Outlook - Delay Email Delivery Tutorial

Discover how to schedule your emails in Outlook to send professional messages when you're out of the office or to respect colleagues' working hours. Learn to use the scheduling feature by clicking the small arrow next to the send button or accessing it through the options tab. Customize the delivery date and time and easily edit scheduled messages before sending. Don't miss this efficient way to manage your email communications!

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Available in Microsoft365

Objectifs :

This tutorial aims to teach users how to schedule emails in Outlook, enabling them to send messages at a later time, which is particularly useful for maintaining professionalism and respecting colleagues' working hours.

Chapitres :

Introduction to Email Scheduling in Outlook
In this tutorial, we will explore the email scheduling feature in Outlook. This functionality allows you to send professional messages even when you are out of the office or to respect your colleagues' working hours.
How to Schedule an Email
To schedule an email in Outlook, follow these steps: 1. Write your email as you normally would. 2. Click the small arrow next to the 'Send' button. 3. In the drop-down menu, select the 'Schedule Send' option by clicking on it. 4. Alternatively, you can access this feature by going to the 'Options' tab. On the right side of the ribbon, you will find an icon for scheduling.
Setting the Date and Time for Delivery
Once you select the scheduling option, a new window will open, allowing you to choose the day and time you would like the message to be sent. Follow these steps: 1. Click on 'Customized Time'. 2. In the calendar, select the desired date and time for delivery. 3. Once you have made your selections, click 'Send'.
Managing Scheduled Emails
This feature is also beneficial if you are waiting for additional information to complete your email before sending it. Once you have gathered the missing details, you can manage your scheduled emails as follows: 1. Go to the 'Drafts' folder where all your scheduled messages remain. 2. Click the icon on the right side of the screen. 3. You will be prompted to either send the message now or edit it before sending.
Conclusion
You now know how to delay or schedule your emails in Outlook. This feature not only enhances your professionalism but also helps in managing your communication effectively.

FAQ :

How do I schedule an email in Outlook?

To schedule an email in Outlook, write your email and click the small arrow next to the send button. Select the 'Schedule Send' option from the drop-down menu. You can also access this feature from the options tab in the ribbon. A new window will open where you can choose the date and time for the email to be sent.

What happens to my scheduled emails?

All your scheduled emails are stored in the Drafts folder. You can access them anytime to edit or send them immediately.

Can I edit a scheduled email?

Yes, you can edit a scheduled email. Go to the Drafts folder, select the email, and you will have the option to edit it before sending.

Why would I want to schedule an email?

Scheduling an email allows you to send messages at a specific time, which can be useful for respecting colleagues' working hours or when you are out of the office.

Is there a limit to how far in advance I can schedule an email?

There is no specific limit mentioned for scheduling emails in Outlook, but it is advisable to check your email settings for any restrictions.

Quelques cas d'usages :

Sending Emails During Non-Working Hours

A marketing manager can schedule emails to be sent to clients during business hours, even if they are working late or on weekends. This ensures that the emails are received at an appropriate time, improving client engagement.

Coordinating Team Communication

A project manager can schedule reminders for team meetings or deadlines to be sent to team members. This helps keep everyone informed and on track without the need for real-time communication.

Follow-Up Emails

A sales representative can draft follow-up emails after a client meeting and schedule them to be sent a few days later. This allows them to gather additional information before sending a complete message.

Managing Time Zones

An international business consultant can schedule emails to be sent at times that are convenient for clients in different time zones, ensuring timely communication without needing to be online at odd hours.

Automating Routine Communications

An HR professional can schedule routine communications, such as onboarding information or policy updates, to be sent automatically to new employees, streamlining the onboarding process.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Schedule Send

A feature in email applications that allows users to set a specific date and time for an email to be sent, rather than sending it immediately.

Drafts

A folder in email applications where unsent emails are stored. Users can edit or send these emails later.

Ribbon

A user interface element in Microsoft Office applications that contains tabs with various tools and options for users to access.

Calendar

A tool used to schedule and manage appointments, events, and reminders, often integrated within email applications.

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This feature allows you to send professional messages even when you're out

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of the office or simply to respect your colleagues working hours.

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Once you've written your email, click the small arrow next to the send button.

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In the drop down menu, you can select the schedule, send option by clicking on it.

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You can also access this feature by going to the options tab

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and on the right side of the ribbon, you'll find an icon for scheduling.

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A new window will open, allowing you to choose the day and time.

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You'd like the message to be sent. Click on customized time,

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then in the calendar, select the date

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and time for delivery.

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Once done, click send

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this feature can also be useful if you're waiting for

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additional information to complete your email before sending it.

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Once you've gathered the missing details,

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simply go to drafts all your scheduled messages remain there.

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You can click the icon on the right side of the screen where

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you'll be prompted to either send the message now or edit it before sending

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and there you have it. You now know how to delay or schedule your emails in outlook.

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