages you send from Outlook
  • In the Select Actions list, define the delay time in defer delivery by a number of minutes
  • In Step 2:
  • Edit the rule description box, then click on a number of (which is underlined). Input how long you want the emails to be held before sending. Enter the number of minutes. It can be as high as 120 minutes
  • Click Ok and then Next to proceed further
  • If there are any exceptions you want to have for any email ID or message group, specify them or click Next to proceed
  • Then again in Step 1, Specify a name for the rule box you created
  • To apply this rule, click the check box that reads Turn on this rule
  • Finally, click Finish

For Newer Versions

If you’re using newer version of Outlook, here are the steps to follow:

  • Open an email you want to sent or compose a new one
  • Locate the Tags group in the Ribbon and click on the arrow which would open more options
  • Find the Delivery options section and tick the Do not deliver before check box
  • Specify the delivery date and time of your choice
  • Click on Close

This will save the email massage and send it at the specified date and time. In case, you choose to send it immediately, repeat the above process and uncheck the Do not deliver before option.

If you want to delay the delivery of all messages, follow these steps:

  • Click on File, then Manage Rule & Alerts, then New Rule
  • There are two steps, in Step 1:

How to schedule or delay sending email messages in outlook

We will walk you through the process of scheduling an email in Outlook. Outlook 2019, 2016, 2013, 2010, and Outlook for Microsoft 365 are all supported.

  • Scheduling Delayed Email Delivery in Outlook
  • Create a Send Delay for All Emails
  • What Happens If Outlook Is Not Running at the Appropriate Time for Delivery?
  • What If There Is No Internet Connection Available at the Time of Delivery?

Scheduling Delayed Email Delivery in Outlook

Microsoft Outlook allows you to schedule email messages to be sent at a later date and time rather than immediately.

  1. Click on New Email. Alternatively, you can select an existing email and choose Reply, Reply All, or Forward.
  2. Compose and address the message in the message window.
  3. Select Delay Delivery from the Options tab.
  4. In the Properties dialog box, under Delivery options, check the box labeled Do not deliver before.
  5. Enter the date and time of the email’s delivery.
  6. Click Close.
  7. Click Send in the message window.
  8. Navigate to the Outbox folder to locate email messages that have been scheduled but not yet sent.
  9. To change the delivery time or date, open the email in a new window, navigate to Options > Delay Delivery, and reschedule the send time.
  10. To immediately send a scheduled email, open it in a new window, return to the Delay Delivery screen, uncheck the box next to Do not deliver before, and then press Close followed by Send.

Create a Send Delay for All Emails

You can create an email message template that incorporates a send delay into all messages you create and send automatically. This is beneficial if you frequently make changes to an email you’ve just sent, or if you’ve sent an email hastily.

By defaulting all your emails to a delay, you prevent them from being sent immediately. This provides you with an opportunity to make changes or cancel them if they fall within the duration of the delay you specify.

To create an email template with a send delay, follow these steps:

  1. Select the File tab.
  2. Select Manage Rules and Alerts from the Info > Rules and Alerts menu.
  3. Then, select New Rule from the Email Rules tab in the Rules and Alerts window.
  4. In the Rules Wizard, navigate to the section Start with a blank rule, select Apply rule to messages I send, and then click Next.
  5. Select the check boxes next to the options you want to apply to sent messages in the Select condition(s) list. Clear all check boxes to apply the delay send to all messages. Then choose Next.
  6. If all check boxes have been cleared, a confirmation box appears. If Yes is selected, the rule will be applied to all sent messages.
  7. In the Select action(s) list, check the box labeled Defer delivery by a specified number of minutes.
  8. Select a number of from the Edit the rule description list.
  9. In the Deferred Delivery dialog box, specify the number of minutes for which emails should be delayed before being sent. Maximum duration is 120 minutes. Then choose OK.
  10. Select Next in the Rules Wizard.
  11. Check any applicable exceptions, then click Next.
  12. Type a descriptive name in the Specify a name for this rule text box.
  13. If it is not already checked, check the Turn on this rule check box.
  14. Click the Finish button.
  15. To save the changes, click OK in the Rules and Alerts dialog box.
  16. When you click Send on an email, it is stored in the Outbox or Drafts folder for the specified amount of time before being sent.

What Happens If Outlook Is Not Running at the Appropriate Time for Delivery?

If Outlook is not open and running at the scheduled delivery time for a message, the message is not delivered. When you restart Outlook, the message is immediately sent.

What If There Is No Internet Connection Available at the Time of Delivery?

If you are not connected to the internet at the scheduled delivery time and Outlook is open, Outlook will attempt but will fail to deliver the email at the specified time. An Outlook Send/Receive Progress error window will appear.

Outlook will also attempt to send the message again at a later time. Outlook sends the message once the connection is restored.

If Outlook is configured to work in offline mode at the scheduled time of delivery, Outlook will send the message automatically as soon as the account associated with the message becomes available again.

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Delay or Schedule Sending Email Message in Outlook

Have you ever faced these situations?
1. Found that you forgot to CC to someone else in the email you just sent
2. Forgot to attach files or add subjects in the email
3. Want to change the content but the email has already been sent and has no way to withdraw

If these always happen to you, you’d better read this article, which shows you how to delay or schedule sending emails in Outlook. With this setting, the email will be sent a few minutes later after you click the “Send” button so that you can check and change it before it is sent.

Steps to Delay/Schedule Sending Emails in Outlook 2010/2013

Step 1. Choose “File” > “Info” at the very beginning.

How to schedule or delay sending email messages in outlook

Step 2. Select “Manage Rules and Alerts” in the “Account Information” list.

How to schedule or delay sending email messages in outlook

Step 3. Go to “Rules and Alerts” and choose “New Rule“.

How to schedule or delay sending email messages in outlook

Step 4. Select “Rules Wizard” > “Start from blank rule” > “Apply rule on messages I send” as shown in the interface.

How to schedule or delay sending email messages in outlook

Step 5. Tick “on this computer only” in “Step 1: Select condition(s)” list.

