Step-by-Step Guide to Scheduling Emails in Zoho

Created On:
February 2, 2023
Updated On:
February 26, 2024

Emailing is the primary medium for professional conversations. Be it networking in the industry or inter-office conversation; you will need to send mails everyday. 

But, what about conversations in different time zones? What if you want your message to reach the recipient’s inbox in their convenient time?

For instance, if you are working in PST timing and you want to send mail during office hours in another time zone. Then?

This is where scheduling the send time comes. This write-up is a step-by-step guide on how to schedule email in Zoho.

Let’s get started.

Can you Schedule Email in Zoho Mail?

Zoho Mail is an emailing service by Zoho Corporation Pvt. and yes, it features a “Send Later” option. Using this feature you can schedule a message to be sent at your chosen time. 

You can also use this option to send mass emails (recurring emails) at a set time interval, but for that you need to integrate it with a cold email software like Smartlead.

To learn how to schedule a mail in Gmail, go there, and to learn how to do the same in Zoho, keep reading this. 

How to Schedule Send Time in Zoho Mail?

Step 1: Log in to your Zoho mail account with your email address and password. 

(If your account is secured with Two Factor Authentication (TFA), generate the Application-specific Password to log in.)

Step 2: Go the “New Mail” option shown in the below image and click there

If you are using it from a phone, go to the menu button to find it.

Step 3: Compose a mail or modify an email template. Add attachments, signatures, etc.

Step 4: Don’t click on “Send”. Instead, click on the “Send Later” option. Check out the below image for reference.

Step 5: Now, schedule the mail in your choice of time. 

As you can see, you can schedule for after 10 mins, 1 hour, tomorrow, and also for customer time. 

Step 6: If you want to send mails to a different time zone, then click on the “Customer Date and Time” option. It will open a pop-up box as shown below. 

Step 7: Click on the “Save” option and you are done.

Step 8: Last step, click “Send”. Until the time you have scheduled them, your scheduled mail will be in the outbox folder. 

How to Schedule Recurring Emails in Zoho

Many marketers send recurring mails to increase customer engagement. Hands down, this feature makes Zoho Mail one of the most powerful tools for salesforce. It not only helps with email campaigns but also makes sending bulk emails easier. 

Step 1: Log in to your Zoho mail account with your credentials. 

(Use the Application-specific Password to log in if your account is secured with Two Factor Authentication (TFA).)

Step 2: Go to the “New Mail” option. 

If you are using it from a phone, go to the menu button to find it.  

Step 3: Write the email content

(If writing it sounds too much of a hassle, then pick an email template from here.) 

Step 4: Click on the “Send Later” button and a pop-up box will come up as shown below.

Step 5: Instead of scheduling the send time, go to the “Recurring” option on the left of the pop-up box. It will lead to a box like this:

Step 6: Click on the “repeat”. You will have four options to decide the period of time.

  1. Daily/ Every weekday
  2. Weekly
  3. Monthly
  4. Yearly 

Step 7: Go to the “recur” option to customize the delivery time. You can decide how often you want to send the message too.

Step 8: Choose the time zone your recipient lives and pick a suitable hour for them.

Step 9: Click save

Step 10: Last step, click “Send”. Until the time you have scheduled them, your scheduled message will be in the outbox folder. 

To automate follow-up email, check out this tool

Conclusion: Schedule Bulk Cold Emails with Smartlead

The timing of your emails can significantly impact their success, especially when sending cold emails or conducting outreach in different time zones. Scheduling the send time of your emails ensures that your messages reach your recipients at the most convenient and engaging moments.

While Zoho Mail provides a "Send Later" feature for scheduling emails, it's important to note its limitations, particularly for bulk email campaigns. Zoho Mail's daily sending limits may hinder your ability to efficiently reach a larger audience.

For those looking to maximize the impact of cold emails and bulk campaigns, Smartlead is the perfect alternative. Smartlead offers the capabilities needed for effective mass emailing and scheduling, empowering you to tailor your outreach for optimal results.

In conclusion, scheduling the send time of your emails is a strategic move to enhance engagement and response rates. While Zoho Mail may suit your needs for regular email communication, when it comes to effective cold emailing and bulk campaigns, Smartlead is the recommended choice for achieving success in the world of digital outreach.


Why is my scheduled email in Zoho outbox?

A scheduled mail stays in the Zoho outbox till its “scheduled time”. Once it reaches the time you have scheduled, it will automatically reach the recipient’s inbox. 

How to stop a scheduled email in Zoho?

Go to the Outbox folder in Zoho Mail to stop the scheduled mail from reaching the recipient’s inbox. There is a schedule icon in the Outbox listing. Click on that. It’s next to the relevant email. Now, you will see a “Stop Schedule button” on your screen. Click on the button and stop email scheduling. It will automatically be saved as a draft in the Drafts folder. 

What is the mass email feature in Zoho?

This feature is available for Contacts, Deals, Leads,etc.Using this option, you can send updates and personalized follow-up emails to your prospects and customers. 

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

Rajnish Das

Rajnish Das is an in-house writer at SmartWriter and SmartLead. She writes product-oriented, data-driven content for B2B SaaS audiences and educates them on marketing and sales topics. Her expertise includes outbound marketing techniques like cold emailing and LinkedIn outreach.


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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

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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.

How does the "unlimited mailboxes" feature benefit me?

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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.

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

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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?

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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. 

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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 I integrate Smartlead with other tools I'm using?

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Certainly, Smartlead 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!

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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 multi-channel infrastructure is 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.

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Do you provide me with lead sources?

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 humanized email sending patterns and ramping up the sending volume. 

5. Multi-Channel Emphasis: Smartlead places a strong emphasis on multi-channel outreach. You can reach your prospects where they are with the LinkedIn outreach feature.   With Smartlead’s cold email automation software, you're always one step ahead in your outreach efforts, enjoying the freedom to scale your initiatives and seamlessly integrate with other tools—all while maintaining a focus on maximizing the impact of your outreach.

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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?

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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?

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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.

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