Have you ever written an email and wished you could send it later — when the recipient is at their desk, when you’re sure the attached document is finalized, or at a more professional hour than 2 AM? Microsoft Outlook’s email scheduling feature lets you delay sending any email to a precise future date and time, giving you complete control over when messages land in recipients’ inboxes.
Why Delay Sending Emails in Outlook?
Scheduling email delivery offers several real benefits: send messages at optimal times for higher open rates (Tuesday-Thursday mornings typically see the best engagement), write emails when you’re thinking about a topic even if it’s outside business hours without seeming intrusive, delay a response to avoid looking like you replied instantly (which can set unrealistic expectations), ensure important announcements are sent at a coordinated time across time zones, and avoid accidentally sending an email you might want to revise.
How to Schedule Email Delivery in Outlook (Desktop)
Step 1: Compose Your Email
Write your email as you normally would — add recipients, subject, body text, and any attachments. Don’t click Send yet.
Step 2: Open Delay Delivery Options
In the compose window, click the Options tab in the ribbon. Click Delay Delivery. This opens the “Properties” dialog box with message options.
Step 3: Set the Delivery Date and Time
In the Properties dialog, find the “Do not deliver before” checkbox. Check it and set the date and time you want the email to be sent. Click Close, then click Send as normal. Outlook will store the email in your Outbox and send it automatically at your specified time — as long as Outlook is running and connected to the internet at that time.
Important: Outlook Must Be Running for Delayed Send to Work
The classic Outlook desktop app (connected to an Exchange/Microsoft 365 server) actually handles the delayed send at the server level, so it will send even if Outlook is closed. However, for POP3/IMAP accounts, Outlook must be open and connected at the scheduled send time. If Outlook is closed, the email will send the next time you open Outlook after the scheduled time.
How to Schedule Email in Outlook Web (OWA)
Outlook for the web has a simpler scheduling interface. Compose your email as normal. Instead of clicking the Send button directly, click the dropdown arrow next to the Send button. Select Schedule send. Choose from the suggested time options (Tomorrow morning, Tomorrow afternoon, This weekend) or click “Custom time” to set an exact date and time. The email will be scheduled on the server and will send even if your browser is closed.
How to Edit or Cancel a Scheduled Email in Outlook
If you want to edit or cancel a scheduled email before it sends, go to your Outbox folder. Scheduled emails sit in the Outbox until their send time. Double-click the email to open it, make any changes, or delete it to cancel the scheduled send. You can also modify the delay settings by going back to Options → Delay Delivery and changing the date/time.
Schedule Email in Outlook Mobile App
The Outlook mobile app for iOS and Android also supports scheduled sending. Compose your email, then tap the three-dot menu (⋮) in the top-right corner of the compose window. Select Schedule send. Choose a time from the presets or select a custom date and time. The email is stored in your Sent Items with a “Scheduled” indicator until it sends.
Pro Tips for Scheduled Email
- Schedule important announcements to arrive during business hours (8-10 AM) for maximum visibility
- Use scheduling to write weekly status updates on Friday afternoon and deliver them Monday morning
- Schedule birthday or congratulations emails days in advance so you never miss them
- For international teams, schedule emails to arrive during the recipient’s working hours
- Always check your Outbox after setting a delayed send to confirm the email is there
Frequently Asked Questions (FAQ)
What happens to a delayed email if Outlook crashes before it sends?
For Microsoft 365/Exchange accounts, delayed sends are managed server-side, so Outlook crashing has no effect — the email will send at the scheduled time. For POP3/IMAP accounts, if Outlook crashes, the email will remain in the Outbox and will attempt to send the next time Outlook is running and the scheduled time has passed.
Can I set all emails to send with a default delay (e.g., 2 minutes)?
Yes, you can create an Outlook rule to delay all outgoing messages. Go to Home → Rules → Manage Rules & Alerts → New Rule → Apply rule on messages I send. Set no conditions (to apply to all outgoing emails), and as the action, choose “defer delivery by a number of minutes.” Set it to 1-5 minutes. This creates a buffer to recall emails shortly after sending — great for catching typos or second thoughts.
Have questions about Outlook’s scheduling features? Leave a comment and our team at Fixing IT Issues Simplified will help you set up the perfect delayed email workflow.