Scheduling an email in Outlook allows you to write a message now and have it sent automatically at a future date and time. This is incredibly useful for sending messages outside of normal working hours, communicating with people in different time zones, or ensuring a note arrives at the perfect moment. This guide provides clear, step-by-step instructions for scheduling emails in both the Outlook desktop application and the Outlook web version, helping you manage your communications more effectively.
Fast Answer
- In Outlook Desktop App: Compose email > Options tab > Delay Delivery > Set time > Close > Send.
- In Outlook on the Web: Compose email > Dropdown arrow by Send > Send later > Set time > Send.
Before You Start
- An active Microsoft Outlook email account (e.g., @outlook.com, @hotmail.com, or a Microsoft 365 work/school account).
- Access to either the Outlook desktop application installed on your computer or the Outlook on the web interface through a browser.
- The email message you wish to schedule, including the recipient's address, subject line, and body content.
Step-by-Step Instructions
Step 1: Compose Your Email (Desktop App & Web)
The first step is the same whether you are using the desktop program or the web version. Begin by creating the email you want to schedule. Open Outlook and click the ‘New Email’ (or ‘New mail’) button. Fill in the essential fields: the recipient's address in the ‘To’ field, a clear title in the ‘Subject’ line, and your full message in the main body. Attach any files if necessary. Proofread your message carefully to ensure there are no typos or errors before you proceed to schedule it.
Step 2: Find the Scheduling Option in the Outlook Desktop App
If you are using the Outlook program installed on your Windows PC or Mac, the scheduling feature is called ‘Delay Delivery’. With your new email window still open, look at the ribbon of options at the top. Click on the ‘Options’ tab. In the ‘More Options’ group, you will see an icon and text for ‘Delay Delivery’. Clicking this will open a new ‘Properties’ window where you can control the sending rules for this specific message.
Step 3: Set the Delivery Date and Time (Desktop App)
In the ‘Properties’ window that just opened, look for the section titled ‘Delivery options’. Here, you will see a checkbox next to the words ‘Do not deliver before’. You must tick this box to activate the scheduling feature. Once ticked, the date and time fields next to it will become active. Use the dropdown menus to select the exact date and the precise time you want the email to be sent. Double-check that you have selected the correct date and time (e.g., AM/PM). Once you are satisfied, click the ‘Close’ button at the bottom of this window.
Step 4: Send the Email to Your Outbox (Desktop App)
After closing the ‘Properties’ window, you will be back at your email composition screen. Now, simply click the main ‘Send’ button as you normally would. The email will not be sent to the recipient immediately. Instead, it will be moved to your ‘Outbox’ folder. It will remain there until the date and time you specified. For the email to send successfully, your Outlook application must be open and connected to the internet at the scheduled time. If Outlook is closed, the email will be sent as soon as you next open the program after the scheduled time has passed.
Step 5: Find the Scheduling Option in Outlook on the Web
If you are using Outlook through a web browser (at Outlook.com), the process is slightly different and, for many, more convenient. After you have composed your email as described in Step 1, do not click the main ‘Send’ button at the bottom of the window. Instead, look for a small dropdown arrow (▾) right next to the ‘Send’ button. Clicking this arrow will reveal a small menu with additional sending options. Select ‘Send later’ from this menu.
Step 6: Set the Delivery Date and Time (Web)
After clicking ‘Send later’, a new dialogue box will appear titled ‘Send later’. Outlook will often provide some suggested times, like ‘Tomorrow morning’. If one of these works for you, simply click it. For more control, click on ‘Custom time’. This will open a calendar and a time selection tool. Choose your desired date from the calendar, then select the exact time from the dropdown list. Once your custom date and time are set, click the ‘Send’ button within this dialogue box. The email is now scheduled.
Step 7: Locate and Manage Your Scheduled Email
It's important to know where to find your scheduled email in case you need to edit or cancel it. The location depends on the version you used.
- In the Desktop App: Your scheduled email is waiting in the ‘Outbox’ folder. You can navigate to the Outbox, open the email, and change the Delay Delivery settings or delete it entirely.
- In Outlook on the Web: Your scheduled email is stored in the ‘Drafts’ folder. It will have a small clock icon and a note at the top saying when it is scheduled to be sent. You can open it from the Drafts folder to edit the content, change the time, or cancel the send altogether.
