How to Schedule or Delay Outlook Emails

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How to Schedule or Delay Outlook Emails

Are you interested in learning how to schedule or delay sending your emails in Outlook? For instance, you might want to send a message but have it delivered at a specific time, either a few hours or several days later. It could be that the recipient is in a different time zone on the other side of the globe, and you’d like to ensure they receive it when they are awake and more likely to read it.

The good news is that Outlook provides the option to schedule the delivery of your emails, allowing you to delay their sending until the optimal time for maximum impact. 

How to delay delivery of your messages in Outlook 

The following is how to schedule or delay sending of your emails in Outlook;  

  1. Log into Outlook and compose a new message.  
  1. Write your email.  
  1. Click on Options and click on the Delay delivery button.  
  1. In the Properties box that pops up, you can set up delivery of your message to a time of your convenience.  
  1. Make sure the Do not deliver before field is ticked. Then proceed to choose the date and time when you wish to have your message delivered. Once done, click on Close.  

Which date and time appear when the email is scheduled?  

Before proceeding to schedule your emails there are a couple of things we need to specify.  

Firstly, you might be curious about the date and time displayed when the delayed message is finally delivered. The delivery date and time displayed will be the time the email is scheduled to send, not the actual delivery time. This means that if the recipient checks the email details, they will be aware that the message was delayed. 

Another thing to consider is that for the delayed message to be sent, Outlook must be open at the scheduled time. If Outlook is closed, the message won’t be delivered. If you typically keep Outlook open all the time, this won’t be a problem. However, if you don’t, it could present a challenge. 

Why use the delayed delivery function? 

The world may be big, but advances in connectivity have made the business world smaller and more interconnected. It is essential to deliver your message at a time when the recipient is most likely to take action. With the overwhelming number of daily emails people receive, sending your message at the wrong time might cause it to get lost in the shuffle. 

Delaying the delivery of your messages also allows you to optimise your productivity. Instead of trying to remember to respond to messages at the best time, you can send out delayed responses to all necessary messages simultaneously. This approach frees up your time for other tasks and activities. 

Don’t forget to include your signature in your emails 

It’s all very well to schedule delivery of your messages for delivery at the most beneficial of times, but you won’t get the most out of your messages if you do not add email signatures to them.  

An email signature serves various purposes, with one of the most crucial being to enhance the credibility of your messages. It plays a significant role in adding brand awareness. 

Moreover, your signature provides an excellent opportunity to share additional information with your readers. You can include links to your web pages and social media profiles, along with other elements like your telephone number. 

At Crossware, we take pride in providing tailored solutions for creating email signatures in Microsoft Exchange, Microsoft 365, and HCL Domino. Make a lasting impression with consistent and polished email signatures for your business. 

Our plug-and-play blocks enable effortless creation of email signatures that are compatible with all devices. Whether you’re a beginner or an expert, our user-friendly tools make the process quick and easy. 

We believe Crossware’s centralised platform is a game-changer for large businesses, providing efficient management of email signatures across the organization. Simplify and streamline your signature management with our comprehensive solution. Try out Crossware today for free to learn more.  

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