Email Tool to Send Messages Later On a Schedule
You’ve probably already heard of this, but Google has a scheduler for sending emails. Ever since Google released the feature, it has gained a lot of traction as the scheduler allows one to craft a message and decide exactly when it will be sent.
Thanks to the tool, it has helped a lot of people and teams in the workplace from sending emails over the weekend, in the middle of the night, or if you’re sending emails to colleagues in a different time zone.
Scheduling Gmail messages works from your personal and corporate accounts, and from both your phone and desktop. Here’s how to do it:
Gmail in Your Browser
- After composing your email and you’re ready to schedule it;
- Locate the drop-down arrow next to the send button.
- Click the arrow and then click “Schedule send”.
- A menu that lets you choose the date and time you would like to send the email sent, will appear.
- Select the time and click “Schedule Send”. A message box will appear in the bottom left corner that says “Send scheduled for…” where you can hit undo if you see a mistake or view the message.
Gmail App on Your Phone or Tablet
- If you’re using the Gmail app to send an email, locate the stacked three dots in the upper-right-hand side.
- Tap the dots and select “Schedule send”.
- A menu will appear and you can add the date and time you want it to send.
- Click “Schedule send” and a message box will appear in the bottom-left corner that says “Send scheduled for…” You can undo the action or view your message.
What If You Want to Update or Delete the Email?
If you decide you don’t want to send the email anymore, one can still delete it as long as they get to it before the scheduled time.
All you have to do is click on “Scheduled” tab on the main menu, choose the email you would like to delete and select “Cancel Send”.
If you want to update the time of the scheduled email, cancel the email. A draft will then appear where one can edit the message and schedule it again like it’s a new email.
Benefits of the Gmail Scheduling Tool
Now that we are on lockdown and working from home, this schedule tool comes quite in handy. No need to save your emails as drafts so that you can send it later. With this Gmail schedule tool, it allows one to enjoy benefits such as:
- Send emails when they’re most likely to be opened
Scheduling your emails makes it easier to stay on top of your recipient’s inbox. If it’s your first time reaching out to a contact and unsure of their personal schedule, you’ll always be assured of the likelihood of reaching out to them at specific times in the day.
Most users open their emails earlier in the morning, or early in the evening. If you happen to be in different time zones, the scheduler allows one to time their messages and when they’re most likely to be opened, regardless of the recipient’s location.
- Never Hesitate to Click Send
Often times, the current time gets in the way of sending a message. One may receive an email, have a response ready, but because they are busy with other activities, they may not want to send the email back in case the recipient wants to chat with you right away.
Alternatively, it could also be that you’ve been working late and don’t want your email’s timestamp to read an unusual time that is late in the night. Whatever the case is, one doesn’t have to hesitate when they can quickly schedule their message for the next morning. This will also save you the burden of forgetting to send a draft that one wrote up the night before.
- Concentrate on Your Own Schedule as You Work with Your Recipient’s
Knowing your recipient’s schedule, scheduled emails will let you work great for you. If you’re aware your boss is in a meeting and want them to get updated later in the day, then one can set a schedule for them to receive the email as soon as they are done.
If your team is busy and you want to update them on the progress of a project, scheduled emails will let you send the emails when you leave the office. Knowing when to send the emails will make you more productive on your own schedule, while also accommodating the recipients.
- Scheduling Emails Improves Morale
Scheduling allows one to acknowledge their co-workers’ free time and avoid sending non-urgent messages during inappropriate times. Whether they check their email on weekends or during evenings, they will likely be more receptive to emails received during business hours. One gets the benefit of being able to click send anytime that’s more convenient.
- Enjoy Flexibility
Email scheduling gives you more flexibility as messages will appear in the Scheduled tab right up until the scheduled time is over. One can easily click edit or cancel the emails at any time. Another benefit is that you’re far less likely to forget to include attachments when you schedule your email. In addition, Gmail allows you to easily create recurring emails so that you can send birthday messages for the next 50 years, or just for weekly or monthly meeting reminders.