Quick Reference
| Situation | Use this | Why |
|---|---|---|
| You use the Outlook desktop program | Delay Delivery feature in the Options tab | This is the built-in tool for scheduling. Remember to keep the app open. |
| You use Outlook in a web browser | Send later option next to the Send button | This schedules the email on the server, so your device can be off. |
| You need to change a scheduled email | Go to Outbox (Desktop) or Drafts (Web) | These folders store your pending emails before they are sent. |
| Sending to another time zone | Calculate the time difference and schedule accordingly | The email sends based on your clock, so schedule it for their working hours. |
Common Problems When You Schedule an Email in Outlook
Even with a straightforward process, you might encounter a few common issues. Here’s how to troubleshoot them.
My Scheduled Email Didn't Send on Time (Desktop App)
This is the most frequent issue for desktop users. The email failed to send because the Outlook application was closed, the computer was asleep or turned off, or you were not connected to the internet at the scheduled moment. The fix is simple: open Outlook and ensure you have an internet connection. The email will be sent from your Outbox almost immediately.
I Can't Find the 'Delay Delivery' or 'Send later' Button
If you can't find the option, first confirm which version of Outlook you are using. In the desktop app, ensure you have a new email window open (not the main Outlook screen) and are looking in the ‘Options’ tab of the ribbon. In the web version, remember it's not a large button but a small dropdown arrow (▾) right beside the main ‘Send’ button.
The Time Zone is Wrong
Outlook schedules emails based on the time zone set on your computer. If you schedule an email for 9:00 AM to be sent to a colleague three time zones behind you, it will arrive at their 6:00 AM. Always be mindful of the recipient's local time and adjust your scheduled send time accordingly to ensure it arrives at an appropriate hour.
Advanced Tips for Scheduling Emails in Outlook
Once you're comfortable with the basics, you can use scheduling to improve your workflow.
- Respecting Work-Life Balance: If you work late at night, schedule your emails to arrive at 8:30 AM the next day. This prevents colleagues from feeling pressured to reply immediately outside of their working hours.
- Batching Your Responses: Dedicate a specific block of time to answer all your emails. Then, use the schedule feature to spread out the delivery of your replies over a few hours. This allows you to focus without distraction while still appearing responsive throughout the day.
- Timing for Maximum Impact: If you're sending an important announcement or a request, schedule it to arrive when the recipient is most likely to see it, such as first thing in the morning on a Tuesday, rather than late on a Friday afternoon when it might get buried.
- Creating Reminders for Yourself: You can schedule an email to be sent to yourself in the future. This can be a great way to remind yourself of a task or follow-up that needs to be done on a specific day.
How To Schedule An Email In Outlook FAQ
Does Outlook need to be open for a scheduled email to send?
It depends on the version. For the Outlook desktop application, yes, the program must be running on your computer. For Outlook on the web (Outlook.com), no, your computer can be off as the email is sent from Microsoft's servers.
Can I schedule an email from the Outlook mobile app?
Currently, the official Outlook mobile apps for iOS and Android do not have a built-in "send later" or scheduling feature. You must use the desktop or web version to schedule an email.
Where does a scheduled email go after I click 'Send'?
In the desktop application, it goes to your Outbox folder. In the web version, it is saved in your Drafts folder until the scheduled delivery time.
Will the person receiving the email know that I scheduled it?
No, there is no indication that the email was scheduled. The recipient will see it as a standard email that arrived at the time of delivery.
What if I need to cancel or edit a scheduled email?
You can easily cancel or edit it. Simply navigate to the Outbox (desktop) or Drafts (web) folder, open the message, and you can either delete it, send it immediately, or change the scheduled time.
Final Checklist for Scheduling an Email in Outlook
- Have you composed the entire email, including the subject and any attachments?
- Is the recipient's email address entered correctly?
- Have you double-checked the scheduled date and time for accuracy (including AM/PM)?
- Did you consider the recipient's time zone to ensure a timely arrival?
- If using the desktop app, have you planned to keep Outlook running until the email is sent?
- Do you know where to find the pending email (Outbox or Drafts) in case you need to make changes?
