Schedule an Email in Outlook: A Step-by-Step Guide

To schedule an outgoing email in Outlook, write your message, open the menu beside Send, choose Schedule send, and select a delivery time. In classic Outlook for Windows, use Options > Delay Delivery instead. Scheduling is useful for sending a reminder at the start of a workday, reaching someone in another time zone, or preparing a message in advance. The exact controls depend on which Outlook version you use, so check whether you have new Outlook, classic Outlook, Outlook on the web, or Outlook for Mac before following the steps.

What You’ll Need

An Outlook account and access to the mailbox you want to send from.
The recipient’s email address, a subject, and a message ready to send. You can also schedule a message with attachments.
A delivery date and time. Outlook generally uses the time zone set for your account or device, so check that setting if you are scheduling across time zones.

Step-by-Step

Open a new message. In Outlook, select New mail or New message. In Outlook for Mac, select New Email. Enter the recipient in the To field. Add any Cc or Bcc recipients, a clear subject, and the message text. Attach files now if needed, and confirm the correct account is selected if you have more than one mailbox.
Review the message before scheduling. Check the recipient address, subject, wording, links, and attachments. A scheduled email is still an outgoing message: it will be sent at the selected time unless you cancel or change it first. If the message is sensitive or time-critical, confirm that the intended recipients are included and that the attachment is the final version.
Schedule it in new Outlook for Windows or Outlook on the web. Select the small arrow beside the Send button, rather than the main Send button. Choose Schedule send. Pick one of the suggested times, or choose a custom time and set the date and time you want. Review the displayed time, then select Send to confirm the schedule. The message is not delivered immediately; it is held for the selected time.
Schedule it in Outlook for Mac. In the current Outlook for Mac interface, compose the email and select the arrow beside Send. Choose Schedule Send, select a suggested time or set a custom date and time, and confirm. If you do not see the scheduling choice, check that Outlook is up to date and that you are using the current Outlook interface. The exact labels can vary slightly with app updates and account type.
Set a delivery time in classic Outlook for Windows. With the message open, select the Options tab, then select Delay Delivery in the More Options group. In the Properties window, under Delivery options, tick Do not deliver before. Enter the date and time, then select Close. Back in the message, select Send. The message will wait in Outbox until its release time; it has not been sent merely because you clicked Send.
Confirm that the message is queued. In new Outlook and Outlook on the web, look in Drafts or the Scheduled area if your version provides one. In classic Outlook for Windows, look in Outbox. Open the message to verify its recipient and scheduled time if the interface allows it. Do not make a second copy and send it immediately unless you intend the recipient to receive two messages.
Know what must stay open. Messages scheduled through new Outlook or Outlook on the web are generally managed by the service, so you usually do not need to keep the app open. Classic Outlook’s Delay Delivery relies on Outlook being open and connected to send the message at the specified time. If you are using classic Outlook, leave it running with an internet connection, especially when scheduling a message outside your normal working hours.
Change or cancel a scheduled message if plans change. Find the message in Drafts, Scheduled, or Outbox, depending on the version. Open it and use the available edit, cancel, or unschedule option. In classic Outlook, removing or reopening a message in Outbox lets you change its delivery settings before it is sent. After editing, make sure you schedule it again if you still want a delayed delivery.

Common Mistakes

Clicking Send instead of the arrow beside it. In new Outlook and Outlook on the web, the main Send button sends the email now. Use its adjacent menu arrow to find Schedule send.
Assuming every Outlook version works the same way. Classic Outlook for Windows uses Delay Delivery and queues the message in Outbox. New Outlook, the web app, and current Mac versions use a scheduling menu. Following the wrong set of instructions can make it look as though the option is missing.
Closing classic Outlook before the scheduled time. A delayed message in classic Outlook may not leave Outbox while the app is closed or offline. This is especially easy to overlook when scheduling an email for early the next morning.
Choosing the wrong date, time, or time zone. A date can change when you cross midnight, and a time zone setting may differ from the recipient’s. Check the scheduled time shown by Outlook, not just the time you had in mind.
Forgetting that a scheduled message can still be edited or cancelled. Do not assume the email is permanently locked once queued. It may remain in Drafts or Outbox, so confirm its status if you need it to go out unchanged.

