Think about the emails you’ve sent this week. Did they land at the best time—or just whenever you had a spare minute? (Or, let’s be honest . . . did a few slip your mind entirely?)
Don’t worry. You’re not alone. Timing is one of the biggest challenges in professional communication. But your messages deserve better than random delivery times or getting lost in the shuffle.
Fortunately, there’s an easy solution: email scheduling. It’s a simple trick that transforms your workday, no matter your role. Ready to stop racing the clock? Here’s how to make email scheduling work for you.
What happens when you schedule emails?
Scheduling an email is just setting it up to send later instead of right now. You write the message, choose who it’s going to, and then pick the exact date and time you want it to go out.
Your email platform takes over from there. It holds the message in your outbox folder (or drafts folder, depending on the app) and sends it precisely at the scheduled time. You don’t need to be online or even at your computer. Everything happens automatically in the background.
The beauty of email scheduling is in its simplicity. Write your messages when you have time, then deliver them when it makes sense, all without having to remember to hit Send at the perfect moment.
Why schedule email sends?
There’s more to scheduling emails than just convenience. It can make your communication more effective and your workday less chaotic.
Improve your time management
Every time you stop to send an email it breaks your momentum. With scheduling, you can write all your messages in batches and then schedule them to go out later. This way, you can stay productive while keeping your communication on point.
Increase open rates
Timing matters. Scheduling lets you send emails when people are most likely to check their inbox, not when you happen to have 5 minutes. Better timing means a higher chance of your messages getting seen, opened, and acted on.
Manage time zone differences
Are you messaging prospects, clients, or teammates in other time zones? Scheduling helps your message arrive during their workday, not in the middle of the night. It’s a respectful way to stay connected without interrupting someone’s time off.
Streamline your sequences
Sending a series of emails one by one is tedious. With scheduling, you can line up your entire sequence ahead of time and know it’ll go out right on schedule. Want to do even more with less effort? Email marketing tools with automation can help you scale your outreach without the added stress.
Reduce last-minute errors
When you’re working quickly, it’s easy to make mistakes, like misspelled names, forgotten attachments, or wrong contact details. Scheduling adds a layer of protection, giving you time to review and make changes before your message goes out.
Steps to scheduling emails in Gmail, Apple Mail, and Outlook
Ready to start scheduling? The good news is that most email platforms have built this feature into their interface. Let’s walk through the simple steps for the most popular email services so you can start scheduling messages today.
How to schedule an email in Gmail
If Gmail is your go-to, here’s how to schedule emails, whether you’re on the phone or computer.
On the Gmail app
Let’s start with the mobile version, made for scheduling on the fly:
- Compose your email.
- Tap the 3-dot menu in the top-right corner.
- Select Schedule send.
- Choose a suggested time or set a custom date and time.
- Tap Schedule send to confirm.
Through Gmail in a web browser
For those times you’re at your desktop, here’s the browser method:
- Write your email.
- Click the small arrow next to the Send button.
- Select Schedule send.
- Pick a preset time or set your own custom schedule.
- Click Schedule send to confirm.
How to schedule an email in Apple Mail
Apple Mail users, here’s how to take advantage of email scheduling across your devices.
On the Apple Mail app
When using Apple Mail on your mobile device, follow these steps.
- Compose your email.
- Press and hold the Send button.
- Select Send later.
- Choose a time or customize it.
On macOS
And, for the Apple Mail experience on your macOS computer:
- Write your email message.
- Click the down arrow next to the Send button.
- Select a time from the list or hit Send later to customize it.
How to schedule an email in Outlook
Outlook is a staple for many businesses, and it makes email scheduling a breeze. Here’s how to do it.
Through the Outlook app
If you’re using the mobile Outlook app, try this:
- Craft your email.
- Tap the + button on the bottom ribbon.
- Press Schedule send.
- Pick a suggested time or tap Choose a time to customize it.
- Tap Schedule to confirm.
On the web or desktop
Desktop users, here’s your step-by-step guide:
- Compose your message.
- Tap the down arrow next to Send.
- Select Schedule send.
- Choose a default time or click the Pick date and time option.
- Click Send to confirm.
How to view, change, or cancel scheduled emails
If you need to change a scheduled email—or stop it from sending altogether—it’s usually pretty simple. Most email platforms have a designated folder for storing upcoming messages, like Scheduled or Send later. You can open that folder to review any emails you’ve scheduled to go out.
If you want to edit or reschedule a message, you’ll typically need to cancel the scheduled email first. Once you do, the email usually moves back into your drafts, where you can make changes and choose a new time. When canceling sends, you can just delete the emails from the scheduled folder.
Remember that the steps might vary slightly depending on the app you’re using, but the process is generally the same across platforms.
Simple rules for better email scheduling
Scheduling emails is a great start, but a little extra effort can make your messages even more effective. These simple tips can help you stay organized and improve the impact of your communication.
Set up email templates
If you send similar messages often (like follow-ups or meeting reminders), save time by creating reusable templates. You can write them once, save them as drafts, and duplicate them whenever needed. Then, just update the details and schedule the send.
Write a clear subject line
Your subject line is the first thing people see. Sometimes, it’s the only thing. So, always make it clear what your email is about. “Reminder: Project meeting tomorrow” is much better than “Reminder.” On mobile, fewer words appear, so put the important stuff first.
Test different delivery times
Try sending emails at different delivery dates and times to see what gets the best engagement. Mornings, mid-afternoons, and early evenings perform differently, as can weekdays versus weekends. A little testing goes a long way.
Key takeaways
- Write now, send later: Email scheduling lets you craft your emails on your own terms and then automatically deliver them at the specified time and date.
- Leverage built-in features: Gmail, Apple Mail, and Outlook already have email scheduling built right in, just a few clicks away on your phone or computer.
- Batch for better focus: Instead of breaking your concentration every time you need to send an email, schedule them all at once and get back to what matters.
- Time your emails perfectly: Send messages when they’re most likely to be read by your audience, avoiding high-traffic times like early Monday.
- Use best practices: For the best results, combine scheduling with reusable templates, clear subject lines, and regular testing of different delivery times.