How to Schedule an Email in Outlook?

Are you an SDR aiming to streamline your communication? Learning how to schedule an email in Outlook is essential. No matter how many sales outreach emails you fire off each day, Outlook helps you keep your conversations organized and your workflow seamless.

Outlook stands as one of the most influential and versatile email platforms on the market today. For Sales Development Representatives (SDRs), it’s an indispensable tool for staying organized and managing email outreach campaigns with precision.

This guide covers everything you need to know about using Outlook to send and receive emails, manage folders, and customize your inbox. From beginners to seasoned pros, you’ll discover tips and tricks to make the most of this powerful email platform.

Ready to take control of your inbox and elevate your email game? Dive in and master how to schedule an email in Outlook, keeping your outreach timely and efficient. Start transforming your email strategy today!

How to schedule an email in Outlook? 

There are two ways to schedule an email on Outlook

1. Directly on the Outlook platform
2. Indirectly via email scheduling tools like SmartReach.io

Schedule an Email on Outlook (Direct method)

Most people use Outlook as an email service for sending and receiving emails. Businesses and individuals use it for communication, scheduling, collaboration, and task management.

Are you tired of staying awake or missing events just to send emails at a particular time? We’ve got you a solution. Scheduling emails directly in Outlook is easier than you might think!

Here are the step on how to schedule an email in Outlook:

1. Open up Outlook and navigate to the “New Email” window.
2. Type in the recipient’s email address, the subject, and the body of the message.
3. Once you’ve finished your email, click on the “Options” tab and select “Delay Delivery.”

In the “Delivery Options” window, you can send your email at a set “Do Not Deliver Before” date and time. Once scheduled, click “OK.”

That’s all there is to it! Outlook will automatically send your email at the specified time so that you can focus on other tasks. To schedule an email in Outlook using the traditional method is an easy and efficient way to save yourself some time and energy.

Outlook saves your scheduled emails in its Outbox folder and sends them at your preferred time.

The following are three factors to ensure email deliverability using Outlook.

• Switch on your system at the time the email is scheduled.
• Ensure you have an active internet connection.
• Ensure you sync Outlook with your system’s date and time.

Schedule an Email on Outlook (Advanced Method)

Let’s check out the steps on how to schedule an email in outlook using an indirect method.For this we are going to use SmartReach.io, aa sales engagement platform to showcase the flow.

SmartReach is software used by businesses to sell their products and services to other businesses. Its primary use case is cold outreach to businesses, basically B2B Sales. It’s not designed for marketing promotions.  

Here are the step on how to schedule an email in Outlook using SmartReach.io:

1. Integrate your Outlook Account with SmartReach.io 

To start with SmartReach.io, you’ll need to sign-up with a business email id and complete your email verification process.

The next step is to integrate your Outlook account with SmartReach. 

Step 1: Click on ‘Create New Campaign’

Step 3: Click on ‘Add Content’ (you have AI to generate a complete sequence based on your product/service and your target audience)

Step 2: Select ‘Send Emails From’ and choose an email address

Step 3: Select the Email Service Provider you want to integrate (in this case Office 365)

2. Schedule Your Email

Once an SDR has drafted the email, they can schedule their email with the following steps:

Step 1: Select your campaign and select the Campaign Settings tab.

Step 2: Choose the “From” and “Till” times that correspond to when you want to send emails to your potential customers.

Step 3: If you specify a prospect’s country and time zone when adding or uploading the email address, SmartReach.io  will send emails in that time zone; otherwise, the emails are sent out in the “Fallback Time Zone.” Its also has a “Sending Holiday Calendar” feature where you can step up a holiday calendar for prospects in a particular country or state and scheduled emails will not be sent on those days.

Step 4: Decide which days you want to send emails. Then click Save.

Now that you are aware of how to schedule an email in Outlook, let’s check out some of the benefits you would get from SmartReach.

Benefits of scheduling emails in Outlook via SmartReach.io

To schedule an email in Outlook via SmartReach can be an excellent way for SDRs to ensure that important emails are sent on time and don’t miss any important messages. This is especially important for SDRs because they manage many emails daily.