Tips

Use a time that suits the recipient. Consider their local working hours, but remember that a scheduled send sets the time Outlook attempts to send, not a guarantee of the exact moment the message appears in their inbox. Mail systems can take time to process or deliver it.
Schedule a little earlier than a hard deadline. If a message must arrive before a meeting, do not schedule it for the exact start time. Allow time for internet or service delays, and check that the message has left the queue.
Make the subject easy to recognize. A specific subject helps you find the message later if you need to edit or cancel it. For example, use Project update for Tuesday meeting rather than Update.
Check attachments before queueing. Open or preview the attached file when practical, verify that it is the right version, and make sure it has finished uploading. Large attachments or cloud links may need extra time to process.
Use a test message when learning a new interface. If you are unsure how your Outlook version handles scheduled messages, schedule a harmless note to yourself a few minutes ahead. Then check where it appears and how the cancellation control works.
Keep classic Outlook available when necessary. For Delay Delivery in classic Outlook for Windows, leave the app open and connected until the scheduled message has been sent. If you cannot do that, use new Outlook or Outlook on the web if available for your account.

Troubleshooting

I cannot find Schedule send. First identify the Outlook interface you are using. In new Outlook or the web app, look for the small arrow next to Send while composing a message. In current Outlook for Mac, check the same menu. In classic Outlook for Windows, use Options > Delay Delivery. If the option is still absent, update the app, check whether your account is supported, or try Outlook on the web. Some work or school accounts may have controls managed by an administrator.

The email did not go out at the scheduled time. In classic Outlook for Windows, check whether the message is still in Outbox and whether Outlook was open, online, and connected at the chosen time. Reconnect to the internet and restart Outlook if needed, then check the message’s delivery settings before trying again. In new Outlook, the web app, or Mac, look in Drafts or Scheduled for a notice, a changed status, or an error. If the message is still queued, correct the issue and reschedule it; avoid sending a duplicate until you know whether the original was delivered.

The message went at the wrong time. Check the date, time, and time zone configured in Outlook and on your device. If the message has not yet been sent, open it and adjust or cancel the schedule. If it has already left your mailbox, Outlook cannot pull it back reliably from the recipient’s system; contact the recipient if the timing matters.

I cannot edit or cancel the queued message. Locate it in the correct folder for your version: Drafts or Scheduled in newer interfaces, or Outbox in classic Outlook. Open the item rather than creating a new message. If classic Outlook is offline, reconnect first so the Outbox item can be accessed and its status refreshed. If it has already been sent, it is no longer a scheduled message.

Frequently Asked Questions

Can I schedule an email in Outlook on the web?

Yes. Compose the message, select the arrow beside Send, choose Schedule send, and select a suggested or custom time. Confirm the time before you finish. The menu may look slightly different as Outlook on the web is updated.

Does Outlook have to be open for a scheduled email to send?

It depends on the version. Messages scheduled in new Outlook or Outlook on the web are generally handled by the service, so the app can usually be closed. For classic Outlook for Windows using Delay Delivery, keep Outlook open and connected so the message can leave Outbox.

Can I schedule an email with an attachment?

Yes. Add the attachment before scheduling and verify that it is present on the queued message. For a cloud-sharing link, check that the recipient will have permission to open the file and that the link points to the intended version.

Can I change the scheduled time?

Usually, yes, as long as the message has not been sent. Find the queued message in Drafts, Scheduled, or Outbox, open it, change the time or cancel the existing schedule, and confirm the new setting. The exact controls vary by Outlook version.

Will the recipient know that I scheduled the email?

Outlook does not normally label a message as scheduled when it reaches the recipient. It arrives like a regular email. However, delivery can occur later than the chosen send time because of processing, connectivity, or the recipient’s mail service.

Can I schedule a recurring email?

Scheduling a message sets a send time for that message; it does not automatically create a recurring series. For repeated reminders, create a calendar event or task, or prepare and schedule each email separately. Check each queued message to avoid sending an outdated copy.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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