How to schedule or delay sending email messages in outlook

Step 6. Tick “defer delivery by a number of minutes” and click on “a number of“. Then, you will get a pop-up window. Choose how many minutes you want.

How to schedule or delay sending email messages in outlook

Step 7. Tick “except if the subject contains specific words” > choose “specific words” > enter the specific word in the “Search Text” screen.

How to schedule or delay sending email messages in outlook

Note: Enter other exception words and hit on “OK” and confirm the exception rule by clicking on “Next” in the next window.

How to schedule or delay sending email messages in outlook

Step 8. Enter the name of this rule and enable “Turn on this rule“. Choose “Finish” to move on.

How to schedule or delay sending email messages in outlook

That’s it. Outlook delay delivery setup is not that complex even though there are many steps to choose, tick or enable, it is not complex at all, isn’t it? Try these steps on your Outlook and you will benefit a lot from it when you are sending Outlook emails.

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How to schedule or delay sending email messages in outlook

💡Top tip of the day!🪄

Did you know that you can delay e-mails and messages in Outlook? Perhaps you’ve used the possibility to delay or schedule sending email messages?

✨With Viva Insight Service Plan it is even easier!

My colleague Lesley (check out her Viva Visionary blog here) and I work in different time zones. We are communicating via Teams, so this way we can both collaborate and communicate off-synch, and it works perfectly. 😀👍🏽

If Lesley was a customer or vendor, and we don’t have a shared team in Teams, I might want to send her an e-mail. However, I might be writing my e-mail at 5 AM in the morning, or at 10 PM at night, as this time worked for me. Still, even though Lesley most likely has set her ❗alerts and notifications to 🔖not disturb if outside normal ⏰work hours, it can be a good idea to delay sending the e-mail so it arrives at least within her normal working hours.

🙆🏽‍♀️In any case, I have written the e-mail, so it’s out of my hair and I can go an do something else on my To-Do list (I hope you too have discovered Microsoft To-Do by the way).🎉

Using the Viva Insight Add-in in Outlook the e-mail will automagically be delayed until her next work day.

How to delay sending e-mails

When you start a new e-mail in Outlook you might not see any Viva Insight Add-in, and it may look like this:

How to schedule or delay sending email messages in outlookStarting a new e-mail from Outlook. Click the 3 dots (elipse) in the top right corner of the e-mail to see the menu.

Click the 3 dots in the top right corner (ellipse), then choose “Viva Insights” under “Add-in” and you will see a menu for the email. If you haven’t written any name in the “To” field, you’ll get this type of menu:

Write the name of the person in the “To”-field and then click the 3 dots in the top right corner, and some magic will happen…well, yes, it is a little bit of magic! Click “Viva Insight” in the Add-in menu and very soon you’ll see a line pops up above the “To”-field.

Schedule time for email-arrival

As you see in this example, the e-mail will be send on Monday, February 28th, even though I am sending this on a Friday. The reason for this is that we have meeting-free Fridays in CloudWay, and in Viva Insights we have set work days to Monday-Thursday, hence, not to be disturbed on Fridays (unless we want to be disturbed 😉).

How to schedule or delay sending email messages in outlookViva Insights let me plan when the email will be sent, regardless of when I am writing it

⌛In the delay sentence I can even schedule the time the e-mail should be sent. Click the “Schedule send|Feedback” link, and you can schedule for when the e-mail will be sent out.

How to schedule or delay sending email messages in outlook

Good luck and enjoy gettings things done!😀✨✔️

How to schedule or delay sending email messages in outlook

Outlook is one of the best email clients for Windows 10 since it offers many features like multiple signatures, delay delivery, encrypted email, etc. One lesser-known feature of Outlook is delayed delivery where you can schedule emails to go out at a later date and time. If the Outlook Delay Delivery is not working on your Windows computer and you cannot defer email delivery, here are some solutions you can check out.

Fix Outlook Delay Delivery Not Working on Windows

It is recommended to go through all the steps one at a time until the issue is fixed.

1. Verify Delay Delivery Settings

When you get this particular problem, it is better to start the troubleshooting job with Outlook’s Delay Delivery Settings. If you have disabled or turned it off earlier by mistake, you will end up wasting your time by following other solutions.

You will find Delay Delivery setting under the Options tab while composing an email in the Outlook desktop app. However, if this option didn’t work for a particular email, you will find the mail in the Outbox folder. In that case, go to the Outbox folder on your left side and double-click on the email to open the Compose window.

Next switch to the Options tab and click the Delay Delivery option.

How to schedule or delay sending email messages in outlook

Now check if the Do not deliver before setting is set up correctly or not. If there is a wrong time or date entered, rectify it and click the Close button to save changes.

How to schedule or delay sending email messages in outlook

If it doesn’t help, the following solutions might.

2. Check Rules for Delaying the Delivery

Outlook has two options to delay the delivery of an email – Delay Delivery setting and Custom Rules. If you have created a rule earlier to defer an email delivery, the original Delay Delivery option might not work or create a conflict.

Let’s assume that you have set the Delay Delivery time to 10 minutes from the current time. On the other hand, you have a custom defer delivery rule applied on your current email which is set as 15 minutes. In that case, there is a high possibility of facing the Outlook Delay Delivery setting not working issue in Windows 10 PC.

Therefore, you have three options to fix the problem – customize the existing rule, customize the email, or delete the rule. Instead of deleting the rule for one email, you should consider tweaking it a bit and check if that resolves the issue or not.

You can follow these steps to customize the rule.

1. Click on the File menu and select the Manage Rules & Alerts option.

How to schedule or delay sending email messages in outlook

2. Select the rule you want to change, click on the Change Rule button, and select the Edit Rule Settings option.

How to schedule or delay sending email messages in outlook

3: Now, you can change or tweak the rule so that it is not applicable to the email you are trying to send.

3. Create a New Profile

At times, you might get this issue due to your existing Outlook profile, which is different from the Outlook or Microsoft account. The Outlook app creates a device-based profile to manage all the email accounts. Therefore, you can try creating a new one and check if it solves the issue or not.

