Reminders in Outlook alert you before an event starts

A reminder in Outlook is a notification that pops up on your screen before a calendar event begins. You can set it to appear 5 minutes before, 15 minutes before, an hour before, or at any interval you choose. Outlook sends the reminder to your computer or phone depending on which device you're using, and you can snooze it or dismiss it when it arrives.

Every event in Outlook comes with a default reminder — usually 15 minutes before the event. You can change this for individual events, or adjust your default so all new events use the timing you prefer.

Key Takeaways

  • Open an event in your Outlook calendar, select the time you want to be reminded, and save the event.
  • You can set multiple reminders for a single event — for example, one a day before and one an hour before.
  • Outlook's default reminder is 15 minutes before an event, but you can change this for each event individually.
  • Reminders appear as pop-up notifications on your screen and include a snooze button if you need more time.

How to add or change a reminder on a single event

Open your Outlook calendar and double-click the event you want to add a reminder to. The event details window opens. Look for the Reminder field — in Outlook for Windows and Mac, it's usually near the bottom of the event form. Click the dropdown menu next to the reminder time.

Select how long before the event you want to be reminded. Your options typically include 5 minutes, 10 minutes, 15 minutes, 30 minutes, 1 hour, 2 hours, 1 day, 2 days, and 1 week. If none of these intervals match what you need, select "Custom" to enter a specific number of minutes or hours. Click "Save" or "Save & Close" to apply the reminder.

If the event already has a reminder and you want to remove it entirely, click the dropdown and select "None". This turns off the notification for that event only.

Setting multiple reminders for one event

Outlook lets you set more than one reminder per event. This is useful for important meetings where you want an early warning and a last-minute alert. Open the event and look for a button or link that says "Add Reminder" or a plus icon next to the reminder field.

Click it to add a second reminder. Set the time for this one separately — for example, if your first reminder is 1 hour before, set the second one for 15 minutes before. You can add as many reminders as you need. Save the event when you're done, and Outlook will notify you at each time you specified.

Changing your default reminder for all new events

If you want every new event to have a different default reminder time, you can change this in Outlook's settings. In Outlook for Windows, go to File > Options > Calendar. Look for the section labeled "Calendar options" and find the field that says "Default reminders". Change the time to whatever you prefer.

In Outlook for Mac, open Outlook > Preferences > Calendar and look for the reminder setting there. This change only affects new events you create going forward — it won't change reminders on events you've already made.

Where reminders appear and how to respond

When a reminder time arrives, Outlook displays a notification box on your screen. On Windows, this usually appears in the lower right corner. On Mac, it appears at the top right. The notification shows the event name and gives you options to dismiss it, snooze it, or open the full event details.

If you click "Snooze", Outlook will remind you again in 5 minutes by default. You can usually change the snooze interval in your Outlook settings if you prefer a different time. If you click "Dismiss", the reminder closes and you won't be reminded again for that event.

Reminders on Outlook mobile apps

Outlook for iPhone and Android also sends reminders based on the times you set in the desktop version. When a reminder arrives on your phone, it appears as a notification on your lock screen or in your notification center, depending on your phone's settings. Tap the notification to open the event or snooze it.

If you're not receiving reminders on your phone, check that notifications are turned on for Outlook in your phone's settings. On iPhone, go to Settings > Notifications > Outlook and make sure "Allow Notifications" is on. On Android, go to Settings > Apps > Outlook > Notifications and toggle notifications on.

Troubleshooting reminders that aren't working

If you've set a reminder but didn't see a notification, first check that Outlook was actually running when the reminder time arrived. Outlook can only send reminders if the app is open. If you closed Outlook before the reminder time, you won't see the notification.

If Outlook was open and you still didn't see the reminder, check your notification settings. In Windows, go to Settings > System > Notifications & actions and make sure notifications are turned on for Outlook. On Mac, go to System Preferences > Notifications and check that Outlook is set to show notifications. You can also verify the reminder was actually saved by opening the event again and checking the reminder field.

Frequently Asked Questions

Can I set a reminder for a meeting invitation I received from someone else?

Yes. When you receive a meeting invitation in Outlook, you can open it and change the reminder time before you accept it. After you accept the invitation, you can still edit the reminder by opening the event in your calendar and adjusting the reminder field the same way you would for an event you created.

What happens if I set a reminder but then delete the event?

The reminder is deleted along with the event. Outlook won't send a notification for an event that no longer exists in your calendar. If you want to keep the reminder but remove the event, you'll need to create a separate task or note instead.

Can I set different reminders for the same event on different devices?

No. Reminders sync across your devices, so the same reminder time appears on your phone, tablet, and computer. If you change a reminder on one device, it updates everywhere. However, you can turn off notifications for Outlook on specific devices in that device's settings, so you'll only see reminders on the devices you choose.

Why do I see a reminder for an event that already happened?

This usually happens if Outlook was closed when the reminder time arrived. When you open Outlook again, it sends any reminders that were missed while the app was shut down. You can dismiss these notifications, and they won't appear again for that event.