The following are six benefits of scheduling emails on Outlook with SmartReach.

1. Send emails even when your system is offline

You can turn off your system and focus on other tasks once you’ve scheduled the email in Outlook with SmartReach.

SmartReach.io automates the sending of emails at the time you specify.

2. Send your emails directly into the primary inbox (no more spam)

Once you’ve scheduled the email in Outlook with SmartReach, we take care of all the heavy lifting where email deliverability is concerned. Hi-tech features that will increase boost your outreach replies

Stress free experience where you get a steady stream of qualified leads daily

3. Email open tracking

SmartReach.io allows you to easily track your email open rate to determine whether or not the recipient has read your email.

4. Schedule multiple emails

SmartReach.io allows SDRs to schedule emails to multiple recipients at once. With the SmartReach.io email campaign feature, you can – 

• Add existing prospects to your campaign
• Assign existing prospects to a campaign
• Schedule email delivery to multiple prospects at once
• Automate follow-up emails to prospects

5. Maintain activity in CRM

There is no doubt that every business professional needs to add all his email activity in CRM. SmartReach.io is one of the best CRM tools to help track a sales team’s activity in one place.

6. Auto pauses On reply

SmartReach identifies a reply received from a recipient or prospect and then auto-pauses all email sending for that recipient. 

7. Convenience

Scheduling emails in advance takes the stress out of having to stay in touch with prospects when you don’t have access to a computer or mobile device. It helps boost an SDR’s productivity by enabling them to schedule mail in outlook, responses, and follow-up threads.

8. Time efficient

One of their main advantages is the ease and speed with which scheduled emails can be set up. They give you more control over how you spend your time and free you from waiting for the right time to email or follow up with prospects.

Scheduled emails are a simple automatic communication solution that increases an SDR’s workplace productivity by automating their email outreach campaigns.

9. Increased professionalism

From a client or customer’s perspective, prearranged emails appear professional.

For instance, if you take the time to plan your emails to coincide with clients in different time zones, they would appreciate it. Sending them emails at odd hours of the night or early in the morning doesn’t look as professional as doing this. 

This straightforward demonstration of appropriate business behavior can help the company and its clients in the long run.

Keeping Track of Scheduled Emails on Outlook

Scheduling emails in Outlook, also known as how to schedule an email in Outlook, allows you to compose them in advance and have them sent automatically at a specific date and time. Here’s a detailed breakdown on how to track these scheduled emails:

Locating Scheduled Emails:

Outbox Folder: This is your primary location for viewing scheduled emails. After you click “Send” on a message with a scheduled delivery, it will be moved from your current folder (usually “Draft”) to the “Outbox” folder. You’ll find the Outbox folder in the left navigation pane of your Outlook application, typically under your email account name.

Think of the Outbox as a temporary holding area for emails waiting to be sent. Scheduled emails will remain here until their designated delivery time arrives. Once sent, they’ll disappear from the Outbox and move to your “Sent Items” folder (or the equivalent depending on your Outlook version).

Identifying Scheduled Emails Quickly:

While the Outbox holds all emails waiting to be sent, it doesn’t explicitly distinguish between regular emails and scheduled ones. Here’s how to quickly identify scheduled emails within the Outbox:

Defer Until Column: This provides a clear visual indicator for scheduled emails.

• Right-click on the header row in your Outbox folder. A menu will appear.
• Select “Field Chooser” from the menu options.
• A window with various email properties will display.
• Find the field labeled “Defer Until” and drag it to your preferred location in the header row (e.g., next to the “Subject” line). Click “OK” to confirm.
• Now, the “Defer Until” column will be displayed in your Outbox. For any scheduled emails, this column will show the specific date and time they are set to be sent.

Outlook Web App: If you’re using the web version of Outlook, emails scheduled for later delivery typically remain in the “Drafts” folder after scheduling. They won’t move to an “Outbox” like the desktop application.

Automatic Sending: Once the scheduled time arrives for an email in your Outbox, Outlook will automatically send it without any further action required from you.

