Want to learn how to schedule an email in Outlook?
The best time to send an email is when a recipient is just about to check their inbox. However, you may not always be online when your recipients usually check their emails.
That’s why most people schedule their emails in advance, to go at a specified time — to ensure it’s always opened and gets a response.
In this article, I’ll show you how to schedule an email in Outlook, and how you can set a standard delay for all of your outgoing emails. I’ll also discuss some limitations of the Outlook app and give you a look into Gmail, a better email alternative.
Don’t worry — I’ll also cover how easy it is to schedule an email in Gmail.
Here’s What This Article Contains:
- How to Schedule an Email in Outlook (Step-by-Step Guide)
- How to Delay the Sending of All Emails in Outlook (Step-by-Step Guide)
- Why You Should Use Gmail Instead of Outlook
- How to Schedule an Email in Gmail (Step-by-Step Guide)
- How to Schedule Email Campaigns Using GMass (Step-by-Step Guide)
Let’s jump in.
How to Schedule an Email in Outlook (Step-by-Step Guide)
Knowing how to schedule emails can help you plan outgoing emails days in advance.
Not only does it make things easier for you, but it could also increase the response rate as your emails reach the recipient’s inbox just when they’re about to check their mail.
Let’s take a step-by-step look at how you can schedule an email message in Outlook:
Note: Any contacts you see in this article are samples I obtained from this website.
Open Outlook and click on New Email.
Alternatively, you can press Ctrl + N to open a new email.
In the new email window, click on the Options tab.
Then, select Delay Delivery.
In the dialog box that opens, select the specific time and date you want to send the message. Then, click on the Close button.
Compose your new message in the message window, and click the Send button.
That’s how you can schedule an email in Microsoft Outlook. You can always find your scheduled email in your Outbox folder.
If you want to reschedule your email, click on the message, go to Delay Delivery, make the necessary changes, and click Close.
But what if you have a change of mind and want to send your email right away?
Just follow these simple steps to remove the email delay and send your message right away:
How to Remove the Email Delay and Send Emails Immediately
Sometimes you may not want to delay your email, but send it immediately.
Here’s what you need to do to remove the delay in an email and send out your message:
Open Outlook and go to your Outbox folder.
Then, click on your scheduled email.
When the new window opens, select the Options tab.
Then, click on Delay Delivery, which is in the More Options group.
Once the new window opens, uncheck the Do not deliver before checkbox to remove the scheduled time and click on the Close button to close the window.
Click on the Send button to send out your message instantly.
How to Delay the Sending of All Emails in Outlook (Step-by-Step Guide)
Scheduling individual emails can help you easily plan your outgoing emails.
But what if you want to delay all your outgoing emails?
You may have a habit of noticing errors in your message after you press the send button (and then sending an apology-and-correction email), or you may have previously sent an email you regretted afterward.
Adding a delayed delivery option to all your emails can help you avoid the embarrassment of sending a message with mistakes, or gives you time to edit an email you made the mistake of sending.
In this section, let’s take a look at how to delay sending all outgoing emails:
Open Outlook and click on the File tab.
In the Info section, click Manage Rules & Alerts, which is next to the Rules and Alerts heading.
In the dialog box that appears, select the Email Rules tab and then click on New Rule.
In the Rules Wizard that pops up, select Apply rule on messages I send under the Start from a blank rule section.
Then, click on Next.
In the Select conditions list, click on the checkboxes you want to apply to outgoing emails. If you’re going to delay all your outgoing emails, clear all the checkboxes and select Next.
If you didn’t select any of the checkboxes, you’d have to click Yes on the new window to apply the rule for all your outgoing emails.
In the Select action list, select the checkbox that says defer delivery by a number of minutes. Then, in the box at the bottom, click on a number of.
In the dialog box that appears, choose the number of minutes you want your emails to be delayed. The maximum delay limit is 120 minutes. Once you’re done setting the delay for the delivery option, click OK.
Then, click Next in the Rules Wizard.
Now, if you want to add any exceptions to the delayed message rule, select them. Then, click Next.
Give your email rule an appropriate name in the rule description box. Then, check the Turn on this rule checkbox if it isn’t already selected.
Once you’re done, click Finish.
Click on Apply, then select OK to close the wizard.
Why You Should Use Gmail Instead of Outlook
Sure, you can use the Outlook email client to schedule your emails to go at a particular time, and even delay all of your outgoing emails.
However, that hardly makes it the best email client available.
For starters, look at all those steps you have to go through to schedule an email!
Here are two key reasons Gmail is a much better option than Outlook:
1. Gmail Offers a Streamlined Interface and Better Functionality
If Gmail is popular for one thing, it’s the clean interface it offers.
