Scheduling Emails in Microsoft Outlook: A Comprehensive Guide

Are you tired of missing important deadlines because you forgot to send an email on time? Do you want to make sure that your emails are sent at the right time, even when you are away from your desk? If yes, then scheduling emails in Microsoft Outlook is the solution you are looking for. With Outlook's email scheduling feature, you can set a specific date and time for your emails to be sent, so you never have to worry about missing a deadline again.

In this article, we will guide you through the steps to schedule an email in Outlook, so you can outrank other articles on the same topic.

Step 1: Create a New Email

The first step to scheduling an email in Outlook is to create a new email. This can be done by clicking the "New Email" button in the "Home" tab, or by pressing "Ctrl + N". Once you have created a new email, compose your message as you normally would, making sure to include all the relevant information and attachments.

Step 2: Schedule the Email

Once you have finished composing your email, it's time to schedule it. To do this, you have two options: using the "Options" tab or using a "Rule".

Option 1: Using the "Options" Tab

This option is the simplest and quickest way to schedule an email in Outlook. To use it, simply click on the "Options" tab, and then click on "Delay Delivery". This will open the "Properties" window, where you can set the date and time for your email to be sent. In the "Do not deliver before" option, select the desired date and time, and then click the "Close" button. Your email will now be scheduled and will be sent automatically on the specified date and time.

Option 2: Using a "Rule"

The second option for scheduling emails in Outlook is to use a "Rule". A "Rule" is a set of conditions that are used to automate certain actions in Outlook, such as scheduling emails. To use this option, follow these steps:

1. In the "Step 1: Select a template" box, under "Start from a Blank Rule", click "Apply rule on messages I send".
2. In the "Step 1: Select condition(s)" list, select the check boxes for any options that you want, and then click "Next". If you do not select any check boxes, a confirmation dialog box will appear.
3. In the "Step 2: Edit the rule description" box, click "Next".
4. In the "Step 3: Set exception(s)" box, select any options that you want, and then click "Next".
5. In the "Step 4: Define the action(s)" box, select "defer delivery by a number of minutes" and specify the number of minutes that you want the email to be delayed, and then click "Next".
6. In the "Step 5: Complete the rule setup" box, select "turn on this rule", and then click "Finish".

Your email will now be scheduled using the rule, and will be sent automatically on the specified date and time.

FAQs

How do I schedule an email to be sent at a later time in Microsoft Outlook?

• To schedule an email in Outlook, compose your message as usual, then click on the "Options" tab in the ribbon at the top of the screen.
• In the "More Options" group, select "Delay Delivery". From there, you can set a specific date and time for your email to be sent.

Can I schedule recurring emails in Outlook?

• Yes, Outlook allows you to schedule recurring emails.
• When you're setting up the delayed delivery, select the "Recurrence" button to choose how often you want your email to be sent (e.g. every day, every week, etc.).

What happens if my computer is turned off when it's time for my scheduled email to be sent?

• Your computer does not need to be turned on for your scheduled email to be sent.
• As long as Outlook is open and connected to the internet at the time you scheduled your email to be sent, it will be sent at the appropriate time.

Can I change or cancel a scheduled email in Outlook?

• Yes, you can modify or delete a scheduled email before it is sent.
• Simply go to your "Outbox" folder, find the email you want to modify, and make the necessary changes or delete the message entirely.

Are there any third-party tools or plugins that can enhance Outlook's scheduling capabilities?

• Yes, there are several plugins and tools that can enhance Outlook's scheduling capabilities.
• One popular tool is Boomerang, which allows you to schedule emails to be sent at a later time, set reminders for follow-up emails, and more.
• Another useful plugin is DelayDelivery, which adds additional scheduling options to Outlook's native Delay Delivery feature.

Expert tip

Product recommendation

If you're looking for a third-party tool to enhance Outlook's scheduling capabilities, Boomerang is a popular and reliable option. They offer a free trial so you can try it out before committing to a paid subscription.

Conclusion

Scheduling emails in Outlook is a convenient and easy way to make sure that your emails are sent at the right time, even when you are away from your desk.

Whether you choose to use the "Options" tab or a "Rule", the process is straightforward and will save you time and effort in the long run.