1. Click on the File menu in the Outlook app and select Account Settings > Manage Profiles.

How to schedule or delay sending email messages in outlook

2: Click on the Yes option in the User Account Control (UAC) prompt and select the Show Profiles button.

How to schedule or delay sending email messages in outlook

3. Click on the Add button, enter a profile name, and click the OK button.

How to schedule or delay sending email messages in outlook

4. Enter your email account credentials that you want to add to the Outlook app.

5. Once it is set up, try using the Delay Delivery feature again.

4. Repair PST Files

There are two Outlook Data Files named .pst and .ost that might get corrupted over time due to malware, adware, or virus attack. In such cases, you can repair the .pst file on your computer so that the Delay Delivery option starts working again.

1. Open This PC on your Windows 10 computer and go to the following folder location:

However, if you are using an older version of Outlook, you need to visit a different location:

2. Double-click on the SCANPST.EXE file and click the Start button.

How to schedule or delay sending email messages in outlook

3. If it finds an error, you can check the report and click the Repair button.

How to schedule or delay sending email messages in outlook

4. Once done, you can close this window and open the Outlook app. The delay delivery feature in Outlook should work.

5. Check Date and Time on Windows PC

It is probably the last thing you need to check and change. As the Outlook app fetches time from your system’s Date and Time settings, it is a good idea to check whether you are using the correct time zone or date and time settings.

1. Press Win+I to open Windows Settings and go to Time & Language section.

2. From here make sure that the date, time, and time zone are set as per your current location. If not, you can change them accordingly.

How to schedule or delay sending email messages in outlook

3. Restart your computer and open the Outlook app.

Is Outlook Delay Delivery Working Now

Outlook Delay Delivery is a handy option you can use to defer email delivery, and you might feel annoyed when it is not working. However, it is quite easy to get rid of this issue by tweaking the rule and repairing the .pst and .ost files.

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Sudip is a freelance writer who has over nine years of experience in content writing. He loves to write about almost anything related to PC and mobile apps, how-to guides, tricks, and more.

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Use a rule in Outlook to delay email messages

Use a rule in Outlook to delay email messages

By creating a delay rule, you can control when Outlook sends specific messages. Susan Harkins explains.

We all work differently and there’s no reason you can’t configure Outlook to accommodate your needs, when possible. For instance, you might write emails, but want to send them at a specific time. Maybe you want to edit the email later or you have some kind of timeline to maintain. One way to do this is to save messages to the Drafts folder until you’re ready to send them and then send them manually. If you do this as a matter of routine, you might want to create a delay rule.

For example, you might want to delay messages for an hour, giving you ample time to return later to make last minute changes. To create a delay rule, do the following:

  1. In the Mail window, click the Home tab.
  2. In the Move group, click the Rules dropdown.
  3. Choose Manage Rules & Alerts.
  4. In the resulting window, click New Rule.
  5. In the Start From A Blank Rule section, select Apply Rule On Messages I Send.
  6. Click Next twice and then Yes (you don’t need to set a condition at this point, but you could).
  7. Check the Delay Deliver By A Number Of Minutes option.
  8. In the step 2 pane, click the a number of minutes link, enter 60, and click OK.
  9. Click Next. In the next window, you could specify exceptions to your delay rule.
  10. Click Next.
  11. In the last pane, enter a name, such as Delay Send Rule.
  12. Click Finish, and then OK.

Delay rules come with an inherent problem-Outlook will send messages when the time arrives, regardless of your intentions. In addition, a delay rule like our example will impact all of your mail, not just those you actually need to delay. In other words, a delay rule might have some unfortunate repercussions, so use these rules judiciously.

Click to viw Catalyit or The Bezos Letters.

T here are times when I want to delay sending an email to a later date and time. The most common reasons why I do this are:

How to schedule or delay sending email messages in outlook

  • I want to answer an email but not send it until regular office hours. I may be working late at night or on the weekend, but don’t want the recipient to feel compelled to answer immediately.
  • I want to automate sending an email at a specific time.

Fortunately, Outlook has the ability that allows you to schedule when you want an email sent. It’s a simple setting within the Outlook email options.

Schedule Sending an Email in Outlook

If you want a specific message to go out at a particular time, the simplest solution is to delay its delivery. Here are the steps to schedule an email in Outlook:

1. When composing a message, do the following: On the Options tab, in the More Options group, click the Delay Delivery button.

2. In the Properties dialog box, under Delivery options, put a tick in the “Do not deliver before” checkbox and set the desired date and time.

3. Click the Close button.

How to schedule or delay sending email messages in outlook

4. When you’ve finished composing your email, click Send in the message window.

A scheduled mail will be waiting in the Outbox folder until the specified delivery time. While in the Outbox, you are free to edit or delete the message.

It is a simple Outlook tool that helps make sure your email is sent when you are ready.

How else would you use the Outlook scheduled email function?

Please note: I reserve the right to delete comments that are offensive or off-topic.

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4 thoughts on “ How to Schedule Sending an Outlook Email ”

There exists an add-in for Outlook named OffHours: https://ivasoft.com/offhoursaddin.shtml

Thanks Steve for all your communications and hints.

I utilze that tool in Outlook as well but the issue is that it just sits in the Outbox – as you mention – but in my case – usually not always depending on what computer I am using – I use a laptop and don’t keep Outlook open hence it does not go out until I start my computer back up. I don’t think it’s any different if on Exchange Server or 365 as it’s still resident in the Outlook I used to send/delay the email.

All in all it is an “okay” solution for those items you do after hours and don’t want to bug people when you are thinking/dealing with it.

I also took your lead on Active Words and have been in contact a few times with Buzz and as much as I think the idea is great I don’t get out of Active Words what I do out of Microsoft Quickparts. I don’t get the graphics and like Quickparts it occasionally does not pop when I put in the catch/trigger info… oh well I do need to correct myself it does but many times it’s not when or where I want it. I continue to attempt to use it but I am getting fustrated with it. Sorry Buzz it’s not quite robust enough for my likings.

I don’t know if you have hit this one yet but I’m a HUGE copy/cut/paste person – like many I’m sure – but the Windows 10 Clipboard key sequence of using the Windows key and V is awesome. The first time you use Windows + V it will prompt to turn it on after that all Copy/Cut/Paste is a total breeze.

