Set up delayed send on emails

We have had people ask about setting up a delay on sending your emails. We are aware some of the big 4 do this and it has been discussed in the Risk committee. It was also posted in the suggestion box.

While it has not been accepted as a company wide policy, you are welcome to set this up for yourself.

It is very useful for those times you hit send and realise it was to the wrong person, you forgot to attach something, attached the wrong thing, or just want to change your mind and redraft the content.

To set this up, go to rules and alerts in the outlook file menu.

I have a rule that looks like this so that it does not trigger on meetings invite process messages, just on emails.

To set this up click the "New Rule" button

Select "Apply Rule on Messages I send" at the bottom of the Start from a blank rule section down at the bottom of the list and press next.

We don't need to select anything in this first option, so click next again to get to the actions.

In this window, select the "Defer Delivery by a number of minutes" that should be second from bottom in the list.

In the rule builder that line will appear with "a number of" in blue, click that blue line to select your time delay. I have 1 minute, but you can go for whatever you want. I would suggest one or two minutes is plenty.

Once you pick your time delay, the blue writing will be replaced with the number you selected. We can press next to move on now.

I have 2 exceptions here to take meeting invites and responses out of the rule, you don't have to do that, but people that have tested have found this to be a useful step.

To do this, take the top option from the exempts list. "except if the subject contains specific works"

In the rule builder, you should now see that line with "Specific words" in blue. Click that blue text. Enter the following one at a time, pressing add after each one.

Accepted

Rejected

Now look for the last exemption, towards the bottom of the list you should see "except if it is a meeting invite or update", tick that to add it.

That completes the set up, all you have to do now is give it a name, delayed send, delivery delay or whatever you want and press finish.