Have you ever wanted to send an email at a later time or date? Maybe you’re working late and don’t want to bother your colleagues until the morning, or perhaps you want to schedule a message for a birthday or anniversary. Well, in Outlook 2016, you can delay the delivery of an email with just a few clicks. After following these quick and easy steps, you can rest assured that your message will be sent exactly when you want it to.
Step by Step Tutorial: How to Delay Delivery of an Email in Outlook 2016
Before we dive into the specifics, let’s talk about why you might want to delay an email. Maybe you’re collaborating with people in different time zones, or you want to make sure your email is the first thing someone sees when they start their workday. Whatever your reason, Outlook 2016 makes it simple to schedule your emails to be sent at a future time or date.
Step 1: Compose your email
Start by writing your email as you normally would.
After you’ve finished writing your email, but before you hit send, you’ll want to access the options for delaying delivery.
Step 2: Click on the “Options” tab
In the new email window, click on the “Options” tab at the top of the screen.
This will open up a new set of options for your email, including the ability to delay delivery.
Step 3: Select “Delay Delivery”
Click on the “Delay Delivery” button in the “More Options” group.
A new window will pop up with several options for scheduling your email’s delivery.
Step 4: Set the delivery date and time
Under “Delivery options,” check the box next to “Do not deliver before,” and set your desired date and time.
Remember to consider time zones if you’re sending to someone in a different area. Outlook will use the time zone that your computer is set to.
Step 5: Click “Close” and “Send”
After setting the date and time, click “Close,” and then hit “Send” on your email.
Your email will sit in the Outbox folder until the specified sending time. Don’t worry – even if Outlook is closed, as long as the computer is on and connected to the internet, your email will send.
Once you’ve completed these steps, your email will be scheduled to send at the time you selected. It’s a handy feature that can help you manage your time and communications more effectively.
Tips for Delaying Delivery of an Email in Outlook 2016
- Make sure your computer is on and connected to the internet at the scheduled send time.
- Double-check the time zone, especially if you’re scheduling an email to someone in a different area.
- Use delay delivery for reminders to clients or colleagues about important deadlines or meetings.
- Remember that if you open the email in the Outbox before the scheduled time, you will need to click Send again.
- If you’re working on a shared computer, be aware that other users might see your scheduled emails in the Outbox.
Frequently Asked Questions
What happens if I’m not connected to the internet at the scheduled send time?
If you’re not connected to the internet, the email will not send until you are reconnected.
Can I cancel a delayed email after I’ve scheduled it?
Yes, you can cancel a delayed email by going to the Outbox, opening the email, and selecting “Cancel” from the options.
Will delaying an email affect how it appears to the recipient?
No, the email will appear as a normal email to the recipient, regardless of when it was actually sent.
Can I delay an email if I’m using Outlook web app or mobile app?
The delay delivery feature is only available in the desktop version of Outlook 2016.
What happens if Outlook is closed before the scheduled send time?
As long as your computer is on and connected to the internet, the email will send even if Outlook is closed.
Summary
- Compose your email.
- Click on the “Options” tab.
- Select “Delay Delivery.”
- Set the delivery date and time.
- Click “Close” and “Send.”
Conclusion
Delaying the delivery of an email in Outlook 2016 can be a powerful tool in managing your communications. Whether you’re scheduling emails to go out at the start of the workday, setting up birthday wishes, or just making sure you don’t forget to send an important message, it’s a simple process that can make a big difference in your productivity and professionalism. Remember to keep your computer on and connected to the internet, and you’ll be able to rest easy knowing your email will reach its destination exactly when you want it to. If you found this guide helpful, consider exploring more advanced features of Outlook 2016 to further enhance your email game!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.