How to Delay Sending Emails in Outlook: The Definitive Guide

So, you’ve just crafted the perfect email in Outlook, a masterpiece of professional communication ready to be unleashed upon the world. But wait! What if you need it to arrive at precisely 8:00 AM on Tuesday, or perhaps you want to avoid looking like you’re working at 3:00 AM? That’s where the magic of delaying email sending in Outlook comes in. Fear not, for mastering this simple yet powerful feature will transform your email game.

The core method for delaying sending emails in Outlook revolves around the “Delay Delivery” option. Here’s the breakdown:

1. Compose your email as you normally would. Ensure your message is polished and ready for prime time.

2. Go to the “Options” tab in the email window. If you don’t see an “Options” tab, look for the three dots menu (“…”) on the right-hand side of the ribbon, and click it to reveal more options.

3. Locate and click the “Delay Delivery” button. This opens the “Properties” dialog box.

4. Under the “Delivery options” section, you’ll find the “Do not deliver before” checkbox. Tick this box.

5. Select your desired delivery date and time using the dropdown menus. Be precise!

6. Click “Close”. Your email is now scheduled.

7. Click “Send”. Don’t worry, it won’t go out immediately. Instead, it will sit patiently in your Outbox until the appointed time.

That’s the fundamental process. However, there’s more to the story, especially when considering different Outlook versions and scenarios. Now, let’s delve into frequently asked questions to address any potential quirks and expand your knowledge.

Frequently Asked Questions (FAQs) about Delayed Email Sending in Outlook

1. Will my computer need to be on for the delayed email to send?

Yes, for desktop versions of Outlook (Outlook 2016, 2019, 2021, and part of Microsoft 365 subscriptions), your computer must be on and Outlook must be running at the scheduled delivery time. Outlook uses your local machine’s resources to send the email. If your computer is off or Outlook is closed, the email will remain in your Outbox until the next time you open Outlook while your machine is on. For Outlook on the Web (OWA) or Microsoft 365 Exchange Online, the server handles the delivery, so your computer doesn’t need to be on.

2. How do I delay sending emails in Outlook on the Web (OWA)?

Outlook on the Web (OWA) offers a slightly different approach. Unfortunately, there isn’t a built-in “Delay Delivery” feature identical to the desktop version. However, you can utilize Rules to achieve a similar outcome:

1. Sign in to your Outlook on the Web account.

2. Click the “Settings” gear icon in the top-right corner.

3. Search for “Rules” and select it.

4. Click “+ Add new rule”.

5. Give your rule a name (e.g., “Delay Send”).

6. Under “Add a condition,” select “Received from” and enter your own email address. This might seem counterintuitive, but it essentially intercepts your outgoing email.

7. Under “Add an action,” select “Delay message for…” and choose the desired delay duration (e.g., “30 minutes”).

8. Click “Save”.

This workaround effectively delays all emails sent from your OWA account by the specified time. Remember to remove or disable the rule when you no longer need it! This method has the benefit of using Microsoft’s servers to delay, meaning your computer does not have to be on or running Outlook to delay.

3. Can I delay sending multiple emails at once in Outlook?

Unfortunately, Outlook doesn’t offer a direct feature to delay sending multiple emails in a single operation. You’ll need to configure the “Delay Delivery” settings individually for each email. A possible workaround (though technically advanced) is to create a VBA macro that automates the process, but that requires programming knowledge.

4. How can I cancel or change a delayed email in Outlook?

If you need to cancel or modify a scheduled email, follow these steps:

1. Go to your “Outbox” folder. This is where delayed emails reside.

2. Open the email you want to cancel or change.

3. If you want to cancel, simply delete the email. It will be removed from the Outbox and will not be sent.

4. If you want to modify, make your changes to the email content.

5. To change the delivery time, repeat the steps for “Delay Delivery” from the beginning of this article to set a new time and date. Then click Send.

5. Why is the “Delay Delivery” option greyed out in Outlook?

The “Delay Delivery” option might be greyed out due to several reasons:

• Exchange Cached Mode: If you’re using Exchange Cached Mode, Outlook might not be able to access the necessary settings. Try switching to Online Mode (File > Account Settings > Account Settings > select your Exchange account > Change > uncheck “Use Cached Exchange Mode”).
• Account Type: The feature might not be fully supported for all account types, especially older POP3 accounts.
• Administrative Policies: Your organization’s IT policies might restrict the use of delayed delivery. Contact your IT department for clarification.

6. Does delaying an email guarantee it will arrive exactly at the scheduled time?

While Outlook strives for accuracy, guaranteeing exact delivery is impossible. Several factors can influence the precise delivery time, including network connectivity, server load, and the recipient’s email server processing time. However, the email will generally arrive within a reasonable timeframe around the scheduled delivery time.

7. How do I know if an email is successfully delayed?

The easiest way to verify is to check your “Outbox” folder. As long as the email is present in the Outbox, it’s considered successfully delayed. Once it’s sent, it will disappear from the Outbox and move to your “Sent Items” folder.

8. Can I delay emails sent from my mobile Outlook app?

Unfortunately, the native Outlook mobile apps (iOS and Android) do not have built-in features for delaying email delivery. You’ll need to use the desktop version or Outlook on the Web for this functionality.

9. Is there a limit to how far in advance I can delay an email?

While technically there might be an upper limit, it’s generally impractical to delay an email for years in advance. The best practice is to delay emails only for the necessary duration (hours or days). Delaying for excessively long periods increases the risk of unforeseen issues.

10. What happens if I change my Outlook password after delaying an email?

Changing your Outlook password should not directly affect delayed emails that are already scheduled in your Outbox. Outlook stores the necessary authentication information for sending those emails. However, it’s always prudent to double-check your Outbox after a password change to ensure everything is still as expected.

11. Does delayed delivery work with shared mailboxes?

Yes, delayed delivery generally works with shared mailboxes. When sending from a shared mailbox, you can configure the “Delay Delivery” settings as you would with your primary account. The email will be delayed based on the settings configured on the user’s Outlook who initiated the email.

12. Are there any third-party add-ins that enhance delayed email sending in Outlook?

Yes, several third-party add-ins offer enhanced features for delayed email sending, such as more flexible scheduling options, recurring delayed sends, and improved tracking. Popular options include Boomerang for Outlook and MailButler. However, always exercise caution when installing third-party add-ins and ensure they come from reputable sources to avoid security risks.

Mastering the art of delayed email sending in Outlook can significantly improve your communication strategy, allowing you to send messages at the optimal time, regardless of when you actually write them. By understanding the nuances of this powerful feature and addressing common questions, you can confidently schedule your emails and take control of your inbox.