How to delay sending emails in Outlook (desktop, web, and mobile)

Why Delay Sending Emails in Outlook

Delaying an email gives you a buffer between clicking send and the message actually leaving your outbox. That buffer serves several purposes.

It lets you catch mistakes. Typos, wrong attachments, missing recipients, and tone issues are easier to spot five minutes after writing than in the moment. A delayed send turns a permanent mistake into a fixable draft.

It lets you optimize timing. Emails sent at 7am Tuesday get more attention than emails sent at 11pm Friday. Delay lets you write when it suits you and deliver when it suits the recipient.

It lets you manage perception. Sending emails at 2am signals overwork or poor boundaries. Scheduling them for business hours maintains a professional image regardless of when you actually compose the message.

Outlook offers three ways to delay emails: schedule send for individual messages, delivery delay rules for all outgoing mail, and delayed delivery options in the classic desktop app. The right approach depends on whether you want to delay a single email or every email.

Method 1: Schedule Send for a Single Email

This is the simplest option when you want to delay one specific email. It works on Outlook for Windows, Mac, and the web.

Outlook for Windows (New Outlook and Microsoft 365)

- Step 1. Compose your email as usual. Add recipients, subject, and body.

- Step 2. Click the dropdown arrow next to the Send button.

- Step 3. Select "Schedule Send."

- Step 4. Choose a suggested time or click "Custom time" to set your own date and time.

- Step 5. Click Send. The email moves to your Scheduled folder and sends at the specified time.

To cancel or edit, go to your Scheduled folder, open the email, and either delete it or modify the send time.

Outlook for Mac

- Step 1. Compose your email.

- Step 2. Click the dropdown arrow next to Send.

- Step 3. Select "Send Later."

- Step 4. Choose your preferred date and time.

- Step 5. Click Send. The message sits in Drafts until the scheduled time.

Note: On Mac, the scheduled email sends from Drafts, so your computer must be on and Outlook must be running at the scheduled time. If your Mac is asleep, the email sends the next time Outlook connects.

Outlook on the Web (outlook.com / Microsoft 365)

- Step 1. Compose your email.

- Step 2. Click the dropdown arrow next to Send.

- Step 3. Select "Schedule Send."

- Step 4. Pick a time or set a custom one.

- Step 5. Click Send.

Web-based scheduling is server-side, so the email sends at the scheduled time regardless of whether your computer is on. This is the most reliable method for delayed delivery.

Method 2: Delay All Outgoing Emails with a Rule

If you want a built-in buffer on every email you send, Outlook rules can delay all outgoing messages by a set number of minutes. This is the "undo send" approach: every email sits in your Outbox for a window before it actually sends.

Setting up a delay rule in Outlook for Windows (Classic)

- Step 1. Go to File, then Manage Rules & Alerts.

- Step 2. Click "New Rule."

- Step 3. Under "Start from a blank rule," select "Apply rule on messages I send." Click Next.

- Step 4. On the conditions screen, do not check any boxes. Click Next. Outlook will ask if you want to apply the rule to every message. Click Yes.

- Step 5. Under actions, check "defer delivery by a number of minutes."

- Step 6. Click the underlined "a number of" link and enter your preferred delay (1 to 120 minutes). A 2 to 5 minute delay is typical.

- Step 7. Click Finish, then Apply.

From now on, every email you send sits in your Outbox for the specified number of minutes before sending. To cancel a delayed email, open your Outbox and delete or edit the message before the delay expires.

Limitations of the rule-based approach

- This rule only works in the classic Outlook desktop app for Windows. It does not work in the new Outlook, Outlook for Mac, or Outlook on the web.

- The delay only applies when Outlook is running. If you close Outlook, the emails remain in the Outbox and send the next time you open the app.

- The rule applies to all outgoing email, including replies and forwards. If you need to send something immediately, you must temporarily disable the rule.

Method 3: Delay Delivery on a Single Email (Classic Outlook)

The classic Outlook desktop app has a per-email delay option that is separate from Schedule Send.

- Step 1. Compose your email.

- Step 2. Click the Options tab in the ribbon.

- Step 3. Click "Delay Delivery."

- Step 4. Under "Do not deliver before," set the date and time.

- Step 5. Close the dialog and click Send.

The email moves to your Outbox and delivers at the specified time. Like the rule-based method, this requires Outlook to be open and connected at the scheduled time.

Which Method to Use

Schedule Send (Method 1)

Best for: Scheduling individual emails for a specific date and time. Works across all Outlook platforms. Server-side on the web version, so no need to keep your computer on.

Delay All Emails Rule (Method 2)

Best for: Creating a safety net for every outgoing email. Ideal if you frequently catch mistakes after hitting send. Only works on classic Outlook for Windows.

Per-Email Delay Delivery (Method 3)

Best for: Delaying a single email in the classic Outlook desktop app when you want more control than Schedule Send offers. Requires Outlook to be open.

For most users, Schedule Send through Outlook on the web is the most reliable and flexible option. It works server-side, requires no rules setup, and is available on every platform. If you also need to schedule meetings alongside your delayed emails, our guide on how to send a calendar invite in Outlook covers that process.

Tips for Effective Email Scheduling

Match the recipient's time zone

If your recipient is in a different time zone, schedule the email to arrive during their business hours, not yours. Emails that arrive at 9am in the recipient's time zone get higher open rates than those that arrive at odd hours.

Avoid scheduling too far in advance

Information changes. If you schedule an email days ahead, verify the content is still accurate before it sends. Check your Scheduled or Outbox folder regularly.

Combine with follow-up planning

Delayed send pairs well with a follow-up strategy. Write the initial email and the follow-up at the same time, scheduling the follow-up for a few days later. This ensures consistency and saves you from having to remember to follow up. Our guide on how to follow up on a cold email covers sequencing and timing in detail.

Do not rely on delays for sensitive emails

For high-stakes emails (job applications, client proposals, legal correspondence), do not just delay and forget. Set a calendar reminder to review the email one more time before it sends. Proper email etiquette is especially important for these messages, so a final review is worth the effort.

FAQ

Can I schedule a recurring email in Outlook?

Outlook does not natively support recurring scheduled emails. You can achieve this through Power Automate (Microsoft's workflow automation tool), which can send emails on a defined schedule using templates or dynamic content.

What happens if my computer is off when a scheduled email is supposed to send?

It depends on the method. Schedule Send on Outlook for the web sends server-side, so the email delivers regardless. Schedule Send on Outlook for Mac and the delay delivery option on classic Outlook require the app to be open. If it is not, the email sends the next time Outlook connects.

Can I delay emails in the Outlook mobile app?

Yes. The Outlook mobile app for iOS and Android supports Schedule Send. Compose your email, long-press the Send button, and select a scheduled time. This works server-side, so the email sends even if your phone is off.

How do I cancel a scheduled email in Outlook?

Go to your Scheduled folder (or Outbox for delayed emails), open the message, and either delete it or edit it. If the email has already sent, you cannot recall it, but you can attempt a recall request for internal Exchange recipients. Our guide on recalling emails covers the limitations and alternatives.