Schedule an Email in Outlook: Windows, Mac & Web

Created On:
January 20, 2023
Updated On:
July 3, 2024

We all know that email is one of the safest and most trusted ways of communication in the market these days. However, it is mainly used for professional purposes, so there can be situations where you would like to send any email at a later date or later. So here comes the phase of scheduling an email in Outlook, which is the most convenient feature for communicating information with others when you want to do that. 

Source: Microsoft

This feature gives you peace of mind that you do not need to put reminders to send any emails; you send them and be assured that the recipient will receive them at a specific time. But when it comes to Outlook, this is a tedious task because of its complex functionality, but it still is a possible action to perform. 

So let us move ahead in this article and learn the process of how to schedule an email in Outlook. 

Options to Schedule an Email in Outlook

For scheduling an email in Outlook, below are the three options:

  • Scheduling email in Outlook on windows
  • Scheduling email in Outlook on Mac
  • Scheduling email in outlook webmail.

Scheduling Email in Outlook on Windows

Source: Windows

When you would like to schedule an email in Outlook on your windows computer, it will just take a few clicks such as:

Step 1: Open your Outlook on the windows, and click the "New email” icon. 

Step 2: Draft the context of your email, mention the recipients, and compose the subject line of your email.

Step 3: Go to the "Options" tab and select "Delay Delivery" in the drop-down arrow.

Step 4: Mark the check box, "Do not deliver before."

Step 5: Then specify the date and time you want the email sent from your Outlook.

Step 6: Click "Close" and "Send the message later."

So now, the email will be sent to the recipient on the date and time mentioned by you, and till then, it will be in your outlook outbox folder. 

Scheduling Email in Outlook on Mac

Source: Outlook

When you would like to schedule an email in Outlook on your Mac, it will just take a few clicks, such as:

Step 1: Open your Outlook app on your Mac, and click "New message."

Step 2: Draft your email, add the recipients, and then compose the subject line of your email.

Step 3: Click on the arrow just right to the "Send" icon (at the top-left corner) and click on the "Send Later” icon. 

Step 4: Specific the date and time when you would want to send the emails.

Step 5: Click on the "Send” icon. 

The email will be saved in your "Drafts" folder until your email is scheduled. However, if you ever change your mind and want to Cancel the email, you can do it. Go to the "Drafts" folder and tap "Cancel Send."

Scheduling Email in Outlook Webmail

Source: Microsoft

When you would like to schedule an email in Outlook on the webmail or browser version, it will just take a few clicks, such as:

Step 1: Open the outlook webmail or the browser version URL, and click on "New Message" from the top-left corner.

Step 2: Draft your email, add the recipient and compose the subject line of your email.

Step 3: To schedule this email, click on the arrow to the right of the "Send" button and click on "Send Later."

Step 4: Specify when you want to send this email to the recipient.

Step 5: Click on "Send."

The email will be saved in your "Drafts" folder until your email is scheduled. However, if you ever change your mind and want to Cancel the email, you can do it. Go to the "Drafts" folder and tap "Cancel Send."

Benefits of Email Scheduling in Outlook

Below are some of the advantages of using this fantastic feature of Outlook to schedule emails for later dates & times:

  1. Send Emails Even if Your System is Switched off: Once you schedule your email, Outlook will send your email to the recipient, even if you are offline or away from your system. 
  1. Easy to Use: In Outlook, scheduling emails is easy to perform with just a few clicks but with lots of concentration on later dates and times. 
  1. Email Open Rate: When you schedule your emails for a later date and time, it also sends you a notification when the recipient receives and opens up your email.
  1. Multiple Email Scheduling: Outlook allows you to schedule multiple emails with multiple recipients at any date or time. You must compose and personalize the emails; it will all be done by Outlook.
Source: Unsplash
  1. Time-Saving: This feature saves a lot of time when you have a lot of other work, along with email sending or receiving. So scheduling multiple emails in just one to go beforehand saves time, gives you time to perform other activities, and increases your productivity. 
  1. Avoids Typo Errors: When you schedule emails, you are not drafting your email in any hurry, so there is no room for errors or other mistakes. 
  1. Template Management: Primarily when you work with US or UK clients, they are particular about their mail templates. So, now there is no need to wake up late at night and send emails to them; schedule those emails with respective templates and click "Send Later."

Best Practices to Follow for Email Scheduling in Outlook.

Now we know the benefits of email scheduling, so we can make the most of it by also following the standard best practices to get the best results:

  • Segment or organize your emails and their respective recipients.
  • Be aware of the exact date and time you want the recipient to receive and respond to the email.
  • Do not send repetitive emails so you won't land in spam folders.
  • So now, with the right approach, start scheduling your emails in Outlook. 

Final Words

With this feature, there is no need to work till late or wake up early to send important emails. You can simply schedule your emails and make yourself stress and worry-free. This is the most beneficial feature of email management for all professionals, marketers, and recruiters. 

Along with being an efficient and convenient feature, the email scheduling process helps the sender to track the email delivery, email open, and email reply rates. 

However, the outlook app still needs to enable this feature, so you can use the desktop or laptop version to perform this activity. 

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

  • dfbvrsg
  • svsv

Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Tanmay Shukla

Tanmay is a SEO Content Writer at Smartlead. His zeal and enthusiasm in writing led him to the path of being a Content Writer. He has been advancing in this field by possessing more knowledge and skills. His constant endeavor has made him a whiz in SEO, Creative Writing, and driving sales through writing.


Edited by:


Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at

Powerful Automated Email Marketing that Drives Sales.

  • All Features Included
  • No Credit Card Required
  • Free Warmup Included