As always appreciate the hints you provide me and many many others.

Matt, thanks for sharing this tip. What an interesting way to maximize your results. I hope people read your comment!

My staff and I use this routinely with underwriters. In “Thinking Fast and Slow”, Nobel Prize Winner Danny Kahneman convincingly shows that if you are looking for someone to make any type of exception, it is best to ask first thing in the morning or right after lunch. If you need an exception on an account do not do it late-morning or late-afternoon.

Here is quick summary of that section of the book in Business Insider:

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The emails will be coming from Catalyit.com, so if you want to continue to receive TechTips, be sure to safelist this domain.

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I have authored many articles that have appeared in virtually every insurance industry publication. Recently, I had the honor of being named one of the top 150 LinkedIn Top Influencers. My wife tells me I have a knack for translating “geek speak” into easily understood concepts.

How to schedule or delay sending email messages in outlook

  • May 7, 2019
  • How to schedule or delay sending email messages in outlookMaryann Dobrowolski
  • 4 min read

Microsoft Outlook has a ton of amazing features that are often overlooked (because there are so many). One that people often miss is “Delayed Delivery”. This feature allows you to compose an email to be sent at a later date or time as you wish, which is great for sending reminders, emailing at specific times, or lowering exceptions on your response time. That last one is a joke — or is it?

Delayed Delivery in Outlook 2019

Start by composing an email as you normally would. Fill in the subject, body, etc.

How to schedule or delay sending email messages in outlookCompose new email

Select the “Options” tab in the email window’s toolbar:

How to schedule or delay sending email messages in outlook

The “Delay Delivery” button is located to the right side of the ribbon, in the “More Options” section:

How to schedule or delay sending email messages in outlook

Click the icon and a new pop-up window will appear containing a variety of options. Locate the “Do not deliver before” option in the Delivery Options section of the window – it will automatically default to a time in the near future.

How to schedule or delay sending email messages in outlook

Change the date by either typing in a new date or clicking the drop-down menu and selecting the day and time you want to the email to be sent:

How to schedule or delay sending email messages in outlook

Once you’ve set a delivery day and time, click “Close” to close the window. The “Delay Delivery” option will now be a darker color, indicating that the setting is in use.

How to schedule or delay sending email messages in outlook

Finally, click “Send” as usual to finalize the email and it will be sent at the time you’ve specified.

Locating Delayed Emails

If you have a need to edit or delete an email scheduled for a delayed send, you just need to know where to find it. Delayed emails that have not yet been sent are located in your Outlook “outbox” folder.

How to schedule or delay sending email messages in outlook

To edit an email, simply open it as usual, make any necessary changes, and then click “Send.” The email is scheduled for a delayed delivery, and will remain in your inbox until it is ready to be sent.

Deleting Delayed Emails

To delete the email entirely, you have to open the email and disable delayed delivery by unchecking the “Do not deliver before” option.

How to schedule or delay sending email messages in outlook

Tip: Deleting a scheduled email by clicking the delete button will send the item to your deleted items folder. Emails in this folder with delayed delivery options will still be sent, so be sure to remove any delayed delivery options from emails you wish to permanently delete.

This feature is currently only available in in the desktop version of Outlook, but I expect to see the functionality in mobile apps and webmail in the future – it’s just too useful of a feature to limit to desktops! Give it a try the next time you need to send an email on the weekend but don’t want to set the precedent of working off the clock.

How to schedule or delay sending email messages in outlook

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How to schedule or delay sending email messages 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.

How to schedule or delay sending email messages in outlookDelay Delivery button” width=”468″ height=”131″ src=”https://www.howtogeek.com/pagespeed_static/1.JiBnMqyl6S.gif” onload=”pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon(this);” onerror=”this.onerror=null;pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon(this);”/>

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

How to schedule or delay sending email messages 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.

Ordinarily, you probably want your email to be delivered as quickly as possible – after all, why would you want to slow down your communication?

There are times, though, when it makes sense to ensure your email arrives at a scheduled time. You might write a work-related email late at night but not want it to appear in the recipient’s inbox until the start of the work day, for example.

Whatever the reason, if you use Microsoft Outlook, you can easily schedule email for a specific delivery time.

Here’s how to do it using the Outlook app on your Mac or PC.

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How to schedule an email in Microsoft Outlook for PC

1. Open Outlook and create a new email message as you ordinarily would — but don’t send it.

2. At the top of the email message window, click “Options” to switch to the Options ribbon.

3. In the ribbon, click “Delay Delivery.”

4. Make sure there’s a checkbox next to “Do not deliver before” and specify the date and time that you want the email to be sent. When you’re done, click “Close.”

5. Click “Send” to send the email message as you usually would.

The email will wait in your Outlook’s Outbox and not be sent until the specified time.

How to schedule an email in Microsoft Outlook for Mac

Note that on Mac, you can’t schedule emails if you’re using a Gmail, Yahoo, or iCloud account.

1. Open Outlook and write an email as you usually would, but don’t send it.

2. Next to the send icon in the top-left, there will be a small arrow pointing downwards. Click it, and then select “Send Later.”

3. Enter the time and date that you want the email to be sent at.

4. Click the send icon. Your message will stay in your Drafts folder until the specified date and time hit, at which point it’ll be sent.

Our customers often ask questions about support of this useful feature in Microsoft Office Outlook, with mass mailing as well. And we are glad to confirm: scheduled mail delivery in the Outlook E-Mail client is fully supported by our Send Personally for Outlook add-in!

(Other methods exist as well – we placed short description of them at the very end of this article).

Let’s see how it works in Outlook 2016 (365)

Compose New message in Outlook and Delay delivery to recipients

How to schedule or delay sending email messages in outlook

While composing a message, we select the “Delay Delivery” option in the “Options” Ribbon tab.
More Options to set a delivery delay. And in the Message Properties dialogue, set my delivery date and time.

