Office Watch

Office 2013

Office Mobile / iPad

Office 2010

Office 2007

Office 2003

Office XP

Office for Mere Mortals

Access

Email

Buying Office

Office 365

Winks

Office News Wire

Join us!

Our Ebooks

Mobile | PDA

RSS


Search

Command Finder


Microsoft Office Bookshop

About

Home




Delaying email in Outlook

How to write an email now and send it later.

by Office for Mere Mortals

Bookmark and Share

  | Mobile | click for more article services     


For many versions of Outlook you’ve been able to write an email now but delay sending it until a later time.

Like many things with Outlook, there are several catches to the supposedly simple feature.

Why delay sending a message? One example is a birthday or other anniversary message – you could time a message to arrive at the start of the day (midnight or start of work). That’s especially useful when the recipient lives in another time zone. Say ‘Happy Birthday’ at 9am in New York when you’re still tucked up in your San Francisco bed at 6am.

Another use is sending a reminder to your portable device with an email gateway.

The basics are straightforward and unchanged for years.

In Outlook 2003 and before the ‘Options …’ button is on the toolbar.

For Outlook 2007 and Outlook 2010 there’s an ‘Options’ tab on the ribbon with a button ‘Delay Delivery’.

Outlook 2010 - Delay Delivery button full size image from Delaying email in Outlook at Office-Watch.com

Outlook 2007 - delay delivery button - small version image from Delaying email in Outlook at Office-Watch.com

Whichever version of Outlook you have and despite the changes in the immediate interface, you end up at a little change ‘Options’ dialog box.

Outlook - delayed message setting image from Delaying email in Outlook at Office-Watch.com

Set ‘Do Not deliver for …’ to the date and time you want the message to go.

Finish writing your message and click ‘Send’ as usual.

What sends the message?

Once you’ve ‘sent’ a delayed message, what happens from there depends on how Outlook sends out emails.

If you have a POP/IMAP connection, Outlook holds the delayed message in the Outbox until the date/time for sending. The message will only be sent if Outlook is running. If Outlook is NOT running when the time for sending comes up, the message will NOT be sent and the message remains in limbo until Outlook starts after the sending time.

If you’re connected to Exchange Server, the message is copied from the Outlook Outbox to the Exchange Server outbox. The message is held on the server until the date/time arrives then the server sends the message. Outlook does NOT have to be running at the delayed send time, as long as the Exchange Server machine is running the message will go at the right time.

Outlook will warn you if there are messages in your Outbox when you shut down the program, that includes delayed send messages.

Delaying all messages

A popular option for some people is delaying all outgoing message, giving them a chance to stop a message that could be worded better.

Again, despite some cosmetic changes in Outlook, the basics haven’t changed for years. Delayed sending is setup in the email rules.

In Outlook 2002 (XP) go to Tools | Rules Wizard

In Outlook 2003 and Outlook 2007 go to Tools | Rules and Alerts

Outlook 2010 go to the Home tab | Rules | Manage Rules and Alerts

However you get there, start a new rule for ‘messages I send’ or 'messages after sending':

Outlook - new rule for messages I send image from Delaying email in Outlook at Office-Watch.com

The next part of the rule controls which messages are affected by the rule – in this case select nothing and the rule will apply to all outgoing messages. Outlook will warn you about that before proceeding. You could choose only some messages to be delayed and there’s a later option to exempt some message from the delay rule.

The third dialog box controls what to do with the outgoing message. At the bottom of the list choose ‘defer delivery by a number of minutes.

Outlook - defer delivery setting image from Delaying email in Outlook at Office-Watch.com

Check the option, then click on ‘a number of’ to choose the number of minutes to delay sending.

Finally you can choose any exceptions – for example you might want a message with High importance to go immediately.

Outlook - defer delivery except for High importance messages image from Delaying email in Outlook at Office-Watch.com

Finish up the rule and then all message you send will stay in the Outbox folder until the delay time has expired. During that time you can open or delete the message.

If you close Outlook with a delayed message still in the Outbox you’ll get a warning before closing the program.

Article posted: Thursday, 06 May 2010

there's more ...

If you liked this article you'll LOVE our new ebooks.

Office 2013: the real startup guide

OFFICE 2013: the real startup guide Everything you need to know about Office 2013 but Microsoft won't tell you.

How to save money, install, configure and use the new features in Office 2013.  Get it today - click here.

Windows 8 for Microsoft Office users

Windows 8 for Microsoft Office users A practical guide the new, changed and unfamiliar in Windows 8

A focused and unvarnished look at Windows 8, especially written for the many people who use Microsoft Office  Get it today - click here.

ORGANIZING OUTLOOK EMAIL - tame your Outlook 2010 Inbox

100+ pages of practical tips and help to streamline, automate and search your Inbox.  Get more than you ever thought possible from Outlook.  Read it today - click here.

More from Office Watch:



Article Services sponsored by: Office Watch Ebooks - available now to download and read today.
RSS feed for this category Subscribe

Translate | Mobile | Links
 Add to: Bookmarks | | DiggThis | Yahoo! My Web


New & Popular
» Sorting in Word
» Alphabetical order in Word
» OneNote for Windows updated
» Office for iPhone v1.2 secrecy
» Hanx Writer and Office for iPad
» Windows 8.1 update disappoints


Office Watch, Office for Mere Mortals, Access Watch and all titles used within the publications are Copyright © 1996-2014 Office Watch.
Microsoft Office, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Powerpoint and doubtless many other names are registered trademarks of Microsoft Corporation.

Search  |  Sitemap |  Popular Topics | Privacy Statement |  Advertising |  Twitter |  Feedback / Contact Us
Office Watch is definitely not affiliated with Microsoft - and that's just one reason why we are so useful to Microsoft Office users around the world J (Erko).