A Step-by-Step Guide on How to Schedule an Email in Gmail

By Indeed Editorial Team

Published April 20, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Professionals often use Gmail to interact with coworkers and collaborate on vital tasks. They may occasionally want to delay sending emails later in the day or on another date altogether, which they can do using email scheduling. If you typically use Gmail at work, it may be beneficial to learn how to schedule an email and improve your correspondence. In this article, we share steps you can apply to schedule an email and discuss situations where this feature can be helpful, including ways to format and cancel a scheduled email.

Why schedule an email in Gmail?

The following are some scenarios in which scheduling an email in Gmail may be beneficial:

  • You draft an email early: When you have some free time at work, you may intend to send an email but don't want to send it immediately. This feature allows you to compose an email in advance and schedule it to send at a specified time.

  • You communicate across different time zones: There may be instances when you email coworkers who work in other time zones. If you wish to send them an email at a time more appropriate for them, you can schedule it for later in the day.

  • You prefer to send an email within a specific time frame: There may be times when you wish to email your colleagues just prior to a meeting. You can use the scheduling feature to distribute essential files, for instance, 20 minutes before the session starts.

  • You send an email beyond regular business hours: You may work outside of standard business hours. If you prefer to compose an email and send it at a more suitable time, you can schedule it to send the following morning during regular work hours.

Read more: The Best Ways to Start an Email for the Desired Response

How to schedule an email in Gmail

Below are six steps to help you learn how to schedule an email in Gmail:

1. Go to Gmail and sign in

To begin, open your internet browser and sign in to Gmail using your password and username. You can do that by typing the Gmail URL in your search engine's address bar or by searching for "Gmail" and selecting the appropriate link. You can view your inbox and other essential features after logging in to your Gmail account. Rather than using a web browser, you can sign in to your account via the Gmail app.

2. Choose "Compose an email" and write your email

Choose the "Compose an email" option represented by a plus sign close to the top-left corner of your screen to create a blank email. It's essential to prepare your content and identify a recipient before scheduling the email. Write the email in the white message box and fill the "To" section with your contacts. You can also incorporate a subject line to highlight the theme of your message.

3. Click the drop-down arrow

After you've finished writing your email, select the drop-down arrow beside the "Send" button in the bottom-left corner of the window. The button is blue, and the arrow is a small white triangle. Make sure that you choose the arrow rather than the "Send" button to avoid sending the email before you intended.

4. Select "Schedule send" from the drop-down menu

A small menu displays above the drop-down arrow after you click it. Select the "Schedule send" option, indicated by an arrowhead with a clock icon. This enables you to specify the time and date to deliver your email.

Read more: How to Write an Effective Email Introduction

5. Decide on a time and date

By clicking "Schedule send," a new window appears with different scheduling options for your email. The first three options include sending your email the following morning at 8 a.m., the following afternoon at 1 p.m., or the next Monday at 8 a.m. To adjust the time and date of your email's delivery, click the "Pick date and time" option at the bottom of the window. This enables you to adjust the precise date and time by using a calendar or manual input in the text boxes.

6. Confirm by clicking the "Schedule send" button

You can confirm your selection after choosing your preferred send time. If any of the preset times are convenient for you, selecting one of those options schedules your email. If you've customized the send time and date, confirm your selection by clicking the "Schedule send" button at the bottom of the window. Additionally, you can click "Cancel" to cancel your scheduled email.

How to view or change scheduled emails

You can consider these steps to view or change your scheduled emails:

1. Click the "Scheduled" tab on the toolbar

After you've scheduled an email, you can go to the "Scheduled" tab to view it. This option is in the toolbar menu on the left side of the window, directly under the "Chats" tab. Selecting the option displays any emails you currently have scheduled, limited to a total of 100.

Related: How to Write Please Disregard My Previous Email (With Steps)

2. Select the email you wish to modify or edit

The scheduled emails show in reverse chronological order, meaning that your most recently scheduled email is at the top of the page. Click on an email to alter or edit it. Make sure that you select the relevant email so that you can modify the send time accordingly.

3. Select the "Cancel send" button

Click the "Cancel send" button to erase or modify the initial send time. This option is in blue letters, located on the right side of the window. From here, you can view and modify the content of your email, send it immediately, or schedule it for a future date and time.

4. Add a new send time and date to your message

You can set a new send time and date after viewing and editing your email. You can do this by clicking the "Schedule send" button from the drop-down arrow. It's essential to confirm that you selected the appropriate time and made the necessary adjustments.

Related: How to Schedule a Meeting by Email: Templates and Samples

How to cancel scheduled emails

If you want to cancel a scheduled email, you can take the following steps:

1. Click the "Scheduled" tab on the toolbar

To cancel scheduled emails, click the "Scheduled" tab. This option is on the toolbar on the left side of the screen, just below the "Chats" tab. Click on it to see your previously scheduled emails.

2. Select the email you wish to cancel

The second step is to choose which email you want to cancel. If you want to delete several scheduled emails, you can repeat this procedure as much as required. Make sure that you select the correct email to avoid cancelling the wrong message.

3. Choose the "Cancel send" option

After selecting the correct email, click the "Cancel send" button on the right side of the page. By clicking this button, the email draft shows. You can send the email immediately by tapping the "Send" button, or delete the entire message by selecting the trash can icon in the bottom-right corner of the window. To close the draft, you can click the "X" in the email's top right corner.

Related: Formal Email Format (With Examples for Various Situations)

Benefits of organizing your Gmail inbox

It's beneficial to have a well-organized inbox when scheduling email responses so you know the exact message that requires a response. Having an uncluttered and properly sorted email inbox can offer the following benefits:

  • Increased productivity: When you're continuously sorting through emails and determining which ones are relevant, it may lower your productivity levels by reducing the available time for other tasks. Arranging your email inbox can give you more time to work on more productive tasks, since you no longer spend time searching through multiple emails until finding to relevant one.

  • Improved time management: If you spend a significant amount of time searching, answering, forwarding, and deleting emails, you may realize that you've spent a considerable portion of your workday in your inbox. Having an organized inbox can let you save this time and reallocate it to another more important duty.

  • Timely communication: Organizing your email enables you to quickly detect important emails. That can allow you to send a reply to your employer or a time-sensitive email much more promptly.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.

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