How to Cancel a Scheduled Email in Outlook: A Step-by-Step Guide

Have you ever scheduled an email in Outlook, only to realize moments later that you need to edit or cancel it? Perhaps you spotted a typo, need to update important information, or simply want to push back the send time. No matter the reason, Outlook makes it easy to manage your scheduled email before you hit the inbox. 

With just a few clicks, you can adjust or delete your message, putting you back in control. But how are you supposed to make those changes without the risk of your message being sent too soon or with outdated information? 

You have nothing to worry about because I’ll walk you through each step to easily cancel or edit a scheduled email in Outlook. Even though you are using the desktop version, a mobile device, or the web browser, you’ll find clear and engaging instructions to help you manage your scheduled emails like a pro. 

Let’s dive in and make sure your emails are just right before they go out.

Why Canceling a Scheduled Email Is Important?

Think of scheduling emails as your secret weapon in effective communication. You can draft a thoughtful message and have it land in your recipient's inbox exactly when they’re most likely to read it. Doing this strategy can enhance your engagement and efficiency. 

However, when unexpected changes arise, being able to edit or cancel those scheduled emails is crucial to maintaining clarity and avoiding any potential miscommunication.

Step 1: Locate Your Scheduled Email in Outlook

To enable you to cancel a scheduled email, first find it in your Outbox, which is where scheduled emails are temporarily stored until the designated send time. Here’s how:

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• On Desktop: Open Outlook, go to your “Drafts” folder in the navigation pane on the left side. Here, you’ll see any emails that are scheduled to be sent.

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• On Mobile: Open the Outlook app, and navigate to the “Outbox.”

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• On Web: Open Outlook in your web browser, then look for “Drafts” or “Outbox” on the left side, depending on the platform.

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Step 2: Open the Scheduled Email

So once you already found the email you want to cancel:

• Desktop: Double-click on the email to open it in a new window.

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• Mobile: Tap the email in the Outbox to open it.

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• Web: Click on the scheduled email to open and review its contents.

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As a result, you can freely edit or delete the email as needed.

Step 3: Cancel or Delete the Scheduled Email

Now that you have the email open, there are two main actions you can take—delete it or edit the scheduled send time.

Option A: Delete the Email

If you want to cancel the email altogether:

• Desktop: With the email open, click “Delete” from the toolbar, or simply delete it from the Outbox.

• Mobile: Tap the delete icon, which may look like a trash can, to remove the email from the Outbox

• Web: Click the trash icon to delete it immediately from your Outbox or Drafts.

Emails will not be sent and removes it entirely from your drafts.

Option B: Edit the Scheduled Send Time

If you still want to send the email but at a different time, you can adjust the send time.

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• Desktop: In the open email, select “Schedule Send” in the Options tab and adjust the date and time.

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• Mobile: Unfortunately, the mobile app doesn’t currently allow you to change send times directly. Consider canceling on mobile and rescheduling on a desktop or web version. (See Option A and B on Step 3)

• Web: Open the email, find the “Schedule Send”, and select a new date and time for sending.

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Once you have already adjusted the time, you can now save the changes. With this option, it allows you to edit or update information before rescheduling.

Common Issues When Canceling Scheduled Emails

Don’t forget that canceling a scheduled email in Outlook might have run into a few frustrating issues. If your email disappears from the Outbox or won’t delete, remember these common challenges have practical solutions to ensure smooth email management and efficient operation.

Here’s a quick rundown of the issues and tips for handling them:

The Email Is No Longer in the Outbox

Sometimes, by the time you try to cancel, the email has already moved from your Outbox. When this happens, it’s already sent or in the process of delivery, so cancellation isn’t possible. But you’re not completely out of options:

• Use “Recall This Message”: Outlook provides a recall option that allows you to attempt to retract the email from the recipient’s inbox. Keep in mind that this feature relies on the recipient’s email settings, so it may not always work.

• Send a Follow-up Email: If recalling the message doesn’t pan out, don’t fret. You can always send a follow-up email to clarify any corrections or updates. Writing a simple note can go a long way in maintaining clear communication.

