How to schedule an email in Outlook step by step

How to schedule an email in Outlook

If you use Outlook mail a lot, surely from time to time you have looked for some tricks or shortcuts to make functions faster. For example, Do you know how to schedule an email in Outlook?

Below we will talk about this function and everything you can do with it, as well as the steps you must take to achieve it. Shall we start?

What is the function schedule an email for?

Optimize time in the office

If you've never done it before, you might think it's silly, because you just need to wait for the moment to pass and then send it. But reality is different.

We give you an example. Imagine that it is Saturday and you have remembered that one of your employees has not yet sent you the invoice for that month. You don't want to (and shouldn't) bother him on a weekend, but you know that if you don't do it now, you won't remember later.

So you write the email but, instead of sending it, you decide that it is the email application (in this case Outlook), who is in charge of sending it first thing Monday morning, forgetting about it because you already remembered.

Do you understand the function now? You have to see it as the possibility of writing emails with the ease of sending them on other specific days since it seeks to speed things up.

In this way, you can dedicate a day to writing emails and have them sent little by little, on the day and time that you decide, so that they reach the addressee. And while at that moment you can be on the computer, eating with some friends or simply sleeping.

How to schedule an email in Outlook

email envelope

You have to keep in mind that scheduling an email in Outlook is similar to delaying the delivery. Actually, emails stay in an outbox (You can see this through your mobile) until the time you have determined for it to be sent arrives, which will then appear as sent.

But how is that done?

Schedule a single message

We are going to explain how you can schedule a single message. To do this, you have to follow the following steps:

  • Write the message you want to send by email. Before sending it, click on More options (you can find this in the Labels group in the options that appear). If you can't find it there, go to Options / More commands / Delay delivery.
  • This will bring up a submenu with Delivery Options. Here you have to activate the "Do not deliver before" box and then a box appears so you can put the date and time you want it to be delivered. In other words, at that moment it will be sent from your mail to the recipient's, regardless of what you are doing or whether you have Outlook mail open or not.
  • Once you have it, all you have to do is click close and, if you have finished the message, hit Send without fear. It will not be sent immediately, but the day and time at which you have posted it.

What if you want to change that date and time? Well you can too. To do this, you have to go to the outbox, which is where all the emails scheduled or delayed to be sent will be. You just have to open the one you want to change and click on More options in the Labels group (or Options / More commands / Delay delivery. You just have to follow the steps again and at the end click on close so that everything is modified.

Schedule all messages

And if you are one of those who prefers to schedule all the messages you send? The truth is that with Outlook you can delay delivery up to a maximum of two hours. Do you want to know how to schedule a mass email in Outlook? So do the following:

  • Go to Mail and on the ribbon select File.
  • There go to Manage rules & alerts.
  • Put “new rule”.
  • Select a template and hit Start from a blank rule. Click Apply rule to messages I send and go to Next. Now select the conditions and click next. In the next step you have to indicate one or more actions and do not forget to click on the box "defer delivery for a number of minutes".
  • The next screen that will appear is to edit the description of the rule and you have to mark the option “A number of” and write how many minutes you want to delay the mail (maximum 120 minutes).
  • Give OK and next. Select the exceptions you want and hit next again. It will ask you for a name for that rule, so give it and activate the rule. Finally, click Finish.

This will mean that when you write an email, it will remain unsent for as long as you have entered it so that you can rectify it. Of course, it is not the most appropriate because if you need to send an email immediately you will have this problem (and then you will have to modify it manually).

Another way to schedule an email in Outlook

Person scheduling an email to be sent

There is another way to schedule emails in Outlook, perhaps much easier than the one we have explained to you, although it does not work for all accounts. For it, all you have to do is write the message and when you have it, next to the Send button you will see a down arrow. If you press it, the option to schedule delivery will appear.

You will only have to choose the date and time you want it to be sent and click Ok or accept to finally send the message. In this case the emails remain saved in Drafts until they are sent at the appropriate date and time.

As you can see, scheduling an email in Outlook is not difficult to do, but it is important to know the steps and be able to use it to delay the sending of certain emails so that you don't forget the ones you have to send or can send even though you can't keep an eye on that day. Do you have more questions about Outlook? Ask us in comments.


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