Outlook has tried to offer a clean interface with its recent updates, but it doesn’t get anywhere near Gmail’s streamlined look and even lacks some handy features.
In addition to boasting a simple interface and providing great security for your emails, Gmail also uses AI to power useful features like smart compose. This isn’t something you can expect to find in Outlook.
2. With Gmail, You Get Access to a Ton of Extensions
Microsoft Outlook is a part of Microsoft’s Office365 app suite. So if you need any extra functionality, you’ll have to turn to an app in Office365.
But even then, your options will be limited.
Gmail, on the other hand, was designed to exist as a standalone tool until G Suite was introduced. So it comes with tons of extensions that can help boost your email productivity.
GMass is one such extension, and it’s perfect for anyone who’s looking to schedule emails and send email campaigns from their Gmail account.
Wait, what is GMass?
GMass is a powerful email campaign tool that’s used by employees of tech giants like Twitter, Uber, Google, and LinkedIn. As GMass works inside of Gmail, you won’t have to worry about learning a new interface.
But GMass isn’t just meant for tech giants!
SMBs, solopreneurs, churches, and individuals can also use GMass to send emails to a target audience.
With GMass, you can:
- Schedule emails and bulk emails from your inbox.
- Send email campaigns straight from your inbox.
- Customize each message in an email campaign.
- Track how recipients interact with emails.
- Set up custom tracking domains easily.
The best part?
Anyone can get started with GMass. All you have to do is download the Chrome extension, and you can dive right in!
Some Important GMass Features
Here are some features that make GMass a great alternative to Microsoft Outlook:
A. Schedule Emails Easily
Remember, sending your emails at the right time is essential to get a high response rate. And the best time to send out an email is when the recipient’s inbox is about to be checked for new mail.
GMass helps you schedule emails easily, so you can plan your email outreach and aim for high engagement rates. All you have to do is type your message and schedule it — GMass will take care of the rest!
If you want high email engagement, you need to customize your emails.
GMass can help you automatically personalize your emails. It has features like automatic first-name detection and entry, personalized images and links, and more that can add a personal touch to all your outgoing emails.
C. Analytics and Campaign Reports
When you send mass emails via GMass, it generates a Campaign Report for you. These reports show core email stats like total recipients, unique clicks, opens, and more so you can quickly analyze the performance of your bulk emails.
Most of the time, your initial message won’t get a lot of responses for all kinds of reasons. This means you’ll have to send enough follow-ups to garner a reply from more of your recipients.
How to Schedule an Email in Gmail (Step-by-Step Guide)
Now that we know what makes Gmail a better email client than Outlook, let’s take a look at how you can schedule an email to send later in Gmail:
Log in to Gmail and click on Compose.
Start composing your message, and once you’re done, do not click Send.
Instead, click on the downward-facing arrow next to it.
Then, click on Schedule send.
Choose a specific time to send your email. You can choose from a list of scheduled time slots or select your timing by clicking on Pick date & time.
That’s all you have to do to schedule a message in Gmail.
You can find all your scheduled email in the Scheduled tab in the left sidebar.
How to Schedule Email Campaigns Using GMass (Step-by-Step Guide)
GMass is an excellent extension to Gmail that helps you send personalized email campaigns to thousands of emails in your contact list.
Here’s how you can schedule email campaigns in Gmail using GMass:
Make sure you have GMass installed in your Chrome browser. Then, log in to Gmail and click on Compose.
Once you’ve typed your email, click on the downward arrow next to the GMass button.
When the window opens, select the Schedule tab.
In this tab, you can customize virtually every aspect regarding the scheduling of your email.
You can decide:
- The specific time & date you want to send your email.
- Set a limit on the number of emails sent per day.
- The time gap between each message to ensure a high deliverability rate.
- When to repeat the email campaign — you can decide between a set number of hours, days, or months.
- Whether to stop sending emails during the weekend.
This is what the Schedule tab looks like once you’re done setting up the scheduling settings.
Once you’re done scheduling email, hit the GMass button, and your message will be ready to go.
You can find your scheduled GMass campaigns in your Drafts folder.
This is what a scheduled GMass campaign looks like.
And that’s how easy it is to schedule an email campaign in GMass!
Outlook is a great tool to schedule a single outgoing message or set a delay on all your outgoing emails. However, it struggles to keep up with what’s offered by an email client like Gmail.
Not only does Gmail allow you to schedule emails easily, but it also offers you great functionality and a cleaner interface.
And when it comes to Gmail extensions, there’s nothing as powerful as GMass. It offers a wide variety of features for all your email scheduling and sending needs.
It’s the perfect email companion to Gmail and will surely skyrocket your email productivity!
So why not give GMass a try today?
Ajay is the founder of GMass and has been developing email sending software for 20 years.