There are times that you may need to send out information but you don't want the message sent right away or you may be working a flexible work schedule and don't want th message to be delivered until normal work hours. Some people want to create messages but want all of them delayed for a certain amount of time before sending so that they can revisit them to make sure the message is correct.  For these instances, you can use a delayed delivery option to create messages and then queue them to send at a later date and time. 

 

Outlook for Windows (Classic)

When using the Outlook desktop client, Outlook must remain open and running in order for the delayed send to work.

  1. Create a new message
  2. Choose Options | More Options (... icon)  | Delay delivery
  3. Set the date and time for the delivery to happen 
  4. Click Close to save 
  5. Click Send when ready to queue the message.

The message will remain in your Outbox until the send date and time unless you open the Outbox and send the message yourself before that time.  

Customizing the Outlook ribbon

If you use the delay delivery option frequently, you may want to customize the Outlook ribbon to include a Delay Delivery icon that is easily clickable.

  1. Create a new message
  2. Right click on the ribbon and choose Customize the ribbon 
  3. In the right hand column, choose the New Group icon.
  4. Right click and choose Rename
  5. Change the name to Delay Delivery
  6. In the left hand column, click the down arrow of "Choose commands from" and select Main Tabs
  7. Select Options and then More Options
  8. Click Delay Delivery and then click the Add button when it becomes clickable. It should appear under the new Delay Delivery group in the right column
  9. Click OK to save changes

The Delay Delivery icon will now display as an icon to click. 

Making Delay Delivery The Default

  1. Choose File | Options | Advanced
  2. Under Send/Receive, deselect Send immediately when connected
  3. Click the Send\Receive Groups icon
  4. in the "setting for Group All Accounts - select Schedule an automatic send/receive every xx minutes and set it to your desired length of time
  5. Click Close to save settings

OR

  1. Click File | Manage Rules & Alerts.
  2. Click New Rule.
  3. In the Step 1: Select a template box, under Start from a Blank Rule, click Apply rule on messages I send, and click Next.
  4. In the Step 1: Select condition(s) list, select the check boxes for any options that you want, and then click Next.
  5. If you do not select any check boxes, a confirmation dialog box appears. If you click Yes, the rule that you are creating is applied to all messages that you send.
  6. In the Step 1: Select action(s) list, select the defer delivery by a number of minutes check box.
  7. In the Step 2: Edit the rule description (click an underlined value) box, click the underlined phrase a number of and enter the number of minutes for which you want the messages to be held before it is sent.
  8. Delivery can be delayed up to 120 minutes.
  9. Click OK, and then click Next.
  10. Select the check boxes for any exceptions that you want.
  11. Click Next.
  12. In the Step 1: Specify a name for this rule box, type a name for the rule.
  13. Select the Turn on this rule check box.
  14. Click Finish.

After you click Send, each message remains in the Outbox folder for the time that you specified.

Outlook for Windows (New)
  1. Click New Mail
  2. Write the email and address it as usual
  3. Select the drop down arrow next to Send
  4. Select Schedule Send
  5. Select when to schedule your message (e.g., tomorrow morning, Sunday morning, or Custom time)  If you choose Custom time, select the date and time to send it
  6. Click Send

The message will appear in your Drafts folder where you can edit it (select pencil icon to edit)

See Schedule Send for additional information

Outlook for Mac

When using Outlook for Mac desktop app, it must remain open and running in order for the delay deliver to work.

  1. Create a new message
  2. Type the recipients of the message in the To/CC fields
  3. Type the Subject and message text.
  4. Click the down arrow next to Send
  5. Select Send Later
  6. Select the date and time you would like the message to be sent
  7. Click Send.

The message will remain in your Outbox until the send date and time unless you open the Outbox and send the message yourself before that time. 

Outlook on the web
  1. Login to Outlook on the web with your HawkID and HawkID password
  2. Select Outlook icon
  3. Click New Message
  4. Type the recipients of the message
  5. Type the subject and text of the message
  6. At the bottom of the message, click the down arrow next to the Send icon
  7. Click Send Later
  8. Select the date and time you would like to have the message sent 
  9. Click Send

The message will stay in your Outbox until the send date and time unless you open the Outbox and send the message yourself before that time. 

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