How to Set, Edit & Delete Reminders in Outlook

This guide walks you through creating, modifying, and removing reminders for appointments, meetings, and tasks in Outlook (desktop, web, and mobile). You’ll learn the exact clicks for each action, plus how to troubleshoot the most common reminder problems.

What You’ll Need

• An Outlook account (Microsoft 365, Exchange, or Outlook.com)
• Access to Outlook on at least one platform: Windows desktop app, Mac app, web (Outlook on the web), or mobile app
• An existing calendar item or task to apply reminders to (or the ability to create one)

Step-by-Step

Setting a Reminder on a New Appointment or Meeting

1. Open your Outlook calendar.
2. Click New Appointment (or New Meeting if you’re inviting others) in the ribbon/toolbar.
3. Fill in the subject, location, start time, and end time.
4. In the Reminder dropdown (usually in the Options group on the Appointment tab), select how long before the event you want to be notified (e.g., 15 minutes, 1 hour, 1 day).
5. Click Save & Close (for an appointment) or Send (for a meeting invitation).

Setting a Reminder on an Existing Appointment or Meeting

1. Open your calendar and double-click the event you want to modify.
2. In the event window, find the Reminder dropdown (same location as above).
3. Choose your desired time interval.
4. Click Save & Close (or Send Update if it’s a meeting you organized).

Setting a Reminder on a Task

1. Open the Tasks area (click the grid icon in the bottom-left of the desktop app, then select Tasks).
2. Double-click an existing task or create a new one.
3. In the task window, check the box Reminder.
4. Set the date and time for the reminder.
5. Click Save & Close.

Editing a Reminder

1. Open the item (appointment, meeting, or task) that has the reminder you want to change.
2. Change the time in the Reminder dropdown (for calendar items) or adjust the date/time fields (for tasks).
3. Save the item. The new reminder will replace the old one.

Deleting a Reminder

1. Open the item with the reminder.
2. For calendar items: set the Reminder dropdown to None.
3. For tasks: uncheck the Reminder checkbox.
4. Save the item. The reminder is now removed.

Setting a Default Reminder for All New Events

1. Go to File > Options (Windows) or Outlook > Preferences (Mac).
2. Select Calendar.
3. Under Calendar options, check the box Default reminders and choose the time (e.g., 15 minutes).
4. Click OK. This applies to all new appointments and meetings you create.

Outlook on the Web (OWA)

1. Open Outlook in your browser and go to the calendar.
2. Click an event or create a new one.
3. Look for the Reminder dropdown (usually near the top of the event form).
4. Select a time or None to remove it.
5. Click Save.

Outlook Mobile App

1. Open the Outlook app on your phone.
2. Tap the calendar icon at the bottom.
3. Tap an event or tap the + to create one.
4. Scroll to the Reminder field and tap it.
5. Choose a time or None.
6. Tap Save in the top corner.

Common Mistakes

• Forgetting to save – If you close the event without saving, your reminder changes are lost.
• Setting reminders on the wrong item – For recurring meetings, make sure you’re editing the correct occurrence or the entire series.
• Using a negative time – Outlook won’t allow a reminder after the event starts, so if you try to set a reminder for “after” the event, it will be ignored.
• Overriding the default – Changing the default reminder only affects new items, not existing ones.

Tips

• Use a reminder of at least 15 minutes for meetings to give yourself travel time.
• For tasks with deadlines, set a reminder a day before the due date.
• If you want multiple reminders for one event, create a separate appointment or use a third-party tool.
• On Windows, you can set a default reminder for tasks too: File > Options > Tasks > Reminder time.
• If you’re organizing a meeting, your reminder is separate from the attendees’ reminders – each person can set their own.

Troubleshooting

Reminder doesn’t pop up

• Check that Outlook is running. Reminders only appear when Outlook is open.
• Check your reminder sound settings: File > Options > Advanced > Reminder options > Play a sound.
• Make sure the reminder time hasn’t already passed – if you set a reminder for 5 minutes before an event that started 10 minutes ago, it won’t show.
• On mobile, ensure notifications are enabled for Outlook in your phone’s settings.

Reminder shows but is silent

• Go to File > Options > Advanced > Reminder options > Play a sound. If the sound file is missing, try a different .wav file.
• On Mac, check System Preferences > Notifications > Outlook.

Can’t find the reminder dropdown

• Make sure you’re in the Appointment or Meeting tab in the ribbon. If you’re in a read-only view, double-click to open the item.
• In Outlook on the web, the reminder dropdown is usually at the top of the event form, but you may need to scroll down.

Reminder appears for the wrong time

• Check your time zone settings in Outlook. If the event time is correct but the reminder fires at the wrong local time, your time zone may be misconfigured.
• For recurring meetings, ensure you’re editing the series, not just one occurrence.

Reminder won’t delete

• If you set the reminder to None but it still appears, close and reopen the item to confirm the change saved.
• For tasks, uncheck the reminder box and save. If it persists, try deleting the task and recreating it.

Frequently Asked Questions

Can I set multiple reminders for the same appointment?

No, Outlook only allows one reminder per calendar item. For multiple alerts, create separate appointments or use a third-party reminder tool.

Do reminders work if Outlook is closed?

No. Outlook must be running for reminders to appear. On mobile, the app can send notifications even if you’re not actively using it, but it must be installed and logged in.

How do I change the default reminder time for all new events?

Go to File > Options > Calendar (Windows) or Outlook > Preferences > Calendar (Mac), then set the default reminder time under “Default reminders.”

Why don’t reminders appear for shared or delegated calendars?

Reminders are tied to the calendar owner’s settings. If you have editor permissions, you can set reminders, but they may not trigger if the owner has disabled them. Check with your admin.

Can I set a reminder for a past event?

No, Outlook will not show a reminder for an event that has already started. You’ll need to create a new appointment or use a task with a reminder.

How do I set a reminder on a meeting I’m invited to?

Open the meeting from your calendar, and you’ll see a Reminder dropdown. Set it to your preferred time – this only affects your copy, not the organizer’s or other attendees’.

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