In the next step, we are selecting recipients: we can type or paste them in line, use Outlook Contacts, Address Book, incl. GAL, Distribution Group, or all these methods together:

How to schedule or delay sending email messages in outlook

By the way, Send Personally eliminates duplicates in you mailing – so, even if your distribution lists contain the same addressees, they will not get duplicated messages.

Recipients’ data format for replacing macros

Two moments worth knowing here with the recipients’ names:

1. The data to replace “name” macros is retrieved by Send Personally from the “To” field.
The %USERFIRSTNAME% and %USERLASTNAME% macros can be processed correctly if recipients’ data in the To field looks like:

(This recipient data format corresponds to RFC 822 IS)

If only e-mail address can be obtained from the “To” field – Send Personally will process the whole portion before @. And therefore, both %USERFIRSTNAME% and %USERLASTNAME%, and also %USERNAME% might be replaced with the same data:

How to schedule or delay sending email messages in outlook

If you use Outlook Contacts – recipient’s data is retrieved from the “Display as” or “File as” contact field.

And here, after scheduling our message, we can start with the main part of our task – message text.
Depending on the source of our text and our recipients’ e-mail clients, we can type our message in Outlook, or use our pre-designed HTML form (the code).

This order is not critical if you type your message directly in the message body in Outlook – you can start from the text if you wish.

But if you are going to use a HTML code, this step should be the last one – editing message any way after inserting code will enable Outlook editor. So, with the HTML code, you will need to click “Send Personally” right after closing the form, without any further “touch” to any option in the opened message.

Type message text using Outlook message editor

How to schedule or delay sending email messages in outlook

Using pre-designed HTML code in message body

1) We can copy and paste your HTML code to the form;
2) Loading from a file saved in the webpage format (.htm, .html) is supported as well;
and just use add-in context menu to add macros, copy and paste to the message text – we open it with the right-click mouse button in the editing pane:

How to schedule or delay sending email messages in outlook

And Send Personally starts generating personal messages once we click on its button:

How to schedule or delay sending email messages in outlook

All individual messages appear in Outbox: they will stack there until their scheduled sending time come, you can even click “Send All” for other messages you wish to send – that option will not affect your scheduled messages:

How to schedule or delay sending email messages in outlook

Other known methods to delay or schedule mail delivery in Outlook

1) You can configure an alternative account in your Outlook, then Send/Receive Group, and schedule sending messages sent through this account at specified time in the Send/Receive Group settings. Your messages sent through that account will appear in your Outbox and stack until that time.

Or, set up Send/Receive Group for scheduled sending with your default account – but it will be applied to all your messages.

2) You can just stop all your messages in Outbox:

under File-> Options-> Advanced, disable “Send immediately when connected” (please also check your settings for Send/Receive groups – they might be configured for sending by schedule).

Your messages will stack in Outbox – until you click manually on “Send/Receive” or “Send All”.

3) Switching to “Work Offline” in Outlook may also help you – but for all your messages, without exceptions.

4) Or, probably, our add-in – Batched Mail – may be of some interest to you – it allows delaying sending messages, sending them in portions, with the filtering system as well.

5) You can also contact your mail server administrator: server rules for outgoing messages can be used to delay messages too.

At some point or another, almost all of us have felt the pang of regret after hitting the send button without delay.

At some point or another, almost all of us have felt the pang of regret after hitting the send button without delay. Maybe you have sent the mail to the wrong John Smith, accidentally cc’d in the client you are discussing or just realised that the email was a bad idea in the first place.

Luckily, Microsoft Outlook includes a feature which can help you avoid these situations. The delay email feature adds a delay between clicking the send button and actually delivering the mail, allowing you enough time to cancel the message.

While this feature is by no means a secret, in our experience it is rarely used. We recommend that every professional adds a delay to their email to avoid these kinds of situations. And to help you out, we explain step by step how to do just that below.

Delay delivery of a single message

It is possible to delay the delivery of a single email which can be useful if you want to tailor the delay based on the recipient or content. To do this:

  • First, click the Options tab in the compose email window
  • Next, click the Delay Deliveryicon
  • Under Delivery options, check the Do not deliver before box
  • You can then select a specific time and date to deliver your current mail

When you click the send button, this email will remain in your inbox until the specified time. If you decide you want to send the email immediately, you can simply open the mail, uncheck the Do not deliver before button, save and then click send.

Delay delivery of every message

You can also choose to add a standard delay defined by you to every email sent from your mailbox. To add this rule:

  • Click on the Filetab
  • Next, click the Manage Rules & Alertsicon
  • On the Rules and Alertswindow, click New Ruleto open the Rules Wizard
  • Select the Apply rule on message I sendand then click next
  • To apply this rule to every email, do not select any of the conditions and click next
  • On the Select actionswindow, check the defer delivery by a number of minutesbox
  • Under Step 2,edit the rule by clicking the underlined a number ofand select the desired amount of time
  • Click next and then choose any exceptions you want to create, otherwise click next again
  • Next, enter a name for the rule and ensure the Turn on this rulebox is checked
  • Click Finishand your rule is now applied

The next time you send an email, it will be stored in the outbox for the specified amount of time.

Now that you know how to avoid this emailing disaster, make sure to check out our 10 Email Mistakes to Avoid blog post to ensure that you never regret hitting the send button again.

Can’t send delayed email immediately in outlook

I’m using a 5 minute delay rule in outlook for sending all emails. Sometimes I need to override this rule but there is nothing in common in the emails I need to send immediately. Therefore I cannot set up an exception in the delay rule. My problem is that even if I click on the send/recieve button in outlook, my email won’t be sent until after 5 minutes have passed. In the past I’ve been able to use this method to ‘override’ the delay rule but not anymore. Could you please help me fixing it?

(I’m using an Office 365 email account)

Hi @Azazel90-6698,
It has been a while, how is everything going? Have you got your issue fixed?
I’m writing to see if the reply above is helpful to you.
If you think my reply is helpful to you, please remember to mark it as an answer. Thanks for your understanding and support.

This doesn’t work for me. The problem is when the email is already in the outbox. I then retrieve it and change the category to “send now.” That doesn’t work. Can you help? I use Outlook 365. Also of note: if I create an email and select the “send now” category before initially hitting “send”, the delay is overridden and the email sends immediately.

