Increase Efficiency, Schedule Email Delivery in Microsoft Outlook

by Louellen Coker on September 8, 2009

outlook_image_from_amazonWe have several projects—newsletters, monthly magazine inserts, web site updates, and email campaigns to name a few—that require we send out emails on a certain date and time to get the information we need from our clients. To make sure we don’t overlook sending out important email reminders, we use [amazon-product text=”Microsoft Outlook 2007″ type=”text”]B000HCXKLC[/amazon-product]  to do some of the heavy lifting for us.

[amazon-product text=”Outlook 2007″ type=”text”]B000HCXKLC[/amazon-product] has an interesting feature that is overlooked by many, but has the potential to make your life exponentially easier. You can schedule your emails for delivery in the future.

In our office, when we start a new project, or begin a new production year, we draft reminder emails for all the milestones related to the project, schedule the date for delivery, hit send and forget about it. Well, we don’t forget about it. We just rest assured that we won’t get distracted and overlook important communication with our clients.

Scheduling Email Delivery in Microsoft Outlook

You can schedule email delivery using [amazon-product text=”Microsoft Outlook 2007″ type=”text”]B000HCXKLC[/amazon-product] by

1. Drafting a new email.

2. In the Options Tab, selecting  Delay Delivery.

Option Tab in Microsoft Outlook

Option Tab in Microsoft Outlook

3. In the Message Options window that appears, indicating the date and time you would like your email to be delivered.

Outlook 2007 Options Window

Outlook 2007 Options Window

4. Clicking Close.

5. Clicking Send.

That’s all there is to it. (No Kidding!)

I can almost read your mind. I bet you’re saying to yourself, “But what if I need to edit the email content, change the delivery date, or just delete it. No problem, you’ll find it in your Outbox waiting to for the date and time you schedule before the email distributes itself. Simply go to your Outbox and double-click on the message to edit or delete.

Outlook 2007 Outbox

Outlook 2007 Outbox

If you use an older version of Outlook, you can still schedule your emails when sending them by following similar steps.

I’m a big believer in allowing your software to do the heavy lifting for you. Do you have suggestions for increasing your efficiency in Outlook? Let us know in the comments.

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