Outlook - Delay or schedule e-mail sending Tutorial

In this video, you will learn how to delay or schedule email sending in Outlook.
The video covers the process of installing the Insights add-in and enabling the delay email delivery feature.
This feature allows you to write and send emails that will only leave when your coworkers are working, ensuring that you respect their right to disconnect.
The system will prompt you to postpone the sending if your coworker is outside their working hours.
This tutorial will help you effectively manage your email communication and improve work-life balance.

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4397 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to delay the delivery of email messages in Outlook, including both individual messages and all outgoing messages through the use of rules.

Chapitres :

Introduction to Delaying Email Delivery in Outlook
Delaying the delivery of emails in Outlook can be a useful feature for managing your communication effectively. This guide will walk you through the steps to delay individual messages as well as set up rules for all outgoing messages.
Delaying Delivery of Individual Messages
To postpone the delivery of a single email message, follow these steps: 1. **Open the Options Tab**: After composing your email, navigate to the 'Options' tab in the ribbon. 2. **Select Delay Delivery**: Click on 'Delay Delivery'. A new window will appear. 3. **Set Delivery Options**: In the 'Delivery Options' box, check the 'Do not deliver before' option. Choose your desired date and time. 4. **Send the Message**: Once you click 'Send', the message will be stored in the Outbox until the specified delivery time. Note that Outlook must remain open for the message to be sent at the scheduled time. 5. **Immediate Sending**: If you decide to send the message immediately, open the delayed message, return to the 'Options' tab, uncheck 'Do not deliver before', and then send it.
Delaying Delivery of All Outgoing Messages
To delay the delivery of all messages you send, you will need to create a rule. Here’s how: 1. **Access Rules and Alerts**: Click on the 'File' tab, then select 'Manage Rules and Alerts'. 2. **Create a New Rule**: Click on 'New Rule'. In the window that opens, select 'Apply rule on messages I send' and click 'Next'. 3. **Choose Conditions**: You can select one or more conditions for the rule. If you do not select any, a confirmation dialog will appear. If you click 'Yes', the rule will apply to all messages. 4. **Set Action for the Rule**: In the action list, select 'Defer delivery by a number of minutes'. Click on the underlined value to specify the number of minutes (up to 120 minutes) for which messages will be held before sending. 5. **Select Exceptions**: Click 'Next' to choose any exceptions if desired, then click 'Next' again. 6. **Name and Activate the Rule**: Name your rule and check the 'Turn on this rule' box. Click 'Finish'. From now on, each message you send will be held in the Outbox for the specified duration.
Conclusion
Delaying email delivery in Outlook can enhance your email management by allowing you to control when your messages are sent. Whether you need to postpone a single message or set a rule for all outgoing emails, following the steps outlined in this guide will help you utilize this feature effectively.

FAQ :

How can I delay the delivery of a single email in Outlook?

To delay the delivery of a single email, go to the Options tab in the email window, click on 'Delay Delivery', select the 'Do not deliver before' box, and choose your desired date and time. After clicking send, the email will remain in the Outbox until the specified delivery time.

What happens if I close Outlook before my delayed email is sent?

If you close Outlook before the delayed email is sent, Outlook will notify you that there are messages in the Outbox. However, the email will not be sent until Outlook is reopened.

How do I create a rule to delay the delivery of all my emails?

To create a rule for delaying all outgoing emails, go to the File tab, click on 'Manage Rules and Alerts', then 'New Rule'. Select 'Apply rule on messages I send', choose your conditions, and in the action list, select 'Defer delivery by a number of minutes'. Set the desired delay time and finish the rule setup.

Can I set a delay longer than two hours for my emails?

No, in Outlook, the maximum delay for deferring delivery of emails is up to two hours.

What should I do if I want to send a delayed email immediately?

To send a delayed email immediately, open the email from the Outbox, go to the Options tab, click on 'Delay Delivery', uncheck the 'Do not deliver before' box, and then click send.

Quelques cas d'usages :

Scheduling Emails for Future Events

A marketing manager can use the delay delivery feature to schedule emails for a product launch announcement to be sent at a specific time, ensuring that the message reaches recipients at the optimal moment.

Managing Time-Sensitive Communications

A project manager can create a rule to defer the delivery of all emails by 10 minutes, allowing time to review messages before they are sent, reducing the likelihood of errors.

Coordinating Team Updates

A team leader can schedule regular updates to be sent to team members at the start of each week, using the delay delivery feature to ensure consistency in communication.

Handling High-Volume Email Periods

During busy periods, a customer service representative can set up a rule to delay all outgoing emails by 30 minutes, allowing time to manage responses and prioritize urgent communications.

Avoiding Email Overload

A sales executive can use the defer delivery rule to space out emails sent to clients, preventing overwhelming them with multiple messages at once and improving engagement.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Delay Delivery

A feature in Outlook that allows users to schedule the sending of an email message to a later date and time.

Outbox

A folder in Outlook where messages are stored temporarily before they are sent. Messages remain in the Outbox until they are delivered.

Rules

Automated actions in Outlook that allow users to manage incoming and outgoing emails based on specified criteria.

Manage Rules and Alerts

A feature in Outlook that allows users to create, modify, and delete rules that automate email management.

Defer Delivery

An action in Outlook that allows users to delay the sending of an email for a specified number of minutes.

Conditions

Criteria that must be met for a rule to apply to an email message in Outlook.

Exceptions

Specific cases where a rule does not apply, allowing users to customize their email management further.

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the delivery of an email message

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or use rules to delay delivery of all messages,

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by storing them in the outbox

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for a specified amount of time after clicking send.

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If you want to postpone a message,

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go to the options tab and click delay delivery.

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A window opens and in the delivery options box

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select the do not deliver before box

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and choose the date and time of your choice.

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Once you click send, the message is kept

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in the outbox folder until the delivery time.

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Your Outlook must remain open

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to be able to send the message at the desired time.

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If you close the application

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Outlook will notify you that messages are in the outbox.

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But if you decide to send it immediately

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open the delayed message, go back to the options tab,

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delay delivery and then deactivate

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the do not deliver before box.

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Close and send.

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Now if you want to delay the delivery of

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all the messages you send,

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the process is different because you will need

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to create a rule.

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To do this, in the file tab click on manage rules and alerts

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and then new rule.

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In the window that opens, select apply rule

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on messages I send

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and click next.

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You now have to choose one or more conditions.

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If you do not select one a confirmation

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dialog box appears.

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If you click yes, the created rule applies

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to all messages you send.

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Then in the action list, select defer delivery by

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a number of minutes.

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Click the underlined value to set a number of minutes

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for which messages will be queued before they are sent.

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The discount can be delayed for up to two hours.

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Click next to select exceptions if you want

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and then click next again.

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Name the rule

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and then select the turn on this rule checkbox.

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By clicking on finish each message you send

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from now on will be kept in the outbox

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for a specified duration.

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