What are the Advantages of "Delay Delivery" in Outlook, and When is it Appropriate to Use It?

Discover its advantages in strategic scheduling, ensuring timely delivery, and navigating different time zones. Learn when and how to leverage this feature for optimal communication impact.

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Photo by Ed Hardie / Unsplash

Email sending has become vital in professional communication. It acts as the main channel for sharing information, collaborating on projects, and nurturing business relationships.

But the continuous stream of emails can become a curse rather than a blessing. Many of us feel overwhelmed when we see too many emails. And with several emails to handle together, you might make rushed decisions, impulsive responses, and regrettable errors.

Microsoft Outlook has a solution for this: the "Delay Delivery" feature. This feature allows users to schedule their emails for a more appropriate time. You can deliver the messages with professionalism and maximum impact. It is also a great way to reduce your email stress.

In this comprehensive guide, we will look into how to send a delayed email in Outlook and all its benefits.

Understanding the "Delay Delivery" Feature in Outlook

How to Delay or Schedule Sending Email Messages in Outlook

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The "Delay Delivery" feature in Outlook is a useful tool for users to hold off on sending an email until a specific time and date. It is also referred to as "Send Later."

"Delay Delivery" allows users to schedule when an email will be sent. This feature is especially useful in situations where sending an email immediately might not align with communication objectives.

The delay period allows users to take their time reviewing and perfecting their message. This will ensure that it is well-timed and meets the recipient's schedule.

Now, to use this feature to your benefit, you should know how to send a delayed email in Outlook.

To access the "Delay Delivery" option in Outlook, you can follow these steps:

  • When composing an email, open the "Options" tab in the message window.
  • In the "More Options" group, click on the "Delay Delivery" button.
  • Within the "Delivery options" section, check the "Do not deliver before" box and select the preferred date and time for sending the email.
  • Then, click on "Close" to apply the delay settings.

Advantages of Using the "Delay Delivery" Feature

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The Delivery Delay Outlook feature provides various benefits for optimizing email communication. These include the following:

Error Correction Opportunity

The "Delay Delivery" feature gives you a chance to fix any mistakes before your email goes out. We all know that rushed emails can have typos or things missing. But with this feature, you can take some time to review and make any necessary changes before it gets sent.

You can also edit the wording in the messages to have more impact. This is helpful, especially in cases of marketing emails.

Strategic Timing for Improved Impact

Timing is key when it comes to communication. With the Outlook email delay send feature, users can strategically choose when to send their emails for maximum impact.

Whether it's getting your message to a worldwide audience during their workday or scheduling a timely follow-up email, this feature boosts the effectiveness of your communication strategy.

Global Time Zone Considerations

Businesses often interact with partners, clients, and team members in different time zones. The Delay Delivery on Outlook feature helps you consider these global time differences.

So, your recipients will get the emails during their work hours. This boosts the likelihood of a quick response and shows consideration in communication.

Preventing Accidental Email Transmission

Sometimes, we hit the "Send" button by mistake and end up sending emails we didn't mean to. The "Delay Delivery" feature can help prevent these accidents.

It will give you a little extra time to think twice before the emails go out, avoiding any embarrassing or unintended messages.

Managing Email Delivery during Peak Times

During busy periods like the start of the workday or after a weekend, email activity tends to increase. Sending an important email during these peak times will not give you good results. There is a chance of it getting lost in the flood of incoming messages.

To stand out in a less crowded inbox, you can use the "Delay Delivery" feature.

How to Use the Delay Feature in Outlook on Mobile

how to delay message in outlook mobile app

To send delayed emails on your mobile device, simply follow these steps:

  • Open the Outlook app on your mobile device.
  • Compose your email.
  • Access additional options by tapping on the three dots in the upper-right corner.
  • Depending on your device, select "Schedule Send" or a similar option.
  • Pick the date and time you want to send the email.
  • Confirm and send your email.

How to Use Delay Feature in Outlook on Desktop 

How to Delay Email in Outlook?

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To schedule delayed emails in Outlook on your desktop, follow these steps:

  • Compose your email in the Outlook desktop application.
  • Go to the "Options" tab at the top of the email composition window.
  • In the "More Options" group, choose "Delay Delivery."
  • Set the desired date and time for the email to be sent.
  • Click "Close" to save your settings.
  • Send your email as usual.

When is it Appropriate to Use the "Delay Delivery" Feature?

Image showing Outlook "Delay Delivery"

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The Outlook delayed email send feature can be particularly useful in a variety of situations. These include the following:

Time-Sensitive Communications

The "Delay Delivery" feature is highly beneficial for time-sensitive communications. When it comes to important deadlines or urgent information, you will always want to avoid delays.

By scheduling the email to be sent at the precise moment, you can guarantee that your message will have the desired impact. It will also reach the recipient at the most suitable time for action.

Global Communication Across Time Zones

Many businesses now have overseas branches. So, you are always in danger of sending important emails to colleagues while they are sleeping.

When communicating with colleagues or clients in different time zones, you can delay emails to send them during their most active work hours. This will guarantee prompt responses and productive collaboration.

Reviewing Important Emails Before Sending

Taking the time to review important emails before sending them is important. You will be able to check and proofread them to ensure error-free communication. So, Outlook delayed sending can add an extra layer of review.

