Quick Overview: Outlook offers different ways to schedule email delivery, but the tools vary across Classic Outlook, the New Outlook, and Outlook for the Web. Classic Outlook uses Delay Delivery, which requires the app to remain open for the message to be sent. New Outlook and Outlook for the Web support cloud-based Schedule Send, so emails are delivered on time even if your device is offline. This post explains how each version handles scheduled messages and why Schedule Send provides the most dependable experience.
How to Use Outlook’s Schedule Send Feature (Across All Versions!)
Have you ever finished writing an email late at night but didn’t want it to hit someone’s inbox until morning? Or maybe a colleague is out of the office until next week and you’d rather your message arrive when they’re actually back?
Outlook can help you schedule your email for the perfect moment—but the steps depend on which version of Outlook you’re using. And yes… the differences can be confusing!
Don’t worry. I’ll break it all down for you. Or you can watch my video:
Why Use Schedule Send?
Timing matters. With Schedule Send, you can:
- Avoid after-hours email (for yourself and your recipient)
- Deliver messages when people are most likely to see them
- Space out communication during busy seasons
- Ensure messages arrive when you want, even if you’re away from your computer
But how you do this varies between Classic Outlook, New Outlook, and Outlook for the Web. Learn more about the different versions of Microsoft Outlook.
Let’s look at each one.
Classic Outlook: Delay Delivery (with limitations)
In Classic Outlook, the scheduling tool is called Delay Delivery. You’ll find it on the Options tab while composing a message.
How it works
- Set a future date and time for your message.
- The email stays in your Outbox until that moment.
But here’s the catch
Outlook must be open at the scheduled send time. If you close Outlook or shut down your computer, the message just waits… and waits… until you reopen the app.
Classic Outlook sometimes tries to offer a “Schedule Send” suggestion (like if you’re emailing late at night), but it’s inconsistent and not nearly as reliable as what you’ll find in the newer versions.
New Outlook: Schedule Send
In the New Outlook app (the cloud-based version), Microsoft fixed the biggest problem: dependence on your computer. Now it’s true Schedule Send, and it’s handled in the cloud.
How it works:
- Finish writing your email. Always complete the message first.
- Select the dropdown arrow next to Send.
- Choose Schedule Send.
- Pick a preset time or choose Custom time.
Once scheduled, Outlook hands the message to Microsoft’s cloud servers. That means:
- It sends even if your computer is turned off
- No app needs to be open
- No worrying about Outbox issues
Finally, so much easier.
Outlook for the Web: Same Great Schedule Send
Using Outlook for the Web? Great news. This version works exactly like New Outlook. Just write your email, open the Send dropdown, and choose Schedule Send. Because it’s all cloud-based, it delivers right on time, every time.
Quick Comparison
Which One Should You Use?
If you want guaranteed delivery at the time you choose, Schedule Send in New Outlook or Outlook for the Web is the clear winner. Even if you’re still working in Classic Outlook for most tasks, this feature alone might be reason enough to open the web version for scheduling important emails.
Final Thoughts
Timing your emails doesn’t just help you work more efficiently; it helps you communicate more thoughtfully. Whether you’re planning ahead, respecting someone’s out-of-office time, or just making your future self look amazingly organized, Schedule Send is a simple but powerful tool.
For more Outlook tips and time-saving shortcuts, visit TheSoftwarePro.com/Outlook.
© Dawn Bjork, MCT, MOSE, CSP®, The Software Pro®
Microsoft Certified Trainer, Productivity Speaker, Certified Speaking Professional