The Email Won’t Delete

Always remember that there may be instances where your email appears to be “stuck” in the Outbox. Additionally, this can happen due to network issues or large file attachments. Here’s what you can do:

• Restart Outlook: Occasionally, all you need is a quick reset. Minimize the Outlook and reopen it to refresh the connection. This way, you can help in clearing any hiccups that are preventing your email from deleting.

• Check for Attachments: However, if your email has large attachments, this might delay the send time. That is the reason why you should try resizing or removing any hefty files to see if that helps get your email moving.

Ways to Delay Delivery of Emails in Outlook?

Ever wished you could hit “pause” on an email before it zooms off into the digital ether? Well, Outlook's delay delivery allows you to review your emails one last time before they land in someone’s inbox.

Here’s how to set it up and take control of your email game:

1. Compose Your Email

Start by writing your email just like you normally would. Craft your own message, add any attachments that are needed, and make sure that the email is polished and ready to go.

2. Go to Options > Delay Delivery

After you've finished writing, head over to the toolbar and find the “Options” tab. Under this menu, you’ll see the “Delay Delivery” option. This is your gateway to scheduling.

3. Set Send Time

In the “Delivery options” section, you can specify exactly when you want your email to be sent. Just choose the date and time, and you’re all set. Think of it as setting a reminder for yourself, just in case you need a little extra time to review your message.

4. Click Close and Send

After you’ve set your desired send time, simply click “Close.” Your email will now sit comfortably in your Outbox, patiently waiting for the scheduled time to arrive.

With this feature, you can enhance your email strategy and avoid potential mishaps, ensuring your communications are always on point. So why not give it a try and experience the peace of mind that comes with having control over your email timing.

Using Rules to Automate Scheduled Emails

If you’re looking to streamline your email game, especially if you're an advanced Outlook user, you will love the Rules feature. Using the rules feature allows you to automate your email scheduling based on specific criteria. 

Here’s a quick guide to get you started:

1. Navigate to Rules

First click on the Home tab at the top of the screen and select an email you want to create a rule.

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Then, under Rules select Manage Rules

In the Rules menu, click Add New Rule to begin customizing your email rules to suit your needs.

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2. Set Your Conditions and Actions

Next up, it’s all about defining the details. You can set conditions by clicking the dropdown for when the rule should be going to apply. For example, you might choose specific keywords in the subject line or certain recipients. 

So once you’ve set your conditions, decide on the action by clicking the drop-down you want to take—like delaying the email by a certain number of minutes. Also, mark check the box indicating “ Run Rule Now” and click Save.

3. Review and Activate

Finally, don’t forget to test your new rule to ensure it works as intended. Once you’re satisfied, activate it. Your emails will now be scheduled automatically based on the criteria you set, saving you time and keeping your communications organized.

Benefits of Scheduling Emails in Outlook

Managing your email effectively can enhance your productivity, and scheduling emails in Outlook is a smart way to achieve that. Not only does it save you time, but it also minimizes errors and provides flexibility in your communication. 

Take a deeper look at the key benefits:

Time Zone Management

Imagine sending an email at the perfect time for your recipient, no matter where they are in the world. Using Outlook's scheduling feature, you can easily plan your messages to land in their inbox when they’re most likely to be online.

Avoiding After-Hours Sends

Finding yourself crafting emails late at night or over the weekend is easy. But let’s be real—no one wants to receive a work email at 10 PM. By scheduling your emails, you can ensure they’re sent during business hours while still completing your tasks at your own pace.

Meeting Deadlines

We’ve all been there: you’ve got a deadline looming, but life gets busy, and you can’t always be at your computer to hit “send.” That’s why scheduling emails in advance is important because you can ensure that your messages are sent right on time, even if you’re away from your desk.

Your Emails, Perfectly Timed and Always in Control!

Mastering Outlook’s scheduling and cancellation tools can streamline your email management. By understanding how to locate, open, and either delete or edit your scheduled emails, you’re in control of every message you send.

Next time you catch an error or need to make a change to a scheduled email, follow this guide to cancel it quickly. And if scheduling emails is a regular part of your workflow, remember to utilize Outlook’s “Delay Delivery” and “Rules” features for optimized email sending.

What are you waiting for? Get in touch with us and schedule a free strategy session to see how The Email Marketers can make a difference. I’ll answer your questions about everything — including how to enhance your email strategy, streamline your processes, and boost your engagement through expert scheduling and automation techniques.

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