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It’s simple. We could just edit these specific email messages to make them have something in common so that they can bypass your Outlook rules. For example, like below:

Modify your Outlook rule to add exceptions

Then when you editing email messages which you would like to send out immediately, add category like below
How to schedule or delay sending email messages in outlook

Click Close and continue to edit your email messages, and send it out.

You do not need to worry about that the recipient will see the category, according to my tests, the category you set will only stay in your mailbox and the recipient will only see the normal email messages.

Hope this can be helpful.

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Thank you but this is not an acceptable solution for the client. They want the original method back: clicking on send/recieve. This has worked for years. Is there a way to get this working again? Why doesn’t it work anyway? Has there been an update that ruined this function?

Thanks for your reply.

May I ask what office version did you use before(in which the send/receive method could help send emails out immediately)?

As I know, it is Negative. I tested in older versions of Outlook like Outlook 2013 and newer versions like Outlook 365, in both versions, manually clicking send/receive will not make any difference. Technically, after Outlook rules processing those emails, they will go to the Outbox folder and if you check the properties of this email, you will find its properties has been automatically updated based on the time you click the send button, like below:

So, manually clicking send/receive indeed will only update all your folders but make no changes here. And I think it should be by design.

Hi @Azazel90-6698,
Just checking in to see if above information was helpful. If you have any further updates on this issue, please feel free to post back.

Gmail had introduced an interesting feature called “Undo Send” which recalls a sent email. The user can recall a sent email within 30 seconds of sending it using this feature. After that, the email is sent permanently to the receiver. Microsoft Outlook has a similar feature of recalling an already sent email which can be very useful in some circumstances.

This Undo Send feature needs to be manually enabled through their account settings in Gmail. Similarly, the feature in Outlook also needs to be enabled to recall a sent email.

There are several methods through which you can either recall a sent email or prevent it from being sent at all. This article discusses how you can recall a sent email in Outlook, or delay it from being officially sent after you have clicked the Send button.

Table of contents

  • Setup Undo Send in Outlook By Delaying Email
  • Delay/Schedule Sending a Specific Email in Outlook
  • Recall a Sent Email in Outlook
  • Conclusion

Setup Undo Send in Outlook By Delaying Email

You can defer the sent emails by using Outlook rules. This method delays an email from being officially sent to the receiver by the number of minutes you configure in the rule. Although this method focuses on Outlook 2021, it can also be applied to earlier versions of the app.

Follow the instructions below to set up rules for deferring sent emails.

  1. Open Outlook and click File from the top ribbon menu.
  2. From the Info tab, click Manage Rules & Alerts.
  3. From the pop-up Rules and Alerts window, lick New Rule.
  4. From the Rules Wizard, select “Apply rule on messages | send” and click Next.
  5. On the next page, leave everything unchecked and click Next.
  6. On the confirmation popup, click Yes.
  7. Now check the box next to “defer delivery by a number of minutes” and then click the hyperlink highlighted “a number of” under the Step 2 section.
  8. In the popup Deferred Delivery window, enter the number of minutes you want to delay the email by (between 1 and 120 minutes) and click Ok.
  9. Back on the Rules Wizard, click Next.
  10. On the next page, leave everything unchecked and click Next.
  11. Now set a name for the rule and ensure that the box next to “Turn on this rule” is checked. Then click Finish.
  12. Now back on the Rules and Alerts window, click Apply and Ok.

Now all your sent emails will wait for the configured number of minutes before being officially sent to the recipient.

If you have accidentally hit the send button or want to make any changes to the email, you can easily stop the email from being sent by moving it from the Outbox folder to Drafts.

Delay/Schedule Sending a Specific Email in Outlook

The above-mentioned method applies to all emails being sent from your Outlook profile. If you do not want to delay emails but only want to schedule an email to be sent later, follow the steps:

  1. While composing an email in Outlook, click Options from the ribbon menu, and then click the ellipses (3 dots) from the expanded menu, click Delay Delivery.
  2. From the popup window, ensure that the box next to “Do not deliver before” is checked, and then adjust the date and time of delivery from the drop-down menu in front of it.

Now, when you click the Send button, the email will not be sent. It will now automatically be delivered to the recipient at the configured time.

Recall a Sent Email in Outlook

Note: This method only works if you have an IMAP account configured on Outlook. Furthermore, it will also not work if you have an email address ending with @outlook.com, @hotmail.com, @live.com, or @msn.com. This is because these are web-based email services and once an email is sent, it cannot be recalled.

If you have already sent an email, Outlook has a secret option to recall it if it has not been opened by the recipient. Follow the steps below to recall a sent email in Microsoft Outlook:

  1. In Outlook, go to the Sent Mail folder and open the email you want to recall by double-clicking it.
  2. Click on the ellipses (3 dots) from the ribbon menu, expand Actions, and then click Recall this message.

    Note: If you do not see the “Recall this message” option, it may be because you do not have a Microsoft Exchange account.

  3. You will now see a popup with the following 2 options. Select the one you need and click Ok.
    • Delete undread copies of this message.
    • Delete unread copies and replace with a new new message.

Any unopened emails that you have sent will now be deleted/replaced from the recipient’s end.

Conclusion

These are the methods you can delay an email from sending, or recall an already sent email.

That said, there is currently no method to recall an email from web-based Outlook.com, since it is a web server, and once the email has left your account, it is beyond your control. Microsoft sheds light on this in their blog post.

Usman Khurshid is a seasoned IT Pro with over 15 years of experience in the IT industry. He has experience in everything from IT support, helpdesk, sysadmin, network admin, and cloud computing. He is also certified in Microsoft Technologies (MCTS and MCSA) and also Cisco Certified Professional in Routing and Switching.

Most of us are faced with a constant barrage of emails all day long. While most emails don’t even require our attention, let alone interaction, some do require planning. Should I reply now or later is one of the many questions that need to be answered. Microsoft wants to make life simpler with the Send later option that allows users to schedule emails in Outlook.

