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Suppose you are responding to a client’s query via email that includes sensitive data. However, you entered the wrong recipient and accidentally shared confidential information with the wrong person. After realizing your mistake, you wish you had taken more time managing recipients carefully.
So, is there any way to avoid a similar situation in the future? The answer is yes, Outlook has an optimal solution to your problem.
Microsoft Outlook enables its users to delay their emails for a specific duration. This allows them to review the email content and recipients even after sending an email and make necessary changes before it actually goes out.
Let’s explore how to delay sending an email in outlook.
Whether you are using Outlook on Windows, Mac, or the Web, follow these simple methods to send a delayed email for higher accuracy and better results.
To delay an email in Outlook on Windows, follow these steps:
|Launch the Outlook app for windows and tap New Email.|
|Compose your email and enter the recipient(s) and subject.|
|Click on the “Options” tab in the ribbon.|
|In the “More Options” group, click on the “Delay Delivery” button.|
|In the “Delivery Options” dialog box that appears, check the box next to “Do not deliver before” and select a date and time for the email to be sent.|
|Click “Send” to send the email.|
To delay an email in Outlook on Mac, follow these steps:
|Launch Outlook on your Mac and compose a new email. Enter email recipient(s), subject, and body text. When you are ready to send the email, tap Send Later from the dropdown arrow.|
|Enter the time and date for which you want to delay sending the email.|
|After customizing your settings, click OK to send the delayed email.|
To delay an email in Outlook on the web, follow these steps:
|Open Outlook in your web browser and compose a new email. Enter your recipients, email subject, and body.|
|Click the dropdown menu of the Send button and tap Send Later.|
|Select your preferred schedule to send the email.|
|Alternatively, set a custom date and time as per your schedule.|
|Press the Send button to send your email at a set time and date|
If you have sent a delayed email in Outlook and realized that it was not ready to be sent yet or you made a mistake, you can cancel a delayed email by following these steps:
|Go to the “Outbox” folder in Outlook.|
|Find the delayed email that you want to cancel and double-click on it to open it.|
|Choose Cancel Scheduled Send from the button-right corner. You can even edit your schedule if you want.|
|Click Yes, Cancel This Send to confirm your choice and recall the message.|
If you have sent an email in Outlook with a delay and you want to find it, you can follow these steps:
|Go to the “Outbox” folder in Outlook.|
|Look for the email that you want to find. If the email is delayed, it will have a clock icon next to it. If you can’t find the email in the Outbox folder, it may have already been sent or moved to the Sent Items folder. Check the Sent Items folder to see if it’s there.|
|If you still can’t find the email, try searching for it using the search bar at the top of the Outlook window. Make sure to select the “All Mailboxes” option to search all of your email folders.|
Follow these steps to delay all your Outlook emails by 2 minutes or more:
In the Outlook app, Click Rules in the Home tab and select Manage Rules and Alerts from the dropdown menu.
Click New Rule.
In the Rules Wizard screen, under Start from a blank rule, select Apple rule on messages I send and press the Next button
In Step 1: Select Condition(s) section, limit the new rule based on certain conditions, and press the Next button.
In Step 1: Select actions section, check the box next to defer delivery by a number of minutes, and press the Next button.
Similarly, In Step 2: Edit the rule description, click on a number of links, and set the desired number of minutes (2 in this case) you want to delay all emails. Once entered, click OK and move to the Next stage.
In Step 1: Select exception(s) section, check the box next to your desired exceptions (optional) and press the Next button.
To finish the rule setup, give a name to your newly-created rule and press the Finish button.
To send an email every hour in Microsoft Outlook, follow the steps below:
|Install the Boomerang app to your Outlook first. To do this, go to the boomerang website and click on Try it now button.|
|In the next screen, click Get it now.|
|Wait until Boomerang installation is completed.|
|Compose a new email and enter your recipient(s), subject, and body.|
|Now, tap Send Later.|
|From the dropdown menu of Send Later, choose schedule recurring message at the bottom|
|Now, enter the start date and time to send your email.|
|In Send Every dropdown menu, select the email repetition option (Daily, weekly, monthly, yearly) and set the frequency of recurrence|
|Choose whether you want your recurring messages to end. If yes, enter the specific date and time.|
|Review all the details and click on the Schedule button to schedule a recurrence email.|
|Finally, go to Boomerang-Recurring subfolder in drafts and locate your recurring message. You can also reschedule your email if you want.|
In this detailed guide, we learned how to delay sending an email in outlook. We discussed three different methods to delay sending an email with Outlook for Windows, Mac, and Web. All these methods are very simple and comprise easy steps to follow.
Additionally, the article also discussed simple ways to cancel a delayed email, find a delayed email, and delay all emails by 2 minutes or more. Lastly, we described the method of scheduling recurring emails via the Outlook Desktop app.
By delaying your email, you can review the email body and recipients even after sending it because the email is saved in the outbox. This allows you to make necessary changes if required and avoid accidental mistakes during email communication within or outside your company.