Schedule Email in Outlook: Step-by-Step Guide

Scheduling an email in Outlook lets you write a message now and have it sent automatically at a later time. This is useful for respecting recipients’ working hours, coordinating with different time zones, or simply preparing correspondence ahead of a deadline. You can do this in the desktop app, the web version (Outlook on the web), and the mobile app, though the steps differ slightly. This guide covers the most common methods.

What You’ll Need

• An active Outlook account (Microsoft 365, Exchange, or Outlook.com)
• Access to Outlook desktop app, Outlook on the web, or the Outlook mobile app
• Your email message already composed or ready to compose

Step-by-Step

Method 1: Outlook Desktop (Windows and Mac)

1. Compose your email: Click “New Email” (or press Ctrl+N on Windows, Cmd+N on Mac) to create a new message window.
2. Fill in the details: Enter the recipient’s email address in the “To” field, add a subject, and type your message body.
3. Locate the Delay Delivery option: In the message window, go to the “Options” tab on the ribbon. Look for the “Delay Delivery” button (it may be labeled “Delay Delivery” or have an icon of a clock with an arrow).
4. Set the delivery time: Click “Delay Delivery” to open the Properties dialog box. Under “Delivery options,” check the box next to “Do not deliver before:”. Then set the date and time you want the email to be sent.
5. Send the email: Click “Close” to save the settings, then click “Send” in the message window. The email will sit in your Outbox until the scheduled time.
6. Verify it’s scheduled: Go to your Outbox folder. The email will be there, and you can see the scheduled time if you open it (it will show “Do not deliver before” with the date/time).

Method 2: Outlook on the Web (Outlook.com or Office 365)

1. Compose your email: Click “New message” (or the pencil icon) to open a new email window.
2. Fill in the details: Add recipients, subject, and message body as usual.
3. Find the Schedule Send button: Look at the bottom of the compose window, near the “Send” button. You’ll see a small arrow next to “Send” (a dropdown arrow). Click that arrow.
4. Choose a time: From the dropdown, select “Schedule send.” A panel will appear with suggested times (e.g., tomorrow morning, Monday morning) or you can select “Custom time” to set your own date and time.
5. Confirm: After selecting or entering the time, click “Schedule send” (or the checkmark). The email will be moved to your “Scheduled” folder (or “Drafts” with a scheduled icon) until it’s sent.

Method 3: Outlook Mobile App (iOS and Android)

1. Compose your email: Tap the “New message” icon (usually a pencil or plus sign in the bottom corner).
2. Fill in the details: Enter recipients, subject, and body.
3. Access Send options: Instead of tapping the “Send” arrow directly, look for the “…” (more options) icon near the send button, or tap and hold the send button (depending on your app version).
4. Select Schedule send: In the menu that appears, tap “Schedule send.” A time picker will pop up.
5. Set the time: Choose a suggested time or tap “Custom” to set your own date and time. Tap “Done” or “Schedule” to confirm.
6. Send: The email will be scheduled. You can find it in your “Scheduled” or “Outbox” folder.

Common Mistakes

• Forgetting to click “Send” after setting the delay: In the desktop version, you must click “Send” after setting the delay. If you just close the window, the email won’t be scheduled.
• Setting the wrong time zone: Outlook uses your local time zone by default. If you’re scheduling for a recipient in another time zone, double-check the time difference to avoid sending at an awkward hour.
• Using the wrong method for your version: The web version and desktop version have different interfaces. If you can’t find “Delay Delivery” in the desktop app, you might be using Outlook on the web, and vice versa.
• Assuming the email is sent immediately: Scheduled emails remain in your Outbox or Scheduled folder until the designated time. They are not sent instantly.
• Not checking the Outbox: If you don’t see the email in your Sent Items, it may still be in the Outbox waiting to be sent. Always check there first.

Tips

• Use for time-zone coordination: Schedule emails to arrive during the recipient’s business hours, even if you’re writing late at night.
• Plan ahead for deadlines: Write and schedule important emails the day before, so you don’t forget to send them.
• Double-check the scheduled time: Before sending, review the date and time to ensure it’s correct, especially if you’re scheduling far in advance.
• Keep a copy in your Drafts: If you’re unsure about the time, you can save the email as a draft and schedule it later.
• Use the “Scheduled” folder to manage: In Outlook on the web, you can find all scheduled emails in the “Scheduled” folder. You can open one to edit the time or cancel it.

Troubleshooting

• Email didn’t send at the scheduled time: First, check your Outbox (desktop) or Scheduled folder (web). If it’s still there, the app may not have been open at the scheduled time. In the desktop app, Outlook needs to be running for the email to send. In the web version, the browser tab must be open. Make sure Outlook is open and connected to the internet at the scheduled time.
• Can’t find the “Delay Delivery” button: In the desktop app, ensure you’re in the message window (not the main Outlook window). The button is in the “Options” tab. If you still can’t find it, your Outlook version may not support it (e.g., some older versions). In that case, use the web version.
• “Schedule Send” option is grayed out: This can happen if you’re using a shared mailbox or if your organization’s policy restricts delayed sending. Contact your IT admin if it’s a work account.
• Email sent immediately instead of scheduled: In the web version, if you click the main “Send” button instead of the dropdown arrow, it will send immediately. Make sure you use the arrow and select “Schedule send.”
• Can’t edit a scheduled email: In the web version, go to the “Scheduled” folder, open the email, and you’ll see an option to “Edit” or “Cancel” the schedule. In the desktop app, you can open the email from the Outbox and modify it, but you may need to re-set the delay.

Frequently Asked Questions

Can I schedule an email to send at a specific time on a specific date?

Yes, both the desktop and web versions allow you to set a custom date and time. In the desktop app, use “Delay Delivery” and set the date and time. In the web version, choose “Custom time” in the Schedule Send panel.

What happens if I close my computer before the scheduled time?

In the desktop app, the email will not send if Outlook is closed. It will remain in your Outbox and send the next time you open Outlook (if the time has passed). In the web version, the email will send only if the browser tab is open. If it’s closed, it will send when you next open Outlook on the web.

Can I cancel a scheduled email after I’ve sent it?

Yes, as long as it hasn’t been sent yet. In the desktop app, go to your Outbox, open the email, and delete it or change the delay time. In the web version, go to the “Scheduled” folder, open the email, and click “Cancel” or “Edit.”

Does scheduling an email work with any email account?

Scheduling works with Outlook.com, Microsoft 365, and Exchange accounts. For other email providers (like Gmail or Yahoo) added to Outlook, the feature may not be available. Check your account type in Outlook settings.

Will the recipient know I scheduled the email?

No, the recipient will see the email as a normal email sent at the scheduled time. There is no indication that it was scheduled.

Can I schedule an email to be sent to multiple recipients?

Yes, scheduling works with multiple recipients just like a normal email. Simply add all recipients in the “To” or “CC” fields before scheduling.

Related

• MHW Error Code ew 320ca: Fixes & Causes
• How to Get Deleted iPhone MMS Back
• Fix Local Disk E Randomly Appearing in Windows 10