Disadvantages of Scheduling Emails on Outlook 

While scheduling emails in Outlook, also known as how to schedule an email in Outlook, offers convenience, there can be a few drawbacks to consider:

Lack of Personalization

Unlike some other email platforms, Outlook doesn’t allow for personalized greetings or content based on individual recipients when you schedule an email on Outlook. This can make them feel less personal and reduce engagement.

Spam Filter Issues

Scheduling a large email blast (sending the same email to many recipients) can trigger spam filters. Email providers often flag emails sent in bulk at once as suspicious, potentially landing them in recipients’ spam folders. To avoid this, consider sending scheduled emails in smaller batches or personalizing the content for each recipient.

Missed Context

Circumstances can change between when you schedule an email and when it gets sent. The recipient might be dealing with a new situation or priority by the time they receive your email, making it less relevant.

Inflexibility

Once an email is scheduled, it’s not always easy to make changes. Depending on your Outlook version, you might need to edit the email in the Outbox folder or delete and recreate it if the situation changes before it goes out.

Reliance on Technology

Scheduled emails depend on your computer or server functioning correctly at the designated sending time. If there’s an unexpected technical issue, the email might not be sent as planned.

Alternatives to Consider:

In some cases, depending on your needs, alternative approaches might be more suitable:

• Sending Immediately: If personalization isn’t crucial, consider sending the email right away instead of scheduling it.
• Using a Scheduling Tool: For complex scheduling needs, especially for meetings, dedicated scheduling tools can offer more flexibility and integrate with Outlook calendars.
• Drafting and Flagging: If you’re not sure about the exact timing, you can draft the email and flag it for follow-up on a specific date. This allows you to review and potentially personalize the message before sending it.

Sum up – How to schedule send email in Outlook.

Now that you’ve understood how to schedule an email in Outlook and the benefits of doing the same, what are you waiting for? With the steps mentioned above, you can easily send emails using Outlook via SmartReach.

Outlook is a widely used email program as it allows SDR ( sales development representatives) to quickly and easily manage their emails and offers a variety of features that can help them to make SDR’S life easier.

Overall, scheduling emails in Outlook via SmartReach.io helps sales reps control their inbox and ensure they get all the important messages. Not only can it help them to save time, but it can also help you to create better relationships with their contacts.

SmartReach provides features such as multichannel outreach via Linkedin, WhatsApp, email, SMS and calls. This helps to increase engagement among the prospects and widen the target audience. SmartReach also provides a shared inbox that creates transparency across the sales teams where each incoming email can be viewed by the team members. A shared inbox also helps with improved team communication and collaboration.

If you’re looking for a way to stay organized and ensure that you don’t miss any important emails, then you should schedule emails in Outlook through SmartReach.io

Try SmartReach.io for free today!

Frequently Asked Questions (FAQs)

How do I schedule an email to send in Outlook?

1. Compose your email and add recipients.
2. Click the dropdown arrow next to “Send.”
3. Select “Schedule send” and choose a date and time or pick “Custom time” to set your own.
4. Click “Send.” Your email will move to your Drafts (web version) or Outbox (desktop) until it’s sent.

How do I add a schedule to my Outlook email?

Adding a schedule is the same as above! Just follow the steps for “How do I schedule an email to send in Outlook?”

Can you schedule regular emails in Outlook?

Unfortunately, Outlook itself can’t schedule emails for regular sending. You’ll need a third-party add-in or service for recurring emails.

How to view scheduled sends in Outlook?

• Desktop: Scheduled emails are stored in the “Outbox” folder. You can also add a “Defer Until” column to see the scheduled send time for each email.
• Web Version: Scheduled emails typically stay in your “Drafts” folder until they are sent.

How do I schedule a meeting and send an email in Outlook?

1. Use the Outlook calendar to create a meeting invite.
2. Add attendees, date, and time.
3. A meeting email will be automatically generated. You can customize the message before sending the invite.
4. Click “Send,” and the meeting invite will be sent with the scheduled date and time.