How to Schedule An Email in Outlook

Want to write an email now and send it later? Scheduling emails in Outlook is a powerful feature that allows your messages are delivered at the perfect time, even when you're away from your laptop or mobile phone.

Whether you're working across different time zones or simply want to send your emails later, scheduling emails can help with it.

Let’s dive into how you can do it using Outlook on desktop, web, and mobile.

How to Schedule an Email in Outlook

Email Schedule via Old Outlook Desktop App

Step 1: Open Outlook and Compose an Email

Launch the Outlook desktop app and start writing your email as usual.

Step 2: Click on the "Options" Tab

Once you've composed your email, navigate to the "Options" tab in the toolbar.

Step 3: Select "Delay Delivery"

Click on "Delay Delivery" under the "More Options" section. This will open a new settings window.

Step 4: Set the Desired Delivery Date and Time

In the "Properties" window, locate the "Do not deliver before" option and choose your preferred date and time.

Step 5: Click "Send" and Let Outlook Handle the Rest

After setting the date and time, click "Close" and hit "Send." Your email will be stored in the Outbox until the scheduled time.

Email Schedule via Outlook Web

Step 1: Open Outlook Web and Compose a New Email

Log into Outlook Web and click on "New Mail" to compose your email.

Step 2: Click on the "Schedule Send" Button

Instead of hitting "Send," click on the dropdown arrow next to it and select "Schedule Send."

Step 3: Choose the Delivery Date and Time

A popup will appear, and you need to select when your mail will be delivered or customize it.

Step 4: Confirm and Schedule the Email

Click "Send" to finalize the scheduling. Your email will be sent at the selected time. You can find scheduled emails in your Drafts.

Managing Scheduled Emails in Outlook

Where to Find Scheduled Emails

To check your scheduled emails, navigate to Outlook's "Outbox" folder if you using Old Outlook. All scheduled emails will be stored in the “Drafts” folder for New Outlook.

Editing or Cancelling a Scheduled Email

If you need to modify a scheduled email, open it from the related folder, make the necessary changes, and reschedule it.

Best Practices for Scheduling Emails

1) Choose the Right Time to Send Emails – Research the best times for email engagement.‍

‍2) Avoid Weekends and Holidays for Business Emails – Emails sent during working hours are more likely to be read.

3) Double-check Scheduled Emails Before Sending – Ensure all details are correct before scheduling.

Benefits of Scheduling Emails

Helps in Time Management

Instead of sending emails by fact you write them, you can schedule them for to be sent at the right moment. This allows you to plan your sendings better and avoid misscommunication.

Ensures Professionalism and Timeliness

Sending emails at working hours makes you look more professional. If you're writing an email late at night, scheduling it for the morning ensures your recipient sees it at the right time.

Increases Email Engagement and Response Rate

People are more likely to open and reply to emails during working hours. So schedule emails for time when recipients are active and it will significantly improve your reply rates.

Supports Different Time Zones for Global Communication

If you're communicating with colleagues or clients in different time zones, scheduling your emails ensures they receive them at a most fit hour.

Disadvantages of Scheduling Email in Outlook

While scheduling emails in Outlook might seem like a simple solution, it quickly becomes a pain when you need to do it at scale for bulk email email outreach.

Limited Personalization

Outlook doesn’t provide much flexibility when it comes to personalizing emails.

Sure, you can add a recipient’s name and a greeting, but beyond that, customization is minimal. You’re essentially sending out the same email with slight variations, which isn’t the best way to capture attention. Effective email outreach requires deeper personalization.

Challenging for Large-Scale Campaigns

Outlook works fine for scheduling individual emails or small-scale outreach.

But if you're trying to manage a high-volume email outreach campaign with hundreds of recipients, Outlook quickly becomes a chaos.

Simply put, Outlook isn’t designed for efficiently managing large-scale outreach or email marketing campaigns.

A dedicated email platform is a better fit if you need a structured approach.

No Performance Tracking

One of the biggest drawbacks of Outlook is its complete lack of email tracking features.

You can’t track metrics like open rates, click-through rates, or reply rates, making it impossible to see what’s working and what’s not with your messaging.

Without this data, you’re essentially doing business blind - unable to improve your strategy or content over time.

Tracking performance is crucial for sales and marketing specialists. A specialized email tool with detailed analytics will provide you the insights needed to improve and track your campaigns.

No Automated Follow-Ups

Outlook lacks an auto follow-up feature, which is a major downside for outreach campaigns.

If a prospect doesn’t respond, you must manually track and follow up - a tedious and time-consuming process. This might not be a problem for a lot of emails, but manual follow-ups are inefficient when you’re handling hundreds of emails, you just loosing a lot of time.

That’s where email outreach tools come in. They allow you to automate follow-ups, ensuring your prospects receive timely reminders without adding extra work.