Scheduling an email in Outlook is a simple and convenient way to send messages at a later time or date. It allows you to compose an email and set it to be sent automatically without having to be at your computer. This feature is perfect for sending reminders, birthday wishes, or for following up with clients. In just a few steps, you can have your email ready to go, giving you peace of mind and helping you manage your time more efficiently.
Step by Step Tutorial: How to Schedule Sending an Email in Outlook
Before we dive into the steps, let’s quickly talk about why you might want to schedule an email. Maybe you’re working late and don’t want to bother someone until the next morning. Or perhaps you want to be the first to wish someone a happy birthday. Whatever your reason, scheduling an email can help you send messages at the most appropriate time.
Step 1: Compose your email
Start by writing your email as you normally would. Include the recipient, subject, and the body of the email.
When you schedule an email, it’s important to make sure everything is perfect before you hit send. Double-check the recipient’s email address, the subject line, and the content of your email. You won’t be able to make any changes once it’s scheduled.
Step 2: Click on the ‘Options’ tab
In the new email window, click on the ‘Options’ tab, which is usually located at the top of the window.
The Options tab is where you’ll find all sorts of settings to customize your email, but we’re focusing on the delay delivery feature today.
Step 3: Select ‘Delay Delivery’
Inside the ‘Options’ tab, find and select the ‘Delay Delivery’ button.
This might sound like you’re putting your email on hold, but think of it as setting a timer for when you want it to go out.
Step 4: Set the delivery date and time
In the ‘Delay Delivery’ options, you’ll see ‘Do not deliver before.’ Check the box and set your desired date and time.
Remember to consider the recipient’s time zone when scheduling your email. You wouldn’t want your email to arrive in the middle of the night!
Step 5: Click ‘Close’ and then ‘Send’
After setting the date and time, click ‘Close’ to exit the ‘Delay Delivery’ options. Then, click ‘Send’ to schedule your email.
Don’t worry; clicking ‘Send’ won’t shoot your email off immediately. It’ll sit in your Outbox until the time you set.
After completing these steps, your email will be scheduled to send at the time and date you’ve set. It will remain in your Outbox until it is time to be sent. If you need to make changes, you can find the email in the Outbox, open it, and make any necessary edits.
Tips for Scheduling an Email in Outlook
- Make sure your computer is on and Outlook is running at the scheduled send time, or the email won’t go out.
- If you’re using an Exchange or Outlook.com account, emails will send even if Outlook isn’t open.
- Be aware of time zones when scheduling emails to recipients in different parts of the world.
- Use scheduled emails to space out your correspondence and avoid overwhelming your recipients.
- Remember that once an email is scheduled, it can still be found in the Outbox where it can be edited or deleted before the send time.
Frequently Asked Questions
Can I schedule recurring emails?
Yes, by using the ‘Recurrence’ feature in the ‘Appointment Recurrence’ window, you can schedule emails to send regularly at specified intervals.
Will my scheduled email send if my computer is off?
If you’re using an Exchange or Outlook.com account, your email will send even if your computer is off. However, if you’re using a POP or IMAP account, your computer needs to be on and Outlook must be running.
Can I cancel a scheduled email?
Absolutely! Just go to your Outbox, find the email, open it, and either send it immediately or delete it.
How far in advance can I schedule an email?
Outlook allows you to schedule an email up to 120 days in advance.
Is there a limit to the number of emails I can schedule?
No, Outlook does not have a limit. You can schedule as many emails as you wish.
Summary
- Compose your email
- Click on the ‘Options’ tab
- Select ‘Delay Delivery’
- Set the delivery date and time
- Click ‘Close’ and then ‘Send’
Conclusion
Scheduling an email in Outlook is a fantastic tool that can help you manage your time and ensure that your messages are sent at the most effective times. Whether you’re coordinating with international clients across time zones or simply planning ahead for upcoming events, this feature is sure to make your life easier. Remember to keep your audience in mind when scheduling, double-check all details before clicking send, and rest assured knowing that your message will reach its destination exactly when you want it to. Happy scheduling!