Scheduling a delayed send in Outlook lets you control exactly when your message arrives. If you’ve ever wondered how to send a delayed email in outlook, you’re in the right place. This feature is perfect for working across time zones, avoiding late-night replies, or giving yourself a last-minute edit window.
Outlook’s delayed send option is built right into the desktop app, web version, and mobile client. You don’t need third-party tools or add-ins. Once you set it up, your email sits in the outbox until the exact moment you choose.
Let’s walk through the entire process step by step. We’ll cover the desktop version first, then the web app, and finally the mobile setup. By the end, you’ll be able to schedule any email with confidence.
How To Send A Delayed Email In Outlook
This is the core section you came for. The method varies slightly depending on which Outlook version you use. Below are the complete instructions for each platform.
Delayed Send In Outlook Desktop (Windows & Mac)
The desktop application offers the most control. You can delay individual messages or set a global rule for all outgoing emails.
Step 1: Compose Your Email
Open Outlook and click “New Email” to start your message. Write the subject line, add recipients, and type your content as usual. Don’t hit send yet.
Step 2: Access The Delay Options
In the message window, look for the “Options” tab in the ribbon at the top. Click it. You’ll see a group called “More Options” with a small arrow icon in the bottom-right corner. Click that arrow.
This opens the “Properties” dialog box. It contains several settings for your message, including the delay feature.
Step 3: Set The Delivery Time
In the Properties window, find the section labeled “Delivery options.” Check the box that says “Do not deliver before.” Then set the date and time you want the email to actually send.
For example, if it’s 3 PM on Tuesday and you want the email to go out at 9 AM on Wednesday, set the date to Wednesday and the time to 09:00.
Step 4: Close And Send
Click “Close” on the Properties window. Then press “Send” as you normally would. The email moves to your Outbox folder. It stays there until the scheduled time arrives.
Important: Outlook must be running at the scheduled time for the email to send. If you close the program, the email won’t go out until you reopen it.
Delayed Send In Outlook Web (Outlook.com Or Office 365)
The web version is simpler but still effective. It works the same way for personal Outlook.com accounts and work/school Office 365 accounts.
Step 1: Start A New Message
Log into your Outlook web account. Click “New message” in the top-left corner. Compose your email as normal.
Step 2: Find The Schedule Send Button
Look at the bottom of the compose window, near the “Send” button. You’ll see a small dropdown arrow next to “Send.” Click that arrow.
A menu appears with options like “Send now” and “Schedule send.” Select “Schedule send.”
Step 3: Pick Your Time
A pop-up calendar and time selector appear. Choose the date and time you want the email to be delivered. You can pick from preset options like “Tomorrow morning” or set a custom time.
Once you’ve made your selection, click “Send.” The email is scheduled and will go out automatically.
Delayed Send In Outlook Mobile (IOS & Android)
The mobile app also supports delayed sending, though the steps are slightly different.
Step 1: Compose Your Email
Open the Outlook app on your phone or tablet. Tap the “New email” icon (usually a pencil or plus sign). Write your message.
Step 2: Access The Send Options
In the top-right corner of the compose screen, tap the three dots (more options menu). Look for “Schedule send” or “Send later” in the list.
Step 3: Choose A Date And Time
A picker appears. Select the desired date and time. Some versions let you pick from quick options like “In 1 hour” or “Tomorrow.” Confirm your choice.
The email is now scheduled. It will send from your phone at the specified time, provided the app is running in the background.
Setting A Default Delay For All Emails
If you want every email you send to be delayed by a few minutes, you can set a rule. This gives you a grace period to recall or edit a message before it leaves your outbox.
Create A Delay Rule In Outlook Desktop
This method uses Outlook’s Rules Wizard. It applies to all outgoing messages unless you manually override it.
Go to the “File” tab and select “Manage Rules & Alerts.” Click “New Rule.” Choose “Apply rule on messages I send” and click “Next.”
Select conditions if you want (like only for specific recipients). If you want it for all emails, skip conditions and click “Next.” Confirm “Yes” when asked.
Now select the action: “Defer delivery by a number of minutes.” In the bottom pane, click the underlined “a number of” and set your delay (e.g., 2 minutes). Click “OK.”
Finish the wizard and name your rule. Every email you send will now sit in the Outbox for the specified time before sending.
Delay Rule On Mac
Outlook for Mac doesn’t have a built-in rule for delaying all emails. You’ll need to use the individual delay method described earlier for each message.
Practical Use Cases For Delayed Emails
Why would you need this feature? Here are common scenarios where scheduling a send saves the day.
- Working across time zones: Draft an email during your workday but schedule it to arrive during the recipient’s business hours.
- Avoiding late-night appearances: If you work late, schedule emails for the next morning so you don’t seem like you’re always online.
- Editing buffer: Set a 1-2 minute delay on all emails. If you spot a typo or forgot an attachment, you can pull it back from the Outbox.
