How To Schedule An Email In Outlook

Outlookoffice workflowhow-to

Learning how to schedule an email in Outlook is a simple way to make your communication more effective and professional. This feature, known as "Delay Delivery" or "Schedule Send," lets you write an email now and choose a specific future date and time for it to be sent. It's perfect for reaching colleagues in different time zones at the start of their day, sending timely reminders without cluttering your own to-do list, or ensuring a message arrives when it will have the most impact. This guide provides clear, step-by-step instructions for all modern versions of Outlook, including the desktop app and the web version.

Fast Answer

Key Feature: Delay Delivery (Desktop) or Schedule Send (Web)
Action: Compose your email, then find the scheduling option before you click Send.
Location (Desktop): New Email > Options tab > Delay Delivery
Location (Web): Next to the 'Send' button, click the dropdown arrow > Schedule send

2-3 minutes Time needed

Beginner Difficulty

App must be open Watch out for

Before You Start

Before you begin scheduling, it’s important to have a few things ready and understand a key difference between Outlook versions. Getting this right ensures your email sends exactly when you intend it to.

What You Need

A Microsoft Outlook Account: This can be a personal account (like @outlook.com or @hotmail.com), a work account, or a school account provided through Microsoft 365.
Access to Outlook: You will need either the Outlook desktop application installed on your Windows or Mac computer, or access to Outlook on the web through your internet browser.
A Completed Email: Have your email message written, including the recipient(s), a clear subject line, the body text, and any necessary attachments.

Safety, Timing, or Context Checks

Check first: The single most important thing to verify is which version of Outlook you are using. The classic Outlook desktop app must be running on your computer at the scheduled time for the email to send. If the app is closed or the computer is asleep, the email will stay in your Outbox. The 'New Outlook' and Outlook on the web send from the server, meaning your computer can be off and the email will still go out on time.

How to Schedule an Email in Outlook

We'll walk through the process for the two main environments: the traditional desktop application and the modern web-based version. The steps are slightly different, but the outcome is the same.

Step 1: Compose Your Email as Usual

Your first step is always the same, regardless of where you use Outlook. Open a new email message by clicking the "New Email" or "New mail" button. Fill in the essential fields: add your recipient's address in the To: field, and anyone else in the Cc: or Bcc: fields. Write a concise and informative subject line, then compose the body of your message. If you need to include any documents or images, attach them now.

Before proceeding, give your email a quick proofread. Check for spelling errors, ensure the tone is appropriate, and confirm you've attached the correct files. It's much easier to fix a mistake now than to recall a sent email.

Tip: If you're sending an important attachment, mention it in the body of the email (e.g., "Please find the report attached.") so the recipient knows to look for it.

Step 2: Locate the Scheduling Option (Classic Desktop App)

If you are using the traditional Outlook application that came with Microsoft Office, 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. Within this tab, look for a group of settings called 'More Options'. Here, you will find and click the 'Delay Delivery' button. It often has a small clock icon next to an envelope.

Clicking this button will open a 'Properties' pop-up window where you can set the specific sending rules for this message.

Step 3: Set the Date and Time (Classic Desktop App)

Inside the 'Properties' window, direct your attention to the section labelled 'Delivery options'. 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 calendar to select the future date you want the email to be sent. Then, use the time dropdown to choose the exact time. When you are satisfied with the settings, click the 'Close' button at the bottom of the window. You will be returned to your email draft.

Important: After setting the delay, you must click the main 'Send' button on the email. This action doesn't send the email immediately. Instead, it moves the message to your 'Outbox' folder, where it will wait until the scheduled delivery time arrives.

Step 4: Use "Schedule Send" (Outlook on the Web & New Outlook)

For those using Outlook through a web browser (at Outlook.com) or the application called 'New Outlook', the process is more streamlined. The feature here is called "Schedule Send."

After you have finished composing your email, look at the blue 'Send' button. To the immediate right of it, there is a small dropdown arrow (▾). Click this arrow. A small menu will appear with a few options. Select 'Schedule send' from this list.

Step 5: Choose Your Time (Outlook on the Web & New Outlook)

After clicking 'Schedule send', a new window will appear. Outlook helpfully suggests a few default times, such as "Tomorrow morning" or "Tomorrow afternoon." If one of these works for you, simply click it.

For more specific timing, select the 'Custom time' option. This will open a familiar calendar view and a time selection menu. Choose your desired date and time, and then click the 'Send' button within this pop-up window. Unlike the desktop app, this action finalises the scheduling process. The email will be moved to your 'Drafts' folder, where it will wait to be sent automatically by Microsoft's servers.

Step 6: Check and Verify Your Scheduled Email

It's always a good idea to confirm your email is correctly queued. Where you look depends on the version of Outlook you used:

Classic Desktop App: Navigate to your folder list on the left-hand side and click on the 'Outbox' folder. You should see your email sitting there, usually with the subject line in italics. It will remain here until the scheduled time.
Outlook on the Web / New Outlook: Go to your 'Drafts' folder. You will see the email listed, along with a small clock icon and text that says, "This message is scheduled to send at [your chosen date and time]."

Seeing your email in the correct folder gives you peace of mind that the scheduling was successful.

Step 7: How to Edit or Cancel a Scheduled Email

Changing your mind is easy. If you need to update the message, change the time, or cancel the send altogether, simply return to where the scheduled email is stored.

