Are you in a situation where you wish to send an email at a specific time, but you won’t be able to press the “send” button at the exact moment, then, what to do?
Well, in such instances, Microsoft Outlook has a prescheduling feature that enables users to schedule an email for a specific time and send it to the recipient even when not available to send at the moment.
Scheduling an email in MS Outlook is a pretty straightforward process ensuring to reach your messages to the recipient at the right time. Whether it is a reminder mail, follow-up, or just sending messages at a later time, you can set it all in the Outlook email scheduler.
You might be wondering how to schedule an email in Outlook. Let’s walk through the steps to schedule an email to send it later.
How to Schedule an Email in MS Outlook
Step 1: Compose Your Email
Begin with logging into your Outlook account, click on the “New Email” button > write your email including filing in the subject line, email body, and the recipient’s email ID.
Step 2: Locate the “Delay Delivery” feature
Once you have composed the email, you need to access the “Delay Delivery” option to schedule your email to be sent at a specific time. Click on the “Options” button from the header menu and select ‘Delay Delivery’ to schedule your email.
Step 3: Set the Delivery Date and Time
Once, you have clicked “Delay Delivery” you will see a popup window menu on your screen. Locate the ‘Delivery Options’ section and mark the ‘Do not deliver before’ checkbox. After you have marked, select the date and time for when you wish to schedule your email to be delivered to the recipients.
Step 4: Click Close and Send
Once selected the exact date & time to send your email, close the pop-up menu and click on the “Send” button to schedule your email in Outlook.
If you also want to know how to change default font in Outlook then read out the complete blog.
Benefits of Scheduling Email on Outlook
Enhanced Productivity: You can compose emails whenever it’s most convenient for you and arrange for them to be sent at a later time. This lets you go ahead of schedule and concentrate on other things.
Timing strategy: You can plan emails to arrive at the best times for recipients to get them, like during business hours or at a different time zone when they are most likely to open and read them.
Error prevention: Before an email is sent, you have the opportunity to evaluate it and make any necessary corrections. A scheduled email is always editable or cancellable before sending.
Work-Life Balance: To prevent sending emails at strange hours and to project a professional image, you can schedule emails to be sent the following morning if you finish work late or during off-peak hours.
Consistency: Scheduling guarantees timely delivery of tasks like delivering recurring reports, newsletters, or follow-ups without requiring the user to remember to manually send emails each time.
Professionalism: Delivering emails at the appropriate times, even if you are not accessible when they are sent, helps give the impression that you are proactive and responsive.
Coordination Across Time Zones: Emails can be scheduled to arrive at their intended recipients at the appropriate time. This is very helpful for worldwide teams or clients who are located in several time zones.