Managing Communication During Non-Standard Work Hours

When working beyond regular business hours, it's important to avoid sending emails immediately. This will prevent the recipients from getting them at inconvenient times. In this way, you can also ensure a healthy work-life balance in your company and maintain professionalism.

Avoiding Hasty Responses in Heated Situations

In situations filled with strong emotions, the delay Outlook email send feature acts as a buffer against impulsive responses. This feature will give you a chance to pause and reflect before responding.

By scheduling emails to be sent after a calm-down period, you can make sure your message is well-considered and mindful.

Why You Should Outsource to a Virtual Assistant Instead

reasons you need a virtual assistant

Virtual assistants are one of the best ways to reduce your workload. They offer a wide range of benefits that can help you streamline your business operations and free up more of your time. You can also improve efficiency and save money by using VAs. Some of the reasons to use VAs include the following:

Efficient Email Management

Virtual assistants are experts in effectively managing emails. By delegating tasks such as scheduling delayed deliveries, professionals can concentrate on their main duties while guaranteeing timely and strategic communication.

Timely and Strategic Email Scheduling

Virtual assistants are knowledgeable in email scheduling. This will enable them to send messages at the most effective times, whether locally or in different time zones.

Professional Communication Management

By outsourcing email tasks to virtual assistants, you can ensure exceptional professionalism in communication. Virtual Assistants (VAs) possess the skills to handle emails accurately. This will ensure clear and strategic communication.

Global Time Zone Expertise

Handling time zone differences can be a bit difficult. However, virtual assistants are experts in this area. They seamlessly manage different time zones. This will enable efficient coordination and communication between different branches of your business.

Task Automation for Increased Productivity

Professionals can increase productivity by delegating tasks, such as email scheduling, to virtual assistants. This allows for efficient handling of routine and time-sensitive email-related activities.

Other Email Management Tasks a Virtual Assistant Can Help You With

Besides utilizing the "Delay Delivery" function, virtual assistants offer assistance with a range of email management tasks. These include the following:

Inbox Organization and Filing

Virtual assistants are capable of organizing and sorting emails. This will help you to make a more organized and productive inbox.

Email Filtering and Priority Sorting

Virtual assistants are excellent at streamlining your email workflow. They will efficiently filter and sort your emails based on priority.

You then need to spend time only to read important emails. This will free up your time for other activities.

Responding to Routine Emails

Virtual assistants are able to manage routine emails. These include satisfaction surveys, service letters, order confirmations, etc., that need cursory responses. This will free up your time to focus on more strategic aspects of communication.

Unsubscribe Management

A virtual assistant can effectively keep your inbox free from unwanted subscriptions. They will be able to skim through your inbox and sort out the spam or unwanted ones. This will reduce the clutter in your inbox.

Email Drafting and Proofreading

Virtual assistants can efficiently draft and proofread emails. They are also experts at using proper language and courtesy when writing emails. So, you can always send polished and free-of-error messages to clients.

Why is Wishup the best place to hire a Virtual Assistant?

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Wishup stands out as a leading provider of virtual assistant services. We specialize in connecting business owners with talented virtual assistants, all at incredibly affordable rates. Our team at Wishup consists of experienced and talented virtual assistants who have been thoroughly screened to guarantee our customers' utmost satisfaction. Here are some reasons why businesses prefer to choose us:

Pre-trained and upskilled professionals

At Wishup, we train our virtual assistants in more than 70 no-code tools. They also have over 200 skill sets. This means they can handle any task, no matter how difficult, with absolute ease.

You also need not spend resources to train them. This will help you use the training budget for other important activities.

Choose from US based on Indian VAs

With Wishup, you can effortlessly select talented virtual assistants based in India from your office in the US.

Instant replacement policy

If you are unhappy with your virtual assistant, we will promptly replace them for you. No need to worry about any questions or inquiries on your end!

We hire only the top 1% of applicants

Our team of virtual assistants are experts in their respective fields. We have rigorous verifications to ensure their qualifications and expertise.

Onboarding in 24 hours

Our team of professional virtual assistants can join your team in just 24 hours after connecting with them. This seamless onboarding process will save you time and money.

Dedicated Account Manager at your service

Wishup offers dedicated account managers to our clients. Your account manager will be there for you every step of the way. They will ensure that your experience with the VAs is smooth and hassle-free.

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Conclusion

The Outlook Delay Delivery feature is a powerful tool for strategic communication. Understanding its functionality and appropriateness will help you learn how to send a delayed email in Outlook.

Outsourcing email-related tasks to a virtual assistant can enhance your efficiency and productivity. Wishup provides you with pre-trained professionals, instant replacements, and dedicated account managers. So, take the next step by scheduling a free consultation or reaching out to [email protected] to optimize your email management.

How to send a delayed email in Outlook: Frequently Asked Questions

How do I delay an email in Outlook?

To delay sending an email in Outlook, follow these steps:

  • Compose your email and then head over to the "Options" tab.
  • Look for the "Delay Delivery" or a similar option.
  • Specify the date and time when you want the email to be sent.

What is the shortcut for delay sending in Outlook?

There is no direct shortcut to email Outlook sending delay. However, you can utilize the "Ctrl + Alt + S" combination to access the "Send Later" dialog and schedule your emails.

How do I send an automatic email in Outlook?

In Outlook, you can schedule automatic email sending by using the "Delay Delivery" feature. This allows you to set a specific date and time for the email to be sent automatically.