To edit on the Classic Desktop App: Go to the 'Outbox', double-click to open the email. You can now edit the body, subject, or recipients. To change the time, go back to Options > Delay Delivery, adjust the settings or untick the box to cancel the delay, then click 'Close' and 'Send' again to save the changes. To cancel completely, just delete the message from the Outbox.
To edit on Outlook on the Web / New Outlook: Go to the 'Drafts' folder and click on the scheduled message. At the top of the email, you will see a banner with the scheduled time and options to 'Edit' or 'Send now'. Click 'Edit' to change the message content or the scheduled time. To cancel, simply click the 'Discard' or bin icon.

Quick Reference

Situation	Use this	Why
Sending to a colleague in a different time zone	Schedule Send / Delay Delivery	Ensures the email arrives at a convenient time for the recipient, like the start of their workday, increasing the chance it gets read promptly.
You often spot mistakes just after sending an email	Create a Rule (in desktop app)	Set a rule to delay all outgoing mail by 1-2 minutes. This gives you a brief window to go to your Outbox and stop an email if you notice an error.
Scheduling a critical email on the desktop app	Use Outlook on the Web instead	The web version sends from the server, so it doesn't depend on your computer being on, connected to the internet, and running Outlook at the send time.
You need to send a reminder next Tuesday	Schedule it now	Writing and scheduling the email today clears it from your mind and your to-do list, guaranteeing you won't forget to send it later.

Common Problems When You Schedule an Email in Outlook

While the feature is straightforward, a few common issues can arise. Here’s how to troubleshoot them.

My scheduled email didn't send from the desktop app.

This is the most frequent problem. The cause is almost always that the Outlook application was not running at the scheduled delivery time. The classic desktop program acts like a postman who needs to be on duty; if it's closed, or if your computer is asleep or turned off, it cannot process the mail in the Outbox.
Solution: Ensure your computer will be on and Outlook will be open at the scheduled time. For "must-send" emails, it is far more reliable to use Outlook on the web to schedule them.

I can't find the 'Delay Delivery' or 'Schedule Send' button.

The feature's location can be confusing.
Solution: On the desktop app, double-check that you are on the 'Options' tab within a new email message window, not the main Outlook window. On the web version, remember that 'Schedule send' is not a visible button but is hidden in the small dropdown menu right next to 'Send'.

I need to send a scheduled email immediately.

Your plans have changed, and the email needs to go out now.
Solution: Find the email in your 'Outbox' (desktop) or 'Drafts' (web) folder. Open it. In the desktop app, go to Options > Delay Delivery, untick the 'Do not deliver before' box, click 'Close', and then hit 'Send'. In the web version, when you open the scheduled draft, an option to 'Send now' will appear at the top of the message—simply click it.

Advanced Tips for Scheduling Emails in Outlook

Once you're comfortable with the basics, you can use scheduling to improve your workflow and communication strategy.

Manage Time Zones Gracefully: When working with international teams, don't send emails that arrive at 3 AM their time. A quick search for their time zone allows you to schedule your message to land in their inbox at 9 AM, which is respectful and more effective.
Create a "Cooling Off" Period: For sensitive or confrontational emails, use the scheduling feature as a mandatory waiting period. Write the email, then schedule it to be sent the next morning. This gives you time to reconsider the wording and ensures you don't send something in the heat of the moment.
Batch Your Work: Dedicate a specific block of time to answer all your emails. As you finish each one, schedule it to be sent at a later, more appropriate time. This prevents you from interrupting others constantly and makes you appear thoughtfully paced rather than reactive.
Automate Gentle Follow-ups: If you need to follow up on a request in a few days, write and schedule the follow-up email at the same time you send the original request. If they reply in the meantime, you can simply go to your drafts/outbox and delete the scheduled message. If they don't, your reminder is sent automatically without you having to remember.

How To Schedule An Email In Outlook FAQ

Does Outlook have to be open to send a scheduled email?

It depends entirely on your version. For the classic desktop app, yes, Outlook must be open and connected to the internet. For Outlook on the web and the 'New Outlook', no, the email is sent from Microsoft's servers, so it will be delivered even if your device is off.

Can I schedule a recurring email in Outlook?

Outlook does not have a simple, built-in feature to schedule a recurring email. For this, you would need to use more advanced tools like Microsoft Power Automate to create a "flow" that sends an email on a schedule, or use third-party add-ins. For simple recurring reminders, creating a recurring appointment with yourself in the Outlook Calendar is often easier.

What happens if I lose my internet connection at the scheduled send time?

On the classic desktop app, the email will remain in your Outbox. Outlook will automatically try to send it again as soon as your internet connection is restored. On the web-based versions, your local connection is irrelevant, as the sending is handled by the server.

Will the recipient know that I scheduled the email?

No. The recipient cannot tell that the email was scheduled. The message headers and the email itself will appear completely normal, as if you had manually sent it at the exact time it arrived in their inbox.

Final Checklist for Scheduling an Email in Outlook

Run through this quick checklist before you walk away from a scheduled email to ensure everything is perfect.

Recipient and Subject Confirmed: The 'To' field is correct and the subject line is clear.
Message Proofread: The email body is free of typos and says what you mean.
Attachments Included: Any required files are attached and correctly named.
Correct Time and Date Set: You've double-checked the AM/PM and the date in the scheduling options.
Email is in the Queue: You've verified the message is sitting in your 'Outbox' (classic desktop) or 'Drafts' (web/new).
Desktop App Awareness: If using the classic desktop app, you have a plan to keep it running at the scheduled send time.

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