Schedule an Email in Outlook: Desktop and Mac Steps

To schedule an email in Outlook, write your message, choose a send time, and confirm it using the scheduling control for your version. In classic Outlook for Windows, use Options > Delay Delivery; in new Outlook and Outlook for Mac, choose Schedule send beside the Send button. The message is held until the selected time, so you can prepare it now and have it arrive later.

Before you start, identify which Outlook app you have. Microsoft 365 users may have classic Outlook or new Outlook for Windows, and their scheduling controls and behavior are different. The steps below cover both, plus Outlook for Mac. Scheduling works best when you check the recipient, date, time, and time zone before confirming.

What You’ll Need

An Outlook account configured in the app, with permission to send email. Work or school accounts may be managed by your organization.
A recipient address and the message content. You can add attachments before scheduling, but confirm that they are attached and have finished uploading.
Access to the internet when you schedule. Classic Outlook for Windows also needs to be open and connected at the scheduled send time for its delayed message to leave the Outbox.
A little time to confirm the intended sending time and time zone, especially if you are scheduling while traveling or working with recipients in another region.

Step-by-Step

Open a new message. In Outlook for Windows, select New mail in new Outlook or New Email in classic Outlook. In Outlook for Mac, select New Email. If you are replying to a message rather than composing a new one, you can usually schedule the reply in the same way.
Address and write the message. Enter the recipient in To, and add people in Cc or Bcc if needed. Write a clear subject and the body. Check the recipient carefully; a scheduled message is still a real email, and choosing a later delivery time does not give it an extra review or recall period after it has been sent.
Add and verify attachments. Attach any files before you schedule. Wait until Outlook shows the file as attached, then open or inspect it if the contents matter. If you use a cloud link, confirm the recipient will have permission to access it. Large attachments may take time to upload, so do not schedule while the upload is still in progress.
Choose the instructions for your Outlook version. In new Outlook for Windows, select the small arrow beside Send, then select Schedule send. In Outlook for Mac, select the arrow or menu beside Send, then choose Schedule Send. In classic Outlook for Windows, open the message’s Options tab and select Delay Delivery. If you do not see the command, expand the ribbon or look in the message window’s More Options area.
Set the delivery date and time. In new Outlook or Mac, choose one of the suggested times or select the option to set a custom time, then enter the date and time. In classic Outlook for Windows, the Properties window opens. Under Delivery options, check Do not deliver before, set the date and time, and select Close to return to the message. Make sure you are setting the delivery time you intend, not just the time you are currently composing.
Review the scheduled message. Check the recipient, subject, spelling, attachment, and displayed sending time. For example, if you want a message to arrive at the start of a workday, schedule it for the morning in the time zone that Outlook is using, rather than assuming the recipient’s local time will be applied automatically. If the time is important, compare the displayed time with your calendar or clock before proceeding.
Confirm the schedule. In new Outlook or Outlook for Mac, select the final Schedule send or confirmation button shown in the dialog. In classic Outlook, select Send after closing the Properties window. In classic Outlook, sending places the message in the Outbox with a delivery delay; it does not mean that it has already reached the recipient.
Check where Outlook is holding it. In classic Outlook for Windows, look in Outbox for the delayed message. In new Outlook and Outlook for Mac, look for the scheduled message in Drafts or the scheduled-message view if your version displays one. Open it to make sure the selected time is correct. Keep the message there until it sends; deleting it cancels delivery.

Classic Outlook has an important limitation: a message delayed with Delay Delivery generally stays in the local Outbox until its scheduled time, and Outlook must be running and connected to send it. If you need a message to go out while your computer is shut down, use new Outlook or Outlook on the web with an account that supports cloud-based scheduled send, or leave classic Outlook running and connected. The precise availability can depend on your account and organization settings.

Common Mistakes

Using the wrong Outlook instructions. The Delay Delivery dialog belongs to classic Outlook for Windows. New Outlook and Mac use a scheduling menu beside Send. If a command is missing, first check whether you are in classic or new Outlook rather than assuming the feature is unavailable.
Closing classic Outlook before the send time. A delayed message can remain in Outbox if the app is closed, the computer is asleep, or Outlook is offline. Scheduling it does not automatically guarantee that a classic Windows client will send it while the computer is off.
Mixing up delivery time and recipient time. Outlook schedules using the time displayed by your app and account settings. Do not assume it will convert the scheduled time to each recipient’s local working hours. Check your time zone and use a time converter if the recipient is elsewhere.
Forgetting the final confirmation. Selecting a time may only open or populate a scheduling dialog. Complete the final Schedule send action, or select Send in classic Outlook, then verify that the message appears in the expected folder.
Changing a message without checking its status. Editing a scheduled message may require canceling its schedule first. If you edit the wrong copy or create a second scheduled message, you could send duplicates or leave an outdated version queued.

