How to schedule an email in Outlook

How to schedule an email in Outlook

Scheduling emails is a handy feature that can improve your productivity and save you time. When you schedule your emails at a particular time when the recipient is more likely to open the message, you will increase the email open rate and response.  

But how can you schedule the emails effectively, without wasting your time on tedious activities?

In this article, we will discuss how to schedule an email in Outlook, one of the most popular email clients used by professionals worldwide. We will also explore the benefits of scheduling emails through an email automation tool.

How to schedule an email in Outlook in 9 steps?

First of all, you will need to download the desktop application of Outlook. Once you download the application, you should follow the steps below:

    Open the Microsoft Outlook application.

    In the top left corner, you’ll find the button New Email. Click on it to open a new compose box window.

    Schedule an email in Outlook

    Then, add the recipient’s email address in the To section. The application also allows you to add other recipients in CC and BCC fields.

    Added the recipients? It’s time to write a compelling subject line and an email message body.

    Email body for Outlook

    Now it’s time to start the scheduling process. First, click on the Options button in the Outlook ribbon.

    Then, click on the Delay Delivery button to get the email scheduling functionalities.

    Delay Delivery button

    A pop-up will appear on your screen. Find the Delivery Options section and select the date and time you want your email delivered. Don’t forget to tick the option Do not deliver before.

    Popup for email scheduling

    Once you close the pop-up, you will be back to the compose box. Now, click on the Send button to schedule your email. The email will be saved in the Outbox folder and will be sent according to your saved time.

    Now that you know how to schedule an email in Outlook, you can try it after downloading the Outlook application. However, there are several factors you need to consider:

    1. You have to keep the system switched on during the scheduled delivery time.
    2. You should have a strong internet connection during the scheduled time
    3. You should ensure the date and time of your system run properly as your Outlook is synced with it.

    Is there an easier and more foolproof way to schedule email?

    Yes! And this is why email outreach platforms are so popular…

    Whilst email clients such as Outlook are ideal for day-to-day emails, these lack the ability to customize emails, timing, and scale email campaigns.

    To tackle these problems, many professionals are now using email automation tools, like Hexospark, with the ability to manage entire email campaigns at scale, scheduling, tracking, team collaboration, and personalization not possible on legacy email clients. All working from the cloud.

    Below you can find the step-by-step process for scheduling emails through Hexospark.

    How to schedule an email via Hexospark?

    To start with Hexospark, you only need to sign up. You can use Hexospark without having to leave the browser. All you have to do is download the Hexospark extension to your browser and add contacts manually or by capturing the needed data from social media platforms.


    Once you gather the contacts, you can schedule the email and simultaneously send it to as many people as you want. This will save you precious time and help you focus on more important tasks. You can do this by creating an email campaign on Hexospark.

    Hexospark campaign

    After clicking on the Campaign button, you can add the email recipients. Then click on the Next step to create the email body.

    Add contact on Hexospark

    One of the benefits of Hexospark is that it has dozens of email templates you can use for various purposes. Based on your collected data, the email body will alter making it more personalized and targeted. For instance, it will change the name of the recipient, the company name, the location, etc. The more personalized the email is, the higher open rates you will get.

    Email template for Hexospark

    Now, you should click on the Next step to start the scheduling process. Choose the desired time zone and date you want the email to be delivered and track the results.

    Email scheduling with Hexospark

    Yes, you read it right! Hexospark allows you to track how many of the recipients opened your email, replied, or clicked on the link. Moreover, you can answer the replies directly on Hexospark inside the unified inbox.

    Email tracking

    Just a few steps, and you are all set for your email campaign. Scheduling your email through email automation tools is more efficient and productive than the traditional approach of sending emails in Outlook.

    Here are the key benefits of scheduling an email via Hexospark:

    🔸 Sends email even if you don’t keep the browser open

    Unlike Outlook, you can log out of Hexospark and focus on other tasks. Hexospark will send the emails according to your scheduled date and time.

    🔸 The tool is easy to use

    Thanks to its user-friendly interface, the tool is super easy to use and allows you to do all the email-related activities on one screen. You won’t have to switch from one screen to another. Simply add the date and time, and leave it to do its task on its own.

    🔸 Allows you to manage templates effectively

    Hexospark has dozens of email templates you can use for various purposes. Simply choose the field and the templates will appear on the screen. You can personalize the templates before sending them to the recipients for higher open rates.

    🔸 Schedules multiple emails

    With this feature, you can plan and schedule numerous emails in advance, ensuring that they are delivered at the optimal time for the recipients. This is especially useful for businesses that need to send out regular newsletters or promotional emails. Instead of manually sending out each email, you can schedule them all at once, freeing up your time to focus on other important tasks. Additionally, scheduling multiple emails allows you to plan out your email campaigns in advance, ensuring a consistent and organized approach to your email marketing efforts.

    🔸 Tracks emails

    With Hexospark, you can monitor the open and click-through rates of your emails, as well as other critical metrics, such as bounce rates, unsubscribe rates, and conversion rates. By tracking these metrics, you can gain valuable insights into the effectiveness of your email campaigns and make data-driven decisions to improve your email marketing efforts.

    Personalize emails, automate inbound follow-ups, and grow your sales by nurturing relationships in one centralized platform.

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