Master Email Scheduling in Outlook: Effortlessly Send Emails at the Perfect Time

📅 Flexible Scheduling with Time Zone Support

Choose from hour-based and day-based preset options (e.g., "In 1 hour", "Tomorrow") or manually set a custom date, time, and time zone. Time zone handling is transparent—Kutools shows both your selected and local time, ensuring accurate delivery even across regions.

🧠 Smart Time Interpretation

Preset times are intelligently calculated based on your local time or your selected time zone, depending on the option you choose. Whether you pick a relative time ("In 3 hours") or a fixed day and time ("Next Monday at 9 AM"), Kutools clearly displays how your email will be scheduled.

⚙️ Saved and Reusable Send Times

Custom scheduled times you create are saved for quick reuse. You can easily organize them—move up, move down, or delete—with just a few clicks.

🔔 Instant Send Confirmation with Action Options

After you click Send, a notification bar offers three options: Undo, Send Immediately, or I Understand. This gives you one last chance to make changes or confirm your intent before the email is scheduled.

🖱️ Seamless Integration with Delay Delivery

Kutools integrates smoothly with Outlook’s built-in "Delay Delivery" feature. The two features sync with each other automatically—any time you set using one tool is instantly reflected in the other, ensuring consistent and predictable scheduling.

Notes:

• If you select a time zone other than "Local Time Zone" (e.g., "(UTC-12:00) International Date Line West"), the dialog will display both the scheduled send time in your selected time zone and the equivalent time in your computer’s local time zone.
  ❗ Important: The email will always be sent based on your local computer time. The selected time zone is for reference only and does not affect the actual sending behavior.
  
• If you select a non-local time zone, choose "Custom", and manually specify a date and time, the system will interpret that datetime as being in the selected time zone, then convert it to your local time zone. Both times—the custom datetime in the selected time zone and its equivalent in your local time—will be displayed.
• When selecting one of the hour-based preset options—"In 1 hour", "In 3 hours", "In 6 hours", "In 12 hours", or "In 24 hours"—with a non-local time zone, the time is first calculated based on your local time and then converted for display in the selected time zone.
• When using a day-based preset option—such as "Tomorrow", "The day after tomorrow", "In 3 days", "Next Saturday after today", "Next Sunday after today", or "Next Monday after today"—you can specify the send time using the Time box. The actual day is automatically calculated based on the current date in your selected time zone, not your local time. The final scheduled send time will be shown for that day and time in the selected time zone, along with the corresponding time in your local time zone.

🕒 Time Zone Conversion Examples

📋 Managing Scheduled Times

Once you create custom send times, they'll appear in the scheduled times list for quick reuse. You can freely delete, move up, or move down these entries as needed.

⚙️ Enabling the "Schedule" Button Below "Send"

1. Go to "Kutools" > "Scheduled Email" > "Show Scheduled Email button below the Send button".

2. After enabling this option, whenever you create a new email, reply to, or forward a message, a "Schedule" button will appear just below the "Send" button. Click the down arrow next to it to access the following 3 options from the drop-down menu:

• Scheduled Email: Opens the "Scheduled Email" dialog box, where you can set a scheduled send time for the current email.
• Do not show the Scheduled Email button for this Outlook session: Temporarily hides the Schedule button for the current session. It will reappear the next time you restart Outlook.
• Show Scheduled Email button below the Send button: Opens a confirmation dialog. Click "OK" to hide the Schedule button or "Cancel" to keep it.
  

💡 Tip: If you haven’t enabled the “Show Scheduled Email button below the Send button” option, the "Schedule" button won’t appear below "Send" while composing an email. However, you can still access the "Scheduled Email" feature at any time by clicking "Kutools" > "Scheduled Email" in the ribbon.

📩 Compatibility with Outlook’s Delay Delivery Feature

The "Scheduled Email" feature in "Kutools for Outlook" is fully compatible with Outlook’s built-in "Delay Delivery" function. They work together seamlessly to ensure your emails are sent at the intended time.

• When composing, replying to, or forwarding an email, if either of the following is true:
  • The "Schedule" button is visible below the "Send" button.
  • The "Scheduled Email" dialog once was opened during that session.

  Then, if you use the "Delay Delivery" feature before sending the email, a "Kutools notification bar" will appear in the bottom-right corner of the Outlook window after you click "Send". This bar confirms that "Scheduled Email" is actively monitoring the send schedule.

  

• If you first set a "Do not deliver before" time using Outlook’s "Delay Delivery" feature and then open the "Scheduled Email" dialog, that time will automatically appear in the scheduled time list.
• If you first set a scheduled send time using the "Scheduled Email" dialog and then open the "Delay Delivery" dialog, the "Do not deliver before" field will automatically reflect that scheduled time.

This two-way synchronization ensures consistent sending behavior, no matter which feature you configure first.

To ensure scheduled emails are sent at the correct time, Outlook must remain open. If Outlook is closed at the scheduled send time, the email will be sent immediately the next time Outlook is opened.