Outlook can remind you about three different things: a calendar event, an email you need to come back to, and a task. Each one is set in a different place, and the menus also differ between new Outlook, classic Outlook and the phone app. Setting the reminder takes seconds. The harder part is making sure it reaches