Delaying email delivery in Outlook uses the Delay Delivery option under the message’s Properties menu. If you have ever asked yourself how do you delay sending an email in outlook, the answer is simpler than you might think. This feature lets you schedule emails to send later, giving you time to review or avoid sending at awkward hours.
Whether you use Outlook for work or personal messages, delaying delivery can save you from embarassment. It is a built-in tool that does not require any extra software. Let me walk you through the steps, tips, and tricks to master this feature.
What Is Delay Delivery In Outlook
Delay Delivery is a setting that holds your email in the Outbox for a specific time before sending. You can set it to wait minutes, hours, or even days. This is different from scheduling a send, which sets a future time for the email to leave your Outbox.
Think of it as a safety net. You write an email, click send, but Outlook waits before actually delivering it. This gives you a window to recall or edit the message if needed.
How Do You Delay Sending An Email In Outlook
Here is the step-by-step process for delaying an email in Outlook. These instructions work for Outlook 2016, 2019, 2021, and Microsoft 365.
Step 1: Compose Your Email
Open Outlook and click New Email. Write your message as you normally would. Add the recipient, subject, and body text.
Step 2: Access The Properties Menu
In the new email window, go to the Options tab on the ribbon. Look for the More Options group. Click the small arrow in the bottom-right corner of that group. This opens the Properties dialog box.
Step 3: Set The Delay
In the Properties window, find the section labeled Delivery options. Check the box that says “Do not deliver before.” Then choose the date and time you want the email to send. You can pick a time later today, tomorrow, or next week.
Step 4: Send The Email
Click Close to save the settings. Then click Send. The email moves to your Outbox and stays there until the specified time. Outlook will send it automatically when the time arrives.
That is the core answer to how do you delay sending an email in outlook. But there is more to know for smooth operation.
Why Use Delay Delivery
There are several good reasons to delay email delivery. Here are the most common ones.
- Avoid sending during off-hours – If you work late, set emails to send the next morning.
- Proofread later – Give yourself time to catch typos or missing attachments.
- Match time zones – Send emails when the recipient is likely awake.
- Recall mistakes – If you catch an error quickly, you can recall the email from the Outbox.
Many people use this feature to maintain a professional image. It prevents emails from arriving at 2 AM, which might seem unprofessional.
Setting A Default Delay For All Emails
If you want every email to have a delay by default, you can set this up in Outlook rules. This is useful if you often send emails impulsively.
Step 1: Open Rules
Go to the File tab and click Manage Rules & Alerts. In the dialog box, click New Rule.
Step 2: Create A Blank Rule
Select “Apply rule on messages I send.” Click Next. You will see a list of conditions. Since you want this for all emails, do not select any condition. Click Next. Outlook will ask if you want the rule to apply to every message. Click Yes.
Step 3: Set The Delay Action
Check the box for “defer delivery by a number of minutes.” In the bottom pane, click the underlined text “a number of minutes.” Enter your desired delay, such as 5 or 10 minutes.
Step 4: Finish The Rule
Click Next, then give your rule a name. Click Finish. Now every email you send will wait the specified time before leaving your Outbox.
This method is great if you want a safety net for all outgoing messages. You can still override it for individual emails by using the Properties menu.
How To Recall A Delayed Email
One big advantage of delaying delivery is the ability to recall the email if you change your mind. Here is how to do it.
Step 1: Open The Outbox
In Outlook, click the Outbox folder in the left pane. You will see the delayed email there.
Step 2: Open The Email
Double-click the email to open it in a new window. Do not just preview it.
Step 3: Change Or Delete
You can edit the email and resend it. Or you can delete it entirely. If you delete it, the email will not send. If you edit it, click Send again to apply the changes.
Note that recall only works if the email is still in the Outbox. Once Outlook sends it, you cannot recall it.
Common Issues With Delay Delivery
Sometimes the feature does not work as expected. Here are frequent problems and solutions.
Outlook Must Be Running
For delayed emails to send, Outlook must be open at the scheduled time. If you close Outlook, the emails stay in the Outbox until you open Outlook again. This is a common oversight.
Internet Connection
Your computer needs an internet connection for Outlook to send the email. If you are offline, the email will not send until you reconnect.