How to schedule or delay sending email messages in outlook

The scheduling feature is available on all platforms and for all users, irrespective of whether you are using it for free or on a paid plan. So you can compose and schedule an email. There are other scenarios where that comes handy, whether it is a meeting or an important cold mail.

Let’s understand how it works.

How to Schedule Emails in Outlook on Web

Step 1: Open Outlook in your favorite browser and sign in using your Microsoft account. Click on the New message blue button in the top left corner of the screen to compose a new email. You can also reply to an email in the Inbox.

How to schedule or delay sending email messages in outlook

Step 2: Compose your message as you would normally do. Click on the arrow next to the Send button to reveal a menu with Send later option. Select that.

How to schedule or delay sending email messages in outlook

Step 3: Set the date and time of the email in the pop-up that follows. Click on Send to save changes.

How to schedule or delay sending email messages in outlook

You will find all scheduled emails in the Drafts folder in the left sidebar. I know. It should be under the Scheduled folder instead. During my test, emails were sent at the scheduled date and time every time, and there is an option to cancel the scheduled email.

How to schedule or delay sending email messages in outlook

Click the pencil icon before Cancel Send option to edit the email or date and time it is scheduled to go.

How to Schedule Emails in Outlook on Android and iOS

There is no way to schedule emails in Outlook via the Android or iOS app. That’s strange seeing how even Gmail provides this feature on all platforms. There are quite a few user requests for the feature too. I suggest you submit your vote and ask others to do the same as Microsoft takes this seriously.

Fortunately, there are plenty of third-party email apps, some of them even free, that will let you schedule emails. We could suggest Spark Email, but there are other options. One of the best-designed email app with nifty features like send later baked in. The steps will remain the same for both Android and iOS versions. For this guide, I am using the Android version.

Step 1: Enter your Outlook email ID and password to set up your account in Spark. Follow on-screen instructions to set it up. You can also add more accounts from the Settings area later.

How to schedule or delay sending email messages in outlook How to schedule or delay sending email messages in outlook

Step 2: Compose a new email or reply to an old one. You will find an airplane icon with a timer in the bottom bar slightly to the screen’s right side.

How to schedule or delay sending email messages in outlook How to schedule or delay sending email messages in outlook

Step 3: There are a couple of default options available for quickly completing scheduling actions. Use the Pick date option to set a custom date and time instead.

How to schedule or delay sending email messages in outlook How to schedule or delay sending email messages in outlook

One email app to rule them all.

How to Schedule Emails in Outlook on Desktop

The Outlook desktop app works a little differently, and Microsoft calls the feature Delay Delivery instead. Here is how it works.

Step 1: Open an existing mail or compose a new one and under the Options menu, select the three-dot menu to click on Delay Delivery.

How to schedule or delay sending email messages in outlook

Step 2: In the pop-up that follows, check the ‘Do not deliver before’ box and choose a date and time based on when you want to schedule the email for delivery.

How to schedule or delay sending email messages in outlook

Click on the Close button, and you can now send the email as usual. All emails that you have scheduled can be found in the Outbox folder. You can open it to edit the content or schedule of the email. Repeat the same steps to uncheck the ‘Do not deliver before’ box to immediately send the email.

Timing Is Everything

I hope Microsoft adds the scheduling feature to its Outlook app on both Android and iOS. Many people read and respond to emails while on the move. Not being able to schedule an email on their smartphone leaves a lot to be desired. Plus, it breaks UI consistency, which is worse. Fortunately, other apps have gone the distance to make sure that users get a premium experience while working with emails. I guess this is why third-party apps are so popular no matter which segment you look into.

Let us know which is your favorite feature or why do you use Outlook email client over others. I am guessing the answer is because my company uses it.

Next up: The Outlook email app is a joy to use with the built-in keyboard shortcuts. Read the post to find the fifteen best keyboard shortcuts for Outlook on Windows and Mac.

Last updated on 02 February, 2022

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.

Outlook’s Send Later Feature: Delay or Schedule Sending Mail in Office 365

Have you ever sent a hasty email and regretted it immediately afterward? Discover how this nifty Microsoft Outlook 365 feature can help you save time and boost your productivity when working with your email.

Are you and your employees spending too much time on email? Are you frustrated by the seemingly endless email threads? Send Later is a fairly recent feature in Microsoft Outlook that allows you to delay your emails’ delivery and specify the date and time you want your messages to be dispatched.

Are you interested in learning more? Discover how you can start exploiting this productivity tool and what it has to offer your business:

How Can You Schedule Delayed Delivery of Emails In Outlook 365?

To delay or schedule sending mail for a later time, follow these ten simple steps:

  • You can either choose New Email or select an existing email and click on Reply, Reply All, or Forward.
  • Compose and address your email in the message window.
  • Navigate to the Options tab and click on Delay Delivery.
  • Under the Delivery Options in the Properties dialogue, choose the Do not deliver before check box.
  • Input the date and time you’d like your email to be sent.
  • Choose Close.
  • Click on Send in the message window.
  • Head to the Outbox folder to view the emails that are scheduled to be sent later.
  • If you’d like to adjust the time or date of delivery, open the message in a different window, choose Options. Next, select Delay Delivery, then finally set another send date and time.
  • On the other hand, if you’d like to send a scheduled message straightaway, simply open the email in a different window. Head back to the Delay Delivery screen, uncheck the box beside Do not deliver before, click on Close and finally Send.

