How to Schedule Emails in Gmail & Outlook + Best Time to Send

Ah, the email: our trusty digital carrier pigeon.

But let’s be real – sending them out at 3 AM was never our best look.

Who reads emails at that time anyway? Owls?

If only there was a way to draft it during our midnight inspiration strikes, but deliver it during sane hours.

Enter the marvel of scheduling emails!

We’re about to embark on an enlightening journey into the not-so-mystical lands of Gmail and Outlook.

Think of it as your backstage pass to becoming the true maestro of your email symphony.

And trust me, it’s way easier than deciphering that flat-pack furniture manual or finding where that one missing sock vanished after the laundry.

The Basics of Email Scheduling

Let’s dive right into the basics of email scheduling. Imagine you’ve crafted a perfect email, but you don’t want to send it right away. That’s where the magic of schedule email comes into play. With email scheduling, you can decide when your message hits someone’s inbox.

Maybe you’ve used a scheduling email template or you’ve jotted down a quick “please schedule” reminder for a teammate. Whether it’s a schedule an appointment email or a simple heads up about your full day with the phrase “I am scheduled,” this feature ensures you get your message across at just the right moment.

It’s like having a superpower where you can time your emails to perfection! So, next time you want to propose time slots for a meeting email or share an available time slot for a meeting email, remember, you’ve got this handy tool right at your fingertips.

Best time to send an email
Best time to send an email

Step-by-Step Guide: Scheduling Emails in Gmail

Alright, let’s unlock the magic of scheduling emails in Gmail! Trust me, once you get the hang of this, you’ll wonder how you ever lived without it. Scheduling an email in Gmail lets you draft your message now and decide when it hits the inbox.

Perfect for those “I am scheduled” moments or when you want to send an email to schedule an appointment but are unsure about the recipient’s time zone. Here’s your easy-peasy guide to do just that:

Step 1: Drafting Your Email in Gmail.

Before you even think about scheduling, you need a well-crafted email. Launch Gmail and hit that ‘Compose’ button to open a fresh email canvas.

Lunch Gmail and Compose an email
Lunch Gmail and Compose an email

It’s here that you’ll lay down your thoughts, maybe using a scheduling email template or penning a reminder. Be concise, clear, and ensure your message captures your intent.

Draft your email
Draft your email

Step 2: Navigating the ‘Send’ Options.

Now, instead of impulsively clicking the blue ‘Send’ button (we’ve all been there!), there’s a tiny arrow right next to it. This little detail is where the magic happens. When you click on that arrow, a dropdown will appear with an option called ‘Schedule send’. That’s your golden ticket to sending emails in the future.

Schedule, instead of send
Schedule, instead of send

Step 3: Setting the Date and Time.

Once you select ‘Schedule send’, Gmail will present you with a calendar interface. It gives you preset options like “Tomorrow morning” or lets you pick a specific date and time. Think about when your recipient is most likely to see and read your email.

Are you trying to share an available time slot for a meeting email? Or perhaps you’re sending an email to schedule an appointment? Whatever it is, choose a time that aligns with the purpose of your email.

Pick a date and time
Pick a date and time

Step 4: Confirm and Relax.

After selecting your desired send time, click on it to confirm. You’ll notice that your email doesn’t disappear into the ether but instead moves to the ‘Scheduled’ folder on the left side of Gmail.

And the best part? If you change your mind or need to adjust the content or send time, you can easily access it there, make your edits, and reschedule.

Your email is now in scheduled folder
Your email is now in scheduled folder

Step-by-Step Guide: Scheduling Emails in Outlook

Alright, shifting gears to Outlook! If Gmail’s scheduling was a breeze, Outlook’s got its own set of cool tricks to make your life easier.

So, whether you’re shooting out a “please schedule” note or working on a work schedule email sample, Outlook’s got your back. Let’s break it down for you:

Step 1: Compose Your Email in Outlook.

Open up Outlook and click on ‘New Email’ to open a fresh email draft. As you’re crafting your message, ensure you capture the essence of what you want to convey.

Launch Outlook and compose a new mail
Launch Outlook and compose a new mail

Whether you’re drawing from a work schedule email sample or creating a personalized email to schedule an appointment, this step is about setting the foundation. Choose a clear subject line and double-check your recipient list.

Step 2: Locating the ‘Schedule send' Option.

As you’re prepping to hit ‘Send’, keep your eyes peeled for the small arrow next to the button, quite similar to how Gmail operates. When you click on that arrow, a dropdown will appear showcasing the ‘Schedule send’ option.

It’s this nifty feature that will be your gateway to scheduling emails in Outlook.

Schedule send your email draft
Schedule send your email draft

Step 3: Set the Delivery Time.

Once you’ve accessed the ‘Delay Delivery’ settings, you’ll notice a section titled ‘Delivery options’. Here, you’ll find a checkbox labeled ‘Do not deliver before’. Go ahead and check that box. It will activate a date and time setting option.

This is where you get to decide when your email makes its grand entrance. Think about when your email is most likely to be seen – maybe it’s early in the morning or after lunch. Once you’ve made your choice, set the specific date and time.

