Add or remove a reminder

Let Outlook be your personal alarm clock. Set reminders to let you know when a meeting or appointment is coming up. You can also use reminders for a variety of other to-do items, such as devoting time to an email or task.

Note:  If you aren’t actively working in Outlook, the reminder box appears behind the program that you are using so you don't lose focus on your work. Instead, watch for the Outlook icon flashing in the taskbar and listen for a reminder sound. If you work in a loud area, try turning up your speaker volume or changing the reminder sound to something unique.

Add or remove reminders for appointments

Set reminders for all new appointments or meetings:

  1. Click File > Options > Calendar.

  2. Under Calendar options, check or uncheck Default reminders.

    Set the Default reminders
    Set the default reminders for new calendar items.

Set a reminder for an existing appointment or meeting:

  1. At the bottom of the screen, click Calendar.

    Outlook 2016 Calendar Navigation

  2. Open the appointment or meeting.

    Notes:  If the Open Recurring Item dialog box appears, do one of the following:

    • To set the reminder for just one appointment or meeting in a series, select Just this one.

    • To set the reminder for all the appointments or meetings in a series, select The entire series.

  3. On the Appointment Occurrence or Meeting Occurrence tab, in the Options group, click the Reminder arrow and select how long before the appointment or meeting you want to get a reminder. To turn a reminder off, select None.

    Reminder Options
    Set the default reminders for new calendar items.

    Note:  For all-day events, the default reminder time is 18 hours. You can change the reminder time for each event, but you can’t change the default time for all of them at once.

Set reminders for email messages

  1. At the bottom of the screen click Mail.

    Outlook 2016 Navigation Mail

  2. Select an email message.

  3. Click Home > Follow Up > Add Reminder.

    Tip:  You can quickly turn email messages into to-do items by right-clicking the Flag Status column in the message list.

  4. In the Custom dialog box, check or uncheck Reminder.

Set reminders for tasks

  1. At the bottom of the screen, click Tasks.

    Outlook 2016 Navigation Tasks

  2. To view the tasks, click Home >To-Do List.

    Click To-Do List

  3. Click a task in the list.

  4. Do one of the following:

    • To add a task reminder to your To-Do list, in the Follow-up group, choose a time frame to meet your deadline.

    • To remove a task reminder from your To-Do list, in the Manage Task group, click Remove from List.

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