What are the Advantages of Utilizing Outlook’s Send Later Feature? Here are the Benefits Of Using Outlook’s Send Later Feature

  • You’ll Save Time: Sending several emails back and forth can easily eat up a considerable amount of your time. However, by using Send Later, you can cut down on the time you spend on email throughout your day. Instead of responding to an email immediately, you can draft a reply and schedule it to be delivered at a time of your choosing.
  • You’ll Improve Your Productivity: Beyond the advantages it offers individuals, Send Later will also improve your entire office’s productivity. To prevent wasting time with back-and-forth emails, simply ask all your staff to send their internal emails at a specific time each day. As an added measure, you might also wish to have your workers check their emails at a set time each day. This will help everyone stay focused on the task at hand rather than being distracted by an incoming email.
  • You’ll Improve Your Response Rate: Outlook’s Send Later feature is also a great way of enhancing your email response rate. Let’s take the example of an employee who knows that their boss arrives at the office at 9 am. To ensure the boss opens their message as soon as possible, the employee can use Send Later to dispatch their message at 9 am. On the other hand, you may be communicating with a client in a different time-zone. In that case, Send Later can help them receive your email at an appropriate time, whatever the time difference.
  • You Can Rewrite Emotionally Charged Emails: Who hasn’t sent an emotionally charged email only to regret it a few moments after hitting send? While you can never avoid receiving an upsetting email at least once in a while, Send Later can help you prevent any hasty replies. You can use this feature to avoid any hasty words if you find yourself a little hot under the collar.

Looking to Leverage Reliable Microsoft Solutions Support and Grow Your Chicago Business?

Our experienced Microsoft 365 specialists at Outsource IT Solutions Group are eager to help you leverage Send Later to gain complete control of your email.

Let us help you get ahead. Reach out to us now to get started.

How to schedule or delay sending email messages in outlook

Scheduling an email in Outlook can be VERY handy for company announcements or reports you need to send at a specific time. Here’s how you do it with Microsoft Outlook 2007.

Delaying or Scheduling the sending/delivery of an email in Outlook can be very handy for those times when you want to draft and send an email but don’t want it delivered until a specific date and time. Many people do this at work for specific announcements which they don’t want to be sent out to everyone until 8 am the next business day. I personally used this Outlook feature earlier today to send an email with an attachment next week since I’ll be away on vacation (It’s a Monday report).

The way it works is you simply write up your email as you would normally but before you send it, you set the Defer Delivery options. Once set you send the email as normal and the email will sit in your Outbox until the date/time triggers at which point it will be sent. Super simple and handy.

Update 5/19/2010 – Outlook 2010 Users – Please see the latest update here: – How-to Delay or Schedule Email Delivery for Outlook 2010

First, let me demonstrate the steps Outlook 2007 steps in this video:

And how the Step-by-Step How-To Delay the Delivery of an Email using Outlook 2007

1. Click New to create a new Email

2. Click Message Options Popout under Message Tab to display Message Options dialog box.

How to schedule or delay sending email messages in outlook

3. Check Box Do not deliver before: and click Calendar and Time Drop Down to select exactly when you want the message delivered/sent. Click Close when finished.

How to schedule or delay sending email messages in outlook

4. Click Send if your email is ready to be sent.

How to schedule or delay sending email messages in outlook

Before sending out a Corporate Merger or product release announcement to a newspaper using the Deliver Delivery steps shown above, I recommend you first test it out.

Prepare an email and send it to yourself or a test account. Take a look in your Outbox and you should see it sitting there waiting to trigger based on the Date and Time you configured in Step 3 above.

Set the program to hold back outgoing messages for a certain number of minutes, or specify a delivery date and time for a particular message.

Former CNET contributor

Dennis O’Reilly began writing about workplace technology as an editor for Ziff-Davis’ Computer Select, back when CDs were new-fangled, and IBM’s PC XT was wowing the crowds at Comdex. He spent more than seven years running PC World’s award-winning Here’s How section, beginning in 2000. O’Reilly has written about everything from web search to PC security to Microsoft Excel customizations. Along with designing, building, and managing several different web sites, Dennis created the Travel Reference Library, a database of travel guidebook reviews that was converted to the web in 1996 and operated through 2000.

Since I started using Gmail as my primary e-mail program a couple of years ago, I haven’t missed much about Microsoft Outlook. However, there’s one useful Outlook feature that Gmail lacks: the ability to delay sending all of your outgoing messages, or to set individual messages to be transmitted at a particular time in the future.

Have you ever wished you had reconsidered sending that e-mail to your boss, explaining in detail his shortcomings as a manager? Or perhaps you regret complaining to a client about her unprofessional behavior for canceling a meeting at the last minute–before learning that the cab she was riding in hit a bus.

We all react inappropriately on occasion, but some of us (myself included) have a chronic case of e-mail foot-in-mouth disease. I’ve managed to stay on the good side of my boss since I enforced a cooling-off period before any mail addressed to him actually gets sent. Outlook’s rules make implementing the automatic delay simple.

Create a transmit-delay rule
To put your outgoing messages on hold in Outlook 2003 or 2007, click Tools > Rules and Alerts > New Rule. In Outlook 2003, choose “Start from a blank rule.” In both versions, select “Check messages after sending,” and click Next.

Choose “Check messages after sending” in Outlook’s Rules Wizard to delay outgoing mail. Microsoft

If you want to delay messages only to certain people, those with attachments, or mail sent from a specific account, make the appropriate choice in the top window of the Rules Wizard’s next screen. To delay all outgoing messages, simply click Next, and select Yes at the warning.

Check “defer delivery by a number of minutes” in the next dialog box, click “a number of” in the lower pane, and enter the number of minutes you wish to delay your sent mail; the maximum is 120. Click OK and then Next.

Set the number of minutes you wish to delay your outgoing mail in the Outlook Rules Wizard. Microsoft

To prepare for those times when you want a message dispatched immediately, check “except if it is marked as importance” in the list of exception options, click “importance” in the bottom pane, choose High in the drop-down menu that appears, click OK, and then Next. Give the rule a name, review its settings (“Turn on this rule” is selected by default), and click Finish.

Give your outgoing-delay rule a name, review its settings, and click Finish to implement it. Microsoft

Set individual messages for later delivery
There may be times when you want only a certain message to be delivered sometime in the future. To set the delivery time and date for a particular e-mail in Outlook 2003, click Options > Options to open the Message Options dialog box. In Outlook 2007, click the Options tab and choose the Delay Delivery button in the More Options section of the ribbon.

In both versions, check “Do not deliver before,” enter a date and time in the fields to the right, and click Close. The message will remain in your out-box until the time you specified.

Specify the date and time a message is sent in Outlook’s Message Options dialog box. Microsoft

Tomorrow: customize Vista’s User Account Control settings.