How to Delay Send Email in Outlook for Project Managers

It's 2 AM. You're fueled by caffeine and the unshakeable determination to finish that project proposal. You finally hit "send," then panic sets in. Did you really want the client to know you're burning the midnight oil? Will they think you're disorganized, or worse, unprofessional?

Fear not, fellow night owls! Outlook's Delay Send feature is here to rescue you from the depths of email regret. It's like having a time machine for your inbox, allowing you to schedule your messages to arrive at the perfect moment. Imagine the power of sending emails that appear during business hours, even if you crafted them in the wee hours of the morning. With delayed send, you can maintain your reputation as a well-rested professional while secretly conquering your workload at any hour.

Can You Delay Send an Email in Outlook?

Absolutely! Outlook provides a nifty feature that allows you to delay send an email, ensuring it hits your recipient's inbox at the perfect time. Whether you’re avoiding the dreaded weekend send or timing your email to coincide with your client’s morning coffee, Outlook has you covered. So, can you delay sending an email in Outlook? Yes, and it's easier than you might think.

How to Delay Send an Email in Outlook: A Step-by-Step Guide

Step 1: Compose Your Email

• Open Outlook and click on "New Email" to start crafting your message.
• Fill in the recipient, subject, and body of the email as you normally would.

Step 2: Access the Delay Send Feature

• In the email composition window, navigate to the "Options" tab in the ribbon at the top.
• Click on "Delay Delivery," which will open the "Properties" dialog box.

Step 3: Set the Delivery Time

• In the "Properties" dialog box, look for the "Delivery options" section.
• Check the box labeled "Do not deliver before."
• Select your desired date and time for the email to be sent.

Step 4: Send the Email

• After setting the delivery time, click "Close" to exit the "Properties" dialog box.
• Click "Send" on your email. The email will stay in your Outbox and be sent at the specified time.

Factors Influencing the Success of Delaying an Email

Even the best-laid plans (and emails) can go awry. Here are a few factors that might affect your delayed send:

• Internet Connection: Your computer must be online when the email is sent.
• Outlook Settings: Ensure Outlook is running, and your Outbox is properly configured. The Delay Send feature is also only available in the Legacy (aka Old) Outlook version.
• Device Shutdown: If your device is turned off or Outlook is closed, the email won't send until you restart Outlook.

Why is Delay Send Feature Important?  

Timing is always crucial when it comes to sending emails. Even more so when you’re a client-side project manager who wants to keep everything organized, on time, and professional. The delay send feature allows you to:

• Avoid Off-Hour Emails: Ensure your communications are sent during business hours, avoiding the impression of working all hours.
• Time Zone Management: Coordinate with clients in different time zones without needing to stay up late.
• Professionalism: Show your clients that you’re thoughtful when you communicate, improving overall project management and client relations.

Difference Between Delay Send vs Schedule an Email in Outlook

While both Delay Send and Schedule an Email in Outlook serve the purpose of sending an email at a later time, they have a key difference:

Delay Send:

• Requires Outlook to be open and connected to the internet at the scheduled time for the email to be sent. If Outlook is closed or your device is offline, the email will remain in the Outbox until Outlook is reopened and connected.
• Can be found under the "Options" tab or "Tags" group in the ribbon when composing a message. This feature is easy to access and use for individual emails.

Schedule an Email:

• Does not require Outlook to be open or connected to the internet at the scheduled time. This feature can ensure your email is sent on time, even if your device is turned off.
• May be a feature suggested by Viva Insights (an Outlook add-in) or available through other third-party add-ins. These tools can provide more robust scheduling options beyond the native capabilities of Outlook.

Other Email Services That Have a Delay Send Feature

Outlook isn’t the only player in the email game. Other email services also offer scheduling features:

• Gmail: Gmail’s "Schedule Send" feature lets you choose a date and time for your email to be sent.
• Yahoo Mail: While Yahoo doesn’t have a delay send feature, you can use third-party applications to achieve similar functionality.
• Apple Mail: Similar to Yahoo, Apple Mail users can rely on third-party apps to delay sending emails.

Conclusion

Take back control of your inbox and your schedule with Outlook's delayed send feature. It's the secret weapon of project management professionals, allowing you to craft emails at any hour while maintaining a polished, well-rested image. Say goodbye to those embarrassing 3 AM emails and hello to perfectly timed messages that impress clients and colleagues alike.