Select custom date and time
Select custom date and time

Step 4: Confirm and Send.

After setting your preferred delivery time, you can exit the settings. Take a moment to give your email one last review. Ensure all the details are accurate and that the tone is appropriate. Once you’re satisfied, confidently click on ‘Send’.

Instead of sending immediately, your email will hang out in the Outbox, waiting for its scheduled time to shine.

Professional Etiquette and Phrasing When Scheduling Emails

Let’s delve deeper into each point to give you a comprehensive understanding of professional etiquette and phrasing when scheduling emails:

Be Direct Yet Courteous

Clarity is your best friend in professional emails. It minimizes confusion and ensures that both parties are on the same page. But being clear doesn’t mean being blunt or curt. There’s an art to being direct while remaining courteous.

For instance, when you want to communicate something like “please let me know if this time doesn’t work for you,” you’re giving the other person a chance to respond with their availability without feeling pressured. A gentle nudge, paired with clarity, can be powerful.

Avoid Overloading

It’s tempting to get everything off your chest in one email, especially if there’s a lot on your plate. However, each email should ideally serve a singular purpose.

So, if you’re focusing on a “schedule an appointment email,” keep it centered around that topic. Adding multiple topics or requests can overwhelm the recipient and dilute your primary message. The key is to be focused and prioritize your communication.

Opt for Neutral Language

No one likes receiving an email that comes off as dismissive or arrogant. That’s why it’s essential to be cautious with your phrasing. Saying you’re booked in a way like “My schedule is quite packed” is neutral and informative, whereas “I’m too busy” might come off as dismissive.

By selecting your words wisely, you ensure that your message is received in the spirit it’s intended, keeping the lines of communication open and respectful.

Personalize Where Possible

While using tools like scheduling email templates can be a massive time-saver, it’s vital to add a touch of personalization to your emails. This doesn’t mean rewriting the whole thing, but even addressing the recipient by name or referencing a past interaction can make a world of difference.

It shows that you’ve taken an extra moment to consider the person on the other side of the screen, fostering goodwill and building rapport.

Best Time to Send Scheduled Emails

So, you’ve mastered the art of scheduling emails, whether it’s using Gmail’s “schedule send” or Outlook’s “send later” feature. But here’s the real secret sauce: knowing the best time to have your email land in someone’s inbox.

Let’s face it; an email to schedule an appointment or a work schedule email sample won’t make much of an impact if it’s buried under a mountain of other messages. Early mornings, typically between 8 to 10 AM, are golden hours as folks are starting their day and checking their emails.

Midweek, especially Tuesdays and Wednesdays, also sees higher open rates. But avoid late nights and weekends unless you know the recipient’s habits well. Remember, it’s not just about when you’re available, but tuning into the rhythms of the recipient’s day.

An “I am scheduled” or “please schedule” email sent at just the right time can make all the difference in prompt responses and effective communication. So, get those emails timed right and watch the magic unfold!

SmartReach best time to send
SmartReach best time to send

Frequently Asked Questions on How to Schedule Emails

Ah, the world of scheduling emails has its fair share of curiosities, doesn’t it? And I bet you’ve got a few questions bubbling up, just like many others. Let’s dive into three frequently asked questions on this topic:

Can I edit or cancel a scheduled email?

Absolutely! Whether you’ve set up an email with a scheduling email template in Gmail or used the “send later” feature in Outlook, you’re never locked in. In Gmail, your scheduled emails chill in the ‘Scheduled’ folder.

Just navigate there, open the email, and you can either edit or cancel it. In Outlook, the email will be in your Outbox, waiting for its cue. Again, you can open, edit, or even stop it from sending.

What happens if I lose my internet connection?

Good news! Once you’ve scheduled an email, the magic happens server-side. This means, even if you decide to venture into the wilderness with no Wi-Fi or if your connection drops, your email will still get sent at its designated time.

The platforms handle the heavy lifting, ensuring your “schedule an appointment email” or “email schedule template” based message doesn’t miss its spotlight moment.

Are my scheduled emails private?

Privacy is paramount, especially in today’s digital age. When you schedule an email, be it a “please schedule” note or a detailed work schedule email sample, it remains as private as any other email you’d send.

Both Gmail and Outlook use robust security measures, ensuring your emails are secure and only visible to intended recipients. So, you can schedule with peace of mind, knowing your content is in safe hands.

Key Takeaways on How to Schedule Emails

Alright, let’s wrap this up! Scheduling emails, whether in Gmail or Outlook, is a total game-changer.

We’ve walked you through the ins and outs, from the step-by-step guides to the art of finding that perfect send time. And hey, those FAQs? Proof that every good tool comes with its set of quirks and curiosities.

Key takeaways? Well, it’s not just about sending an email; it’s about timing it just right. Those morning golden hours and mid-week sweet spots can truly make your messages shine.

And remember, you’re never locked into a send time – feel free to edit or cancel as you see fit. Plus, with platforms like Gmail and Outlook, your scheduled content remains as private and secure as any other email.

So next time you draft that “please schedule” or “work schedule email sample,” know that you’ve got the power to make it land exactly when you want. Happy scheduling!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Picture of Edgar Abong

Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

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