Outlook - Schedule sending emails in Outlook Tutorial

In this video, you will learn about scheduling the sending of emails in Outlook.
The video covers how to install the Insights add-in and enable the delay email delivery feature.
This allows you to write and send emails that will only leave when your coworkers are working.
By activating this feature, the system will prompt you to postpone the sending if your coworker is outside their working hours.
This will help you observe your coworkers' right to disconnect and ensure effective communication.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive understanding of how to utilize the email scheduling feature in Outlook to respect coworkers' right to disconnect. It outlines the steps to enable delayed email delivery, ensuring that emails are sent during working hours.

Chapitres :

Introduction
In today's work environment, respecting coworkers' right to disconnect is crucial. This guide explains how to schedule emails in Outlook, allowing managers and employees to communicate effectively without infringing on personal time.
Understanding the Right to Disconnect
The right to disconnect refers to the ability of employees to disengage from work communications outside of their designated working hours. This practice promotes work-life balance and mental well-being.
Scheduling Emails in Outlook
To ensure that emails are sent during coworkers' working hours, Outlook provides a feature to delay email delivery. This allows users to draft emails at their convenience while ensuring they reach recipients at appropriate times.
Steps to Enable Delayed Email Delivery
Follow these steps to activate the delayed email delivery feature in Outlook: 1. **Install the Insights Add-in**: Begin by installing the Insights add-in, which facilitates the delay in email submissions. 2. **Access Delay Email Delivery**: Click on 'Insights' in the Outlook menu and select the first option, 'Delay Email Delivery.' 3. **Activate Deferred Sending**: Enable the deferred sending feature. This can be toggled on or off at any time. 4. **Draft Your Email**: When composing an email, the system will automatically check if the recipient is outside their working hours. 5. **Postpone Sending**: If the recipient is unavailable, you will be prompted to postpone the sending of your email.
Practical Example
For instance, if a manager wishes to work late at night or during weekends, they can draft emails and schedule them to be sent during their coworkers' working hours. This ensures that the communication is respectful of their time.
Conclusion
Utilizing the delayed email delivery feature in Outlook is a simple yet effective way to honor the right to disconnect. By following the outlined steps, employees can maintain a healthy work-life balance while ensuring important communications are sent at appropriate times.

FAQ :

What is the Right to Disconnect?

The Right to Disconnect is a policy that allows employees to refrain from engaging in work-related communications outside of their designated working hours, promoting work-life balance.

How can I schedule emails in Outlook?

To schedule emails in Outlook, you can use the Insights Add-in to enable the Delay Email Delivery feature, allowing you to write emails that will be sent at a later time when your coworkers are working.

Can I activate or deactivate the deferred sending feature anytime?

Yes, the deferred sending feature can be activated or deactivated at any time, giving you flexibility in managing your email communications.

What happens if I try to send an email outside of my coworker's working hours?

If you attempt to send an email outside of your coworker's working hours, the system will prompt you to postpone the sending, ensuring that the email is delivered during their working hours.

Is the Insights Add-in available for all Outlook users?

The availability of the Insights Add-in may depend on your organization's subscription plan and the version of Outlook you are using. Check with your IT department for more information.

Quelques cas d'usages :

Managing Team Communications

As a manager, you can use the Delay Email Delivery feature to schedule emails to your team during their working hours, ensuring that they receive important updates without feeling pressured to respond outside of work hours.

Work-Life Balance for Remote Employees

For remote employees who may work flexible hours, using the deferred sending feature allows them to draft emails at any time but ensures that their colleagues only receive them during agreed working hours, promoting a healthier work-life balance.

Improving Email Etiquette

By utilizing the Insights Add-in to delay email delivery, employees can improve their email etiquette by respecting their coworkers' time and reducing the likelihood of after-hours work interruptions.

Enhancing Productivity

Using the deferred sending feature can enhance productivity by allowing employees to focus on their tasks without the distraction of incoming emails outside of working hours, leading to more efficient work processes.

Glossaire :

Right to Disconnect

A legal or organizational policy that allows employees to disengage from work-related communications outside of their official working hours.

Outlook

A personal information manager from Microsoft that includes email, calendar, task management, and contact management functionalities.

Insights Add-in

A feature in Microsoft Outlook that provides additional functionalities, such as delaying email delivery, to enhance user experience.

Delay Email Delivery

A feature that allows users to schedule emails to be sent at a later time, ensuring that recipients receive them during their working hours.

Deferred Sending

The process of postponing the delivery of an email until a specified time, which can be activated or deactivated by the user.

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In order to observe our coworkers right

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to disconnect, we can specifically

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schedule the sending of emails during

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their working hours in outlook.

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You can install the insights add in

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into delay email submissions.

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For example, if I am a manager and I want

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to work late at night or even on weekends,

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I can write and send emails that will

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only leave when my coworkers are working.

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To enable it, click "insights"

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in the first option.

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Delay email delivery.

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It is necessary to activate

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the deferred sending.

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This feature can be activated

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and deactivated anytime.

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When we draft an email to recipient,

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the system will identify that

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our coworker is outside his or

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her working hours and we will be

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prompted to postpone the sending.

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