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Mastering Time: How to Schedule Send in Outlook Like a Pro

Want to appear always on top of your game, delivering messages at the perfect moment, even while you’re catching Zs? Then mastering the art of scheduling emails in Outlook is your secret weapon. Forget about waking up at odd hours or remembering to manually hit send. Let’s dive into the simple process of scheduling emails in Outlook.

How to Schedule Send in Outlook?

Scheduling an email in Outlook is a straightforward process that lets you compose your message now and send it later. Here’s the breakdown for both the desktop application and the web version:

Outlook Desktop Application (Windows & Mac)

Compose Your Email: Open Outlook and craft your email as you normally would. Add recipients, subject line, attachments, and the body of your message.
Locate the Send Button (Don’t Click It Yet!): In the ribbon at the top, you’ll see the familiar “Send” button.
Using “Delay Delivery”: Instead of clicking “Send”, navigate to the “Options” tab in the ribbon.
Accessing the Delay Delivery Settings: Within the “Options” tab, find the “Delay Delivery” icon (it often looks like an envelope with a clock). Click it.
Setting the Delivery Date and Time: A “Properties” dialog box will appear. In the “Delivery options” section, check the box labeled “Do not deliver before.” Use the date and time pickers to specify the exact date and time you want your email to be sent.
Click “Close”: After setting your desired delivery time, click “Close” to save your settings and return to your email composition window.
Click “Send”: Now, click the “Send” button. Your email won’t be sent immediately. Instead, it will be moved to the Outbox folder.
Outlook Handles the Rest: Outlook will automatically send the email at the specified date and time, as long as your computer is on and Outlook is running at that time. If your computer is off or Outlook is closed, the email will be sent the next time you open Outlook and your computer is connected to the internet.

Outlook Web Version (Outlook.com or Office 365 Online)

Unfortunately, the Outlook web version doesn’t offer a built-in feature for scheduling emails quite as direct as the desktop app. However, you can use Power Automate (formerly Microsoft Flow) to achieve the same result. This is a slightly more advanced approach, but still manageable.

Compose Your Email: As before, create your email in Outlook on the web.
Set up a Power Automate Flow:
- Go to Power Automate. You might need to sign in with your Microsoft account.
- Click on “Create” in the left-hand menu.
- Choose “Scheduled cloud flow”.
- Give your flow a name (e.g., “Schedule Outlook Email”).
- Set the recurrence to “Once” and specify the desired date and time for sending the email.
- Click “Create”.
Define the Action:
- In the flow designer, click “+ New step”.
- Search for “Outlook” and select “Send an email (V2)” or “Send an email from a shared mailbox (V2)” depending on your needs.
- Connect your Outlook account if prompted.
- Fill in the details: “To”, “Subject”, and “Body” of your email. You can copy and paste these from your email draft.
Save and Test:
- Click “Save” at the top right.
- To test the flow, you can either wait for the scheduled time or manually trigger the flow. However, be mindful that triggering it will send an email immediately, even before the scheduled time.
Manage your Flow: Ensure the flow is enabled so it runs at the scheduled time.

Important Notes:

For the desktop application, your computer needs to be on and Outlook needs to be running at the time you schedule the email to be sent. If not, the email will be sent the next time you open Outlook.
With the web version using Power Automate, the email will be sent even if your computer is off, as the flow runs in the cloud.
Always double-check the scheduled time before sending to avoid unintended consequences.

Frequently Asked Questions (FAQs) About Scheduling Emails in Outlook

1. Where does the email go after I schedule it in Outlook?

After you schedule an email in Outlook using the desktop application, it goes to your Outbox folder. It remains there until the specified date and time, at which point Outlook will attempt to send it. For Power Automate, the email details are stored within the flow configuration itself, so nothing appears in your Outbox.

2. Can I cancel or change a scheduled email in Outlook?

Yes, you can. For emails scheduled using the desktop application, simply go to your Outbox, open the email, make the necessary changes (including adjusting the “Do not deliver before” date and time), and click “Send” again. To cancel, simply delete the email from the Outbox. For Power Automate, you can edit or disable the flow directly within the Power Automate interface.

3. What happens if my computer is turned off when the scheduled email is supposed to be sent?

If you’re using the Outlook desktop application and your computer is off or Outlook is closed when the email is scheduled to be sent, the email will be sent the next time you open Outlook and your computer is connected to the internet. This is a critical difference between the desktop app and using Power Automate on the web.

4. Does scheduling an email in Outlook require an internet connection?

Yes, it requires an internet connection at the time of sending. The scheduling itself can be done offline, but Outlook needs to connect to the mail server to actually transmit the email at the appointed time.

5. Can I schedule recurring emails in Outlook?

The native Outlook feature does not directly support recurring scheduled emails. However, you can use Power Automate to create flows that send recurring emails on a schedule. This involves setting up a flow with a recurrence trigger and the “Send an email” action.

6. Is there a limit to how far in advance I can schedule an email in Outlook?

There isn’t a hard-coded limit, but it’s generally advisable not to schedule emails too far into the future (e.g., years in advance). Factors such as server updates, password changes, and Outlook configuration changes could potentially interfere with the delivery.

7. Can I schedule emails from a shared mailbox in Outlook?

Yes, you can. In the desktop application, you’ll need to ensure you have the necessary permissions to send emails from the shared mailbox. When composing the email, select the shared mailbox from the “From” dropdown. In Power Automate, you would use the “Send an email from a shared mailbox (V2)” action.

8. Can I schedule emails on the Outlook mobile app?

Unfortunately, the Outlook mobile app doesn’t have a built-in feature for scheduling emails. You’ll need to use the desktop version or the web version with Power Automate to schedule your emails.

9. What if I scheduled an email and then changed my password?

Changing your password might prevent Outlook from sending the scheduled email, especially if you haven’t updated your password in Outlook. It’s crucial to update your password in Outlook after changing it to ensure scheduled emails are sent successfully.

10. Why is my scheduled email stuck in the Outbox?

Several reasons could cause this:

Incorrect “Do not deliver before” time: Double-check that the scheduled time is in the future.
Outlook is not running: Outlook needs to be open to send the email at the scheduled time.
Connection issues: Verify your internet connection.
Password issues: Ensure your password in Outlook is up-to-date.
Large attachments: Large attachments can sometimes cause delays.
Corrupted Outlook profile: In rare cases, a corrupted Outlook profile can interfere with sending.

11. Are there any third-party add-ins for more advanced scheduling features in Outlook?

Yes, several third-party add-ins offer enhanced scheduling capabilities, such as recurring emails, send later reminders, and tracking of sent emails. Some popular options include Boomerang for Outlook and Mailbutler. Evaluate these options carefully to ensure they meet your specific needs and security requirements.

12. Is using Power Automate to schedule emails secure?

Using Power Automate is generally secure, as it’s a Microsoft service. However, it’s crucial to review the permissions you grant to Power Automate when connecting your Outlook account. Be mindful of the data you’re sharing and ensure the flow is configured correctly to avoid unintended data leaks. It’s always a good practice to adhere to Microsoft’s best practices for Power Automate security.