Talent Sourcing

How To Schedule An Email Reply In Outlook?

Published on May 5th, 2023

Recruiters, we know you're busy people. And sometimes, it feels like there just aren't enough hours in the day to get everything done. One thing you may struggle with is finding the time to respond to your emails in a timely manner. But have no fear, because Outlook has got your back! Did you know that you can schedule a reply to an email in Outlook? Yep, that's right – you can compose an email now but have it sent at a later date or time. Keep reading to learn how.
Step 1: Compose your email as you would normally. Express all your thoughts and feelings, leave nothing out!
Step 2: Instead of clicking the Send button right away, find the Options tab at the top of your screen.
Step 3: In the More Options group, click on Delay Delivery.
Step 4: Select the checkbox for Do not deliver before. This will enable you to specify a date and time for your email to be sent.
Step 5: Choose your desired date and time.
Step 6: Click Close, then click Send.

Now, sit back and relax! Your email will be delivered at the exact date and time you specified. And the best part? You can schedule as many emails as you need, so you can spend less time worrying about being glued to your inbox and more time doing other important tasks like sourcing, interviewing, and building relationships with your candidates.

But wait, there's more! You can also set up a rule to automatically delay your replies to certain emails. This is helpful if you have an email that you know will require more time and attention than others, or if you want to give yourself some breathing room to craft the perfect response. Here's how:
Step 1: Again, navigate to the Options tab on your screen.
Step 2: In the More Options group, click on Rules.
Step 3: Click on Manage Rules & Alerts.
Step 4: Click on New Rule.
Step 5: Select Apply rule on messages I send, then click Next.
Step 6: Set the conditions you want to apply to the rule, then click Next.
Step 7: Select the checkbox for Defer delivery by a number of minutes, and specify how long you want to delay the send.
Step 8: Click Next, then select any exceptions you want to apply.
Step 9: Give your rule a name, then click Finish.

You're all set! Your new rule will be applied to any email you send that meets the conditions you set. And your replies will always be delivered at the optimal time for you and your candidate.

Bonus Tip - Download EasySource
[EasySource]( is a one-of-a-kind talent sourcing tool that automated every aspect of candidate sourcing for recruiters. When it comes to scheduling replies on Outlook, EasySource can come in handy. This tool lets you find top sales and marketing professionals across active and passive talent pools and also send hyper-personalized messages to candidates covering multiple platforms.

EasySource also gives access to a candidate dashboard where the recruiters can track the candidate’s replies and streamline the entire sourcing process. 

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Scheduling an email reply in Outlook is a perfect way for you as a recruiter, to stay on top of your emails and manage your time more effectively. With this feature, you'll never miss an opportunity to impress a candidate by responding to their email quickly, and you'll be able to further prioritize your email communications. So, go ahead and give it a try! Trust us, your schedule (and your sanity) will thank you. Happy recruiting!



Radhika Sarraf

Radhika Sarraf is a content specialist and a woman of many passions who currently works at HireQuotient, a leading recruitment SaaS company. She is a versatile writer with experience in creating compelling articles, blogs, social media posts, and marketing collaterals.

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