- Birthday or anniversary reminders: Write a message weeks in advance and schedule it for the exact date.
- Follow-ups: Schedule a follow-up email to go out a few days after your initial message.
Tips For Reliable Delayed Sending
Delayed sending works well, but a few things can trip it up. Keep these tips in mind.
Keep Outlook Running
For desktop users, Outlook must be open at the scheduled time. If you close it, the email won’t send until you reopen the app. On Windows, Outlook can run minimized in the system tray.
Check Your Outbox
Before you shut down for the day, glance at your Outbox folder. Make sure all scheduled emails are there. If you see one stuck, it might have a conflict with a rule or an incorrect time.
Test With A Non-Critical Email First
If you’re new to delayed sending, test it with a message to yourself. Set it to send in 10 minutes. Confirm it arrives as expected. This builds confidence before you use it for important messages.
Be Aware Of Server Time
Outlook uses your computer’s time or the server’s time depending on the version. If you travel between time zones, double-check that the scheduled time matches the recipient’s local time.
Troubleshooting Common Issues
Sometimes delayed emails don’t go through as planned. Here’s how to fix the most common problems.
Email Stays In Outbox After Scheduled Time
This usually means Outlook wasn’t running. Open the app and it should send immediately. If it doesn’t, check your internet connection and the rule settings.
Can’t Find The Delay Option
On the desktop version, make sure you’re in the message window’s “Options” tab. On the web, look for the dropdown next to the Send button. On mobile, check the three-dot menu.
Delay Rule Not Working
Rules can conflict with each other. Disable other rules temporarily to see if that fixes it. Also, ensure the rule is enabled (check the box next to it in the Rules window).
Scheduled Email Sent Immediately
This can happen if you accidentally clicked “Send” instead of “Schedule send.” On desktop, double-check that the “Do not deliver before” box is checked and the time is set correctly.
Advanced: Using Quick Steps For Delayed Send
Outlook Desktop has a feature called Quick Steps. You can create a one-click button that applies the delay and sends the email.
Go to the “Home” tab and click “Create New” in the Quick Steps group. Name it something like “Delay & Send.” Choose “New Message” as the action, then click “Add Action.”
Select “Delay Delivery” from the list. Set your preferred delay time. Click “Finish.” Now, when you compose an email, you can click this Quick Step instead of the regular Send button.
This saves time if you frequently use the same delay period.
Delayed Send Vs. Recall: What’s The Difference?
People often confuse these two features. Delayed send prevents the email from leaving your outbox until a set time. Recall attempts to pull back an email that has already been sent.
Recall only works if the recipient hasn’t opened the email and both parties use Exchange or Office 365. It’s unreliable. Delayed send is much more dependable because you control when the email actually departs.
Use delayed send as your primary tool. Use recall only as a last resort.
How To Cancel A Scheduled Email
Changed your mind? You can delete a delayed email from your Outbox before it sends.
In Outlook Desktop: Go to the Outbox folder. Find the email, right-click it, and select “Delete.” It won’t be sent.
In Outlook Web: Go to the “Drafts” or “Scheduled” folder (depending on your version). Open the email and click “Cancel send” or delete it.
In Outlook Mobile: Open the Outbox or Scheduled folder. Swipe left on the email or tap it and choose “Delete.”
Act quickly. Once the scheduled time passes, the email is gone.
Frequently Asked Questions
Can I Schedule An Email To Send Days Or Weeks In Advance?
Yes. Outlook allows you to set any future date and time. There’s no limit on how far ahead you can schedule. Just make sure Outlook is running at that future time if you’re using the desktop version.
Does Delayed Send Work If My Computer Is Asleep?
No. For desktop Outlook, the computer must be awake and the program must be running. If your computer goes to sleep, the email won’t send until you wake it up and open Outlook. Web and mobile versions rely on cloud servers, so they work even if your device is off.
Will The Recipient Know I Delayed The Email?
No. The email arrives with the normal timestamp of when it was actually sent by the server. There is no indication that you scheduled it earlier. It looks exactly like a real-time send.
Can I Set A Different Delay For Each Email?
Yes. The individual delay method (using “Do not deliver before” or “Schedule send”) lets you set a unique time for every message. The global rule applies the same delay to all emails unless you override it.
Does This Work With Outlook For Mac?
Yes, but the Mac version has fewer options. You can delay individual emails using the “Do not deliver before” checkbox in the message properties. There is no global rule for all emails on Mac.
Final Thoughts
Now you know exactly how to send a delayed email in outlook. The process is straightforward once you find the right menu. Start with a test message to build confidence, then use it for real communications.
This feature is one of Outlook’s most underrated tools. It gives you control over your communication timing, which is invaluable in a professional setting. Whether you’re managing time zones, avoiding after-hours emails, or just want a safety net for typos, delayed send has you covered.
Practice the steps a few times. Once it becomes habit, you’ll wonder how you managed without it. Your inbox—and your recipients—will thank you.