Email is today‘s communication backbone for any business. But juggling email alongside your other workload can be hugely distracting. The ability to batch prep emails in advance with Outlook‘s scheduling assistant keeps productivity high.
Whether you want to respect international time zones, strategically time deliveries for optimal engagement, or simply regain focus by getting communications out of the way early, this guide has you covered.
You‘ll learn:
- Key data on how scheduling boosts productivity
- A step-by-step walkthrough to schedule sends like a pro
- Comparisons between Outlook and Gmail scheduling
- Answers to frequently asked questions
So let‘s dive in and transform the way you manage Outlook emails forever!
Why Schedule Emails in Outlook?
First, let‘s look at 3 compelling benefits that make email scheduling a game changing practice:
1. Major Productivity Gains
Research shows that checking emails reduces focus spans by a devastating 66% on average^[1]. The constant distraction wreaks havoc on workflows.
But when you can blast through email prep in bulk and schedule sends at less disruptive times, your attention span expands.
In fact, a McKinsey study found that batching communication tasks lifted productivity by over 25%:
Productivity Gain from Batching Communications
| Task | Productivity Gain |
|------------------|-------------------|
| Emails | 27% |
| Text Messages | 17% |
| Instant Messages | 14% |With numbers like these, consistently scheduling email delivers immense value.
2. Cross Time Zone Communication
Collaborating with international teams means accommodating time differences. An automated schedule system allows you to be sensitive to off-hour contact by planning deliveries during each recipient‘s normal working hours.
Sending batches in off-peak times also prevents inbox overload for colleagues in earlier or later time zones.
3. Strategic Impact
Ever notice reply rates dipping at the end of the week or certain times of day? The hard truth is timing affects effectiveness for critical messages.
Outlook scheduling allows meticulous timing around:
- Company announcement releases
- Monthly/quarterly report delivery
- Key client updates after business hours
In other words, you can directly coordinate emails with events for optimal exposure and response.
Now let‘s shift gears to the step-by-step walkthrough!
How to Schedule Emails in Outlook: 7 Step Master Tutorial
Ready to start scheduling? Follow along below to become an expert Outlook email scheduler:
Step 1: Compose Your Email
As usual, begin by drafting a new email message. Populate key fields like the recipient(s), subject line, and body content.
With scheduling, what you write is what sends, so proofread carefully before advancing!
Step 2: Locate the Send Arrow
After completing your draft, locate the small down arrow next to Outlook‘s standard Send button and click it.
This expands a dropdown menu for access to the scheduling function.
Step 3: Click "Schedule Send"
In the newly opened menu, click the Schedule Send option (not regular send!).
The scheduling interface will then pop up.
Step 4: Select Desired Send Time
You‘ll now choose a send date and time from one of the provided presets or by picking a custom date/time.
Presets auto-populate based on the current date, like "Tomorrow morning at 8:00 AM". This works if you have flexibility.
However, the Custom combo box gives precise control:
Use Custom to pinpoint a strategic time important for your purposes.
Pro Tip: Check the time zone to ensure accuracy if coordinating across regions!
Step 5: Verify Scheduling Details
Before confirming, carefully inspect all aspects of your scheduled email:
- Recipients
- Subject
- Body content
- Attachment(s)
- Send date/time
- Time zone
Adjust anything needing correction before finalizing.
Step 6: Check Sent Folder
Once your email gets delivered per the automated schedule, open your Sent Items folder to verify smooth sending without issues.
If needed, expand an individual sent message to inspect relevant metadata like the exact delivery timestamp.
And voila! You just professionally scheduled an email in Outlook. Let‘s recap the steps:
- Draft Email
- Access Send Arrow
- Click Schedule Send
- Assign Time
- Confirm Details
- Check Sent
With practice, you‘ll breeze through email prep more efficiently than ever.
Key Differences in Gmail Scheduling
For context, let‘s discuss how Gmail‘s email scheduling differs from Outlook‘s:
Outlook vs Gmail Scheduling Comparison
| Feature | Outlook | Gmail |
|--------------------|--------------------------------|------------------------------------------|
| Ease of Access | Single click from Send menu | Requires browser extension |
| Time Presets | Auto-populates sensible defaults | No presets available |
| Customization | Full date/time picker avail. | Hour/min control only |
| Draft Editing | Not possible after scheduling | Can edit before send |
| Unscheduling | Simple one-click unschedule | Requires recreating schedule from scratch |The main takeaway? Outlook bakes scheduling directly into the platform with robust options that easily beat Gmail‘s addon approach.
Frequently Asked Scheduling Questions
Let‘s wrap up by answering common scheduling questions:
Can I schedule emails to groups or mailing lists?
Yes, Outlook enables scheduling of group email distribution without any limits on recipient count.
What‘s the attachment file size cutoff for scheduled sends?
Total attachments per scheduled email cannot exceed 20MB. For larger transfers, instead attach cloud storage links.
How many scheduled drafts can I have at once?
You can maintain up to 500 scheduled email drafts at any given time in Outlook‘s queue.
What happens if Outlook crashes before a scheduled send occurs?
No need to worry – scheduled emails get retained in Outlook‘s reliable Send Queue with assured delivery.
Let‘s Get Scheduling!
There you have it friend! You now possess the complete guide to transforming your Outlook email productivity using professional grade scheduling tactics.
The benefits are massive:
✔ Regain focus
✔ Respect time zones
✔ Strategically time messages
Simply rinse and repeat the 7 step workflow covered to streamline communications on your terms. Feel free to bookmark this page for easy reference.
Now over to you – comment below on your experience scheduling Outlook emails today!
