Free Guide to Scheduling Email Sends in Outlook

Understanding Email Scheduling in Outlook: The Basics

Email scheduling is a built-in Outlook feature that lets you write an email now but have it send at a specific date and time in the future. Instead of hitting send immediately, you can set your message to go out tonight at 9 PM, tomorrow morning at 8 AM, or next Tuesday at 2 PM. This feature exists in most modern versions of Outlook, including Outlook on the web, Outlook desktop for Windows and Mac, and Outlook mobile apps.

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The scheduling feature works by storing your message in your drafts or outbox temporarily. When the scheduled time arrives, Outlook automatically sends the message without you needing to do anything. This happens even if you're not at your computer. The recipient receives the email at the exact time you specified, as if you had sent it at that moment.

One important distinction to understand: scheduled emails stay on your device or in your Outlook account until they're sent. They don't appear in your sent folder until after they've actually been delivered. This means if you schedule an email but then close Outlook or shut down your computer before the scheduled send time, the message may not send on time. The specific behavior depends on which version of Outlook you're using.

Scheduling emails serves several practical purposes. Professionals use it to send messages during business hours even if they work outside those hours. A marketing coordinator might write emails late at night but schedule them to send during morning hours when open rates are typically higher. Managers might compose feedback emails but schedule them to arrive after a team meeting, ensuring context is fresh. Sales representatives often schedule follow-up messages for specific times when prospects are likely to be checking email.

Practical Takeaway: Before using the scheduling feature, check which version of Outlook you're using and understand that your device needs to stay connected to the internet until the scheduled send time for the message to deliver on schedule.

How to Schedule Emails in Outlook on the Web

Outlook on the web (also called Outlook.com or Outlook for Microsoft 365 online) offers a straightforward scheduling process. Start by composing your email as you normally would. Click in the message body and write your content. Add your recipient's email address in the "To" field, write your subject line, and include any attachments you need. The email should be completely written and ready before you proceed to scheduling.

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Once your message is complete, look for the send button at the bottom of the compose window. In Outlook on the web, you'll see a small arrow or dropdown menu next to the main "Send" button. Click on this arrow to reveal additional options. One of these options will say "Schedule send" or "Send later." Click on that option.

After you click "Schedule send," a calendar and time picker will appear. This interface lets you select the specific date you want the email to go out. Click on any date in the calendar to select it. Then you'll see a time field where you can enter the hour and minute. Most versions default to showing times in your local timezone, though you can verify this in your settings.

You can schedule emails to send anywhere from a few minutes to weeks in the future. There's typically no limit on how far ahead you can schedule messages. Once you've selected your date and time, click a button like "Schedule" or "OK" to confirm. The email disappears from your compose window, and you'll usually see a notification confirming that your message is scheduled. You can find scheduled emails in a "Scheduled" folder or in your draft items, depending on your Outlook version.

If you need to change a scheduled email before it sends, find it in your scheduled or drafts folder, open it, and look for an option to reschedule or edit the send time. Some versions let you change the time, while others may require you to cancel and reschedule from scratch.

Practical Takeaway: In Outlook on the web, always use the dropdown arrow next to Send rather than clicking Send directly, and double-check your date and time before confirming to avoid sending emails at the wrong time.

Scheduling Emails in Outlook Desktop Applications

The Outlook desktop application for Windows and Mac includes scheduling features, though the process differs slightly from the web version. If you're using Outlook as a standalone program on your computer, you'll notice the interface is more complex than the web version. The good news is that scheduling remains relatively straightforward once you know where to find the option.

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In Outlook desktop for Windows, compose your email first by clicking "New Email" or pressing Ctrl+N. Write your message completely—add the recipient, subject line, and body text. Unlike the web version, you'll look for the scheduling option in the ribbon menu at the top of the window. In newer versions of Outlook (2019 and later, or Microsoft 365), you should see an option called "Delay Delivery" or "Delay Send" in the ribbon under the "Options" tab.

Click on "Delay Delivery" to open a dialog box. This box will show checkboxes for "Do not deliver before" with fields for the date and time. Check this box first, then click in the date field and enter the date you want the email sent. Then click in the time field and enter the specific time. You can type the date and time or use dropdown calendars depending on your Outlook version.

For Mac users with Outlook, the process is similar but uses slightly different menu locations. Open a new email and look in the "Message" tab of the ribbon at the top. Find "Schedule Send" or look under delivery options. A panel may appear on the right side of your screen with scheduling options, or a dialog box may open asking you to specify the send time.

An important consideration for desktop users: your computer must remain connected to the internet and Outlook must remain open (though it can be minimized) until the scheduled send time. If you shut down your computer or close Outlook before the scheduled time, the message may not send when planned. Some organizations use Outlook with an Exchange Server, which allows server-side scheduling—this means messages will send even if your computer is off, but this depends on your IT setup.

Practical Takeaway: Desktop users should keep Outlook open until their scheduled emails are sent, verify that their computer's clock is correct, and check with their IT department about whether their system supports server-side delayed sending.

Using Schedule Send on Mobile Outlook Apps

Mobile versions of Outlook (available on iPhone, iPad, and Android devices) also support email scheduling, making it possible to schedule messages while you're away from your desk. The mobile experience is streamlined but includes the essential scheduling features.

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To schedule an email on mobile, open the Outlook app and create a new message. Compose your email completely—add recipients, write your subject, and type your message body. Look at the bottom of the compose screen. On iPhone and iPad, you'll typically find a "Send" button with a small arrow or dropdown menu next to it. Tap this arrow to reveal additional options including "Schedule Send" or "Send Later."

On Android devices, the process is similar. Compose your message, then look for send options. Some versions show these as a menu icon (three dots) near the send button, while others display a dropdown arrow directly on the send button. Tap on "Schedule Send" or the equivalent option in your version.

Once you've selected the scheduling option, a time picker interface will appear. Most mobile versions offer preset options like "Tonight," "Tomorrow Morning," "Tomorrow Afternoon," or "This Weekend." These presets automatically calculate times based on your device's timezone. Alternatively, you can select a custom date and time by tapping an option to create a specific schedule.

For custom scheduling, you'll usually see a calendar interface where you can tap a specific date, then a time picker where you can set the hour and minute. Some apps use a scrolling interface to set the time, while others provide text fields where you can type the time directly. Choose your preferred date and time, then tap a confirmation button like "Schedule" or "OK."

Mobile scheduling works well for quick emails you want to send at a specific time without your phone needing to stay on continuously. However, if your phone doesn't have internet connection when the scheduled time arrives, the message may not send immediately. Once your phone reconnects to the internet, Outlook will send any pending scheduled messages.

Practical Takeaway: Mobile users should take advantage of preset scheduling times for convenience, and