How to Automatically Send a Chat Message at a Specific Time in Microsoft Teams

In a globally connected workplace, managing time zones is a constant challenge. If you are working late in London and need to ask a question to a colleague in Tokyo, sending a Microsoft Teams message immediately will likely trigger a notification on their phone at 3:00 AM, waking them up. Conversely, if you wait until tomorrow morning to send it, you might forget.

To respect your colleagues’ off-hours while ensuring you don’t lose your train of thought, Microsoft Teams includes a built-in “Schedule Send” feature. This allows you to compose a message right now, but instruct Teams to hold it on the server and automatically deliver it at a specific date and time when your colleague is back at their desk.

Scheduling a Message in the Teams Desktop App

The scheduling feature is built directly into the standard chat composition box, though it is slightly hidden to keep the interface clean.

1. Open the Microsoft Teams desktop application (or the web version).
2. Navigate to the Chat tab and open a conversation with the person or group you want to message.
3. Type your message into the text box at the bottom of the screen exactly as you normally would.
4. Instead of clicking the paper airplane icon to send it immediately, Right-Click on the Send button (the paper airplane icon).
5. A small pop-up menu titled “Schedule send” will appear.
6. Click on the Date field to select the day you want the message delivered from a calendar dropdown.
7. Click on the Time field to select the exact minute you want the message to arrive (e.g., 9:00 AM their time).
8. Click the purple Send at scheduled time button to confirm the settings.

Your chat box will now display a banner confirming the scheduled time above the text you typed. You must now click the Send button one more time to lock it in. The message will appear in your chat history with a small clock icon next to it, indicating it is waiting to be delivered. The recipient will not see anything until the scheduled time arrives.

Scheduling a Message on the Teams Mobile App

If you are working from your phone, you can still schedule messages, but the trigger gesture is slightly different because you cannot “right-click” on a touchscreen.

1. Open the Teams app on your iPhone or Android device.
2. Open the relevant chat and type your message.
3. Instead of tapping the Send icon, Tap and Hold (long-press) your finger on the Send button.
4. The “Schedule send” menu will slide up from the bottom of your screen.
5. Use the scrolling wheels to select your desired delivery date and time.
6. Tap Send at scheduled time.
7. Finally, tap the Send button once more to push the scheduled message to the server.

Editing or Cancelling a Scheduled Message

If you realise you made a typo, or if the situation resolves itself before the message is delivered, you have full control over the pending message.

1. Look for the pending message in your chat history (marked with the clock icon).
2. Hover your mouse over the message (or long-press on mobile) to reveal the reaction menu.
3. Click the three horizontal dots (More options).
4. Select Edit if you want to change the text or alter the delivery time.
5. Select Delete if you want to completely cancel the message before the other person ever sees it.