Tips

Schedule a buffer. If a message must arrive before a meeting or deadline, set it earlier than the last possible minute. Delays caused by connectivity, account policies, or recipient mail servers can affect when it appears.
Use a deliberate subject line. A scheduled email is easy to forget, especially if it was composed days ahead. A specific subject helps you recognize it when reviewing Drafts or Outbox.
Save a draft if the content is not ready. Scheduling is not a substitute for review. If a document, approval, or recipient detail is still uncertain, leave the message as a draft and schedule it only after those items are settled.
Review the message shortly before an important send. Open the scheduled copy and confirm that the details still apply. This is useful for announcements or changing plans, but remember that a classic Outlook message may depend on the client being online at delivery time.
Consider recipient expectations. Scheduling can help avoid sending at night, but it does not control when the recipient reads the email. Choose a reasonable business-hour delivery time when that matters, and avoid using scheduling to imply a response deadline that you have not stated.

Troubleshooting

The scheduling option is missing. Confirm that you have opened a compose window and are looking beside its Send button. In classic Windows Outlook, open the message’s Options tab and look for Delay Delivery. If the ribbon is simplified, expand it or open the additional options. Some work or school administrators restrict features, and older or differently configured accounts may show a different interface. Updating Outlook or checking with your organization may help.

A classic Outlook message did not send. Open Outbox and check whether the message is still there. Make sure Outlook is online and connected to the correct account, then keep the app open and the computer awake. Review the scheduled date and time in Options > Delay Delivery. If the time has passed but the message remains queued, check for a connection warning, an error in the message, or an account problem. Avoid repeatedly pressing Send, which may create confusion or duplicates.

The message is not where you expected. Search Drafts and Outbox, and check the account or mailbox from which you composed it. New Outlook and Mac may keep scheduled items in Drafts, while classic Outlook uses Outbox for delayed delivery. Folder names and views can differ between accounts. Search by recipient or subject if needed.

You need to change or cancel the schedule. Open the scheduled copy before its delivery time. In new Outlook or Mac, open it from Drafts or the scheduled-message area, then cancel the schedule or edit and reschedule it using the available controls. In classic Outlook, open the message in Outbox and change its delivery setting in Options > Delay Delivery, or move it back to drafts if that option is offered. If you cannot safely edit it, delete the queued copy and compose a corrected message, then verify that only the intended version remains.

The message sent at an unexpected time. Check the date, time, and time zone shown when you scheduled it, and review your Outlook account’s time-zone settings. If you are traveling, the device or mailbox settings may not match the time zone you assumed. For a future schedule, confirm the displayed time immediately before finalizing it.

Frequently Asked Questions

Can I schedule an email in Outlook for free?
Scheduling is available in supported Outlook apps and account types, including many Microsoft 365 accounts. The exact command and whether sending is cloud-based depend on the app version and account configuration.

Does Outlook send a scheduled email if my computer is off?
New Outlook and Outlook on the web can use cloud scheduling when supported by the account. A delayed message in classic Outlook for Windows generally needs Outlook open and connected at the scheduled time, so do not shut down the computer if you are relying on that method.

Can I schedule an email from Outlook on a Mac?
Yes, in supported Outlook for Mac versions. Compose the message, use the menu or arrow beside Send, choose Schedule Send, select a time, and confirm. If the option is absent, check for updates or use Outlook on the web if your account supports scheduling.

Where are scheduled emails stored?
Classic Outlook for Windows places delayed messages in Outbox. New Outlook and Outlook for Mac commonly keep scheduled messages in Drafts or a scheduled-message view. Check the same account and mailbox you used to compose the message.

Can I edit or cancel a scheduled email?
Usually, yes, as long as it has not been sent. Find the queued message, open it, and use the available cancel, edit, or reschedule controls. For classic Outlook, edit or remove the message from Outbox. After delivery, you generally cannot reliably retrieve it from a recipient’s inbox.

Will Outlook schedule the message in the recipient’s time zone?
Do not assume so. Confirm the time displayed in your Outlook app and account settings. If you are scheduling for someone in another region, convert the intended delivery time yourself and check for daylight-saving changes.

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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