Send/Receive Settings
Outlook checks for outgoing emails periodically. The default interval is every few minutes. If your delay is short, the email might send sooner than expected. You can adjust the send/receive frequency in the Send/Receive tab.
Rules Not Applying
If you set a default delay rule but it does not work, check that the rule is enabled. Go to Manage Rules & Alerts and make sure the rule has a checkmark next to it.
Using Delay Delivery In Outlook Web App
The web version of Outlook (Outlook on the web) does not have a Delay Delivery option. Instead, it uses a “Schedule Send” feature. Here is how that works.
Step 1: Compose Your Email
Write your email as usual in Outlook.com or the web app.
Step 2: Click The Dropdown Arrow
Next to the Send button, there is a small arrow. Click it to see options.
Step 3: Choose Schedule Send
Select “Schedule send” from the menu. Pick a date and time from the list, or choose “Custom time” to set your own. Click Send.
This feature is similar but not identical to Delay Delivery. It sets a specific send time rather than a delay period.
Delay Delivery Vs. Schedule Send
It helps to understand the difference between these two features.
- Delay Delivery – Sets a “do not deliver before” time. The email sends as soon as possible after that time.
- Schedule Send – Sets an exact send time. The email waits until that precise moment.
In practice, they work similarly. But Delay Delivery is more flexible if you want to set a minimum wait time.
Tips For Using Delay Delivery Effectively
Here are some practical tips to get the most out of this feature.
- Use a short default delay – A 5-minute delay gives you time to catch mistakes without slowing down your workflow.
- Set longer delays for important emails – For critical messages, use a 30-minute or 1-hour delay.
- Combine with recall – If you notice an error quickly, recall the email from the Outbox.
- Check your Outbox regularly – Make sure delayed emails are not stuck there.
- Use for time zone differences – If you email someone in a different time zone, set the delay so it arrives during their work hours.
How To Cancel A Delayed Email
If you decide not to send a delayed email, you can cancel it easily.
Step 1: Go To Outbox
Open the Outbox folder in Outlook.
Step 2: Delete The Email
Right-click the email and select Delete. Or select it and press the Delete key on your keyboard.
That is it. The email will not send. If you want to send it later without the delay, open the email, remove the delay setting in Properties, and click Send.
Advanced Options For Delay Delivery
For power users, there are more advanced ways to use this feature.
Using VBA Macros
You can write a simple VBA macro to automate delay delivery. For example, you can create a button that adds a 10-minute delay to any email. This requires some coding knowledge but can save time.
Third-Party Tools
Some add-ins offer more control over email scheduling. Tools like Boomerang for Outlook let you schedule sends and set reminders. These are useful if you need more features than Outlook provides.
Combining With Rules
You can create multiple rules for different scenarios. For example, one rule for internal emails with a 2-minute delay, and another for external emails with a 10-minute delay.
Frequently Asked Questions
Can I Delay Sending An Email In Outlook After Clicking Send?
Yes, if you have a default delay rule set up. Otherwise, you need to set the delay before clicking send. Once you click send, the email goes to the Outbox, and you cannot add a delay retroactively.
Does Delay Delivery Work If Outlook Is Closed?
No. Outlook must be running for the email to send at the scheduled time. If Outlook is closed, the email stays in the Outbox until you open Outlook again.
How Long Can I Delay An Email In Outlook?
There is no set limit. You can delay an email for minutes, hours, days, or even weeks. However, Outlook must remain open for the entire delay period.
Why Is My Delayed Email Not Sending In Outlook?
Common reasons include Outlook being closed, no internet connection, or the send/receive interval not triggering. Check your Outbox and ensure Outlook is running.
Can I Use Delay Delivery On Outlook For Mac?
Yes, Outlook for Mac has a similar feature. In the new email window, go to the Options tab and select “Delay Delivery.” Set the date and time you want the email to send.
Final Thoughts On Delaying Emails In Outlook
Now you know exactly how do you delay sending an email in outlook. It is a simple yet powerful tool that can improve your email habits. Whether you use it to avoid late-night sends, catch typos, or manage time zones, the feature is easy to set up.
Remember to keep Outlook open for the delay to work. Check your Outbox occasionally to make sure emails are not stuck. With practice, you will find this feature invaluable for professional and personal communication.
Start using delay delivery today. It takes just a few clicks and can save you from many email mishaps. Your future self will thank you.