Delay sending emails in Outlook with a Rule

By January 23, 2017 December 13th, 2017 Business Productivity, Email, Tech Tip
Delay sending emails in Outlook with Rules

Is there a reason you might want to delay sending emails in Outlook? What possible reason could you want to put a 1-2 minute delay on all messages you hit “Send” on?

The answer is pretty simple: Adding a Rule in Outlook to delay your sent messages can help you recall them if you suddenly realize you made a mistake. Outlook now has a recall feature, but it works under such a limited set of circumstances that it may only rarely be helpful. A tiny delay may work even better!

Here’s how to set up a delay Rule in Outlook.

  1. Go to File.
  2. On the right, click the Manage Rules and Alerts button. The Rules and Alerts window will appear.
  3. Click New Rule…
    Delay sending emails in Outlook with a Rule
  4. In Step 1: Select a template, go to the third option “Start from a blank rule” and choose “Apply rule on messages I send”.
  5. Click Next.
  6. In Step 1: Select condition(s), choose any options that you want, if you want this Rule to apply only under certain conditions. If you do not check any options, you will be asked to confirm this, and this Rule will apply to all sent emails.
  7. Click Next.
  8. In Step 1: Select action(s), select “defer delivery by a number of minutes”, near the end of the list.
  9. In Step 2: Edit the rule description, click on the underlined value “a number of” minutes and enter the time you want.
  10. Click OK and then Next.
  11. If you want to add any exceptions, choose from the Step 1: Selection exception(s) list. Otherwise, click Next.
  12. In Step 1, give your Rule a name.
  13. In Step 2, check “Turn on this rule”.
  14. Click Finish.

This rule with delay sending emails by a few minutes, in case you suddenly realize you want to recall them. You can simply delete the email in your “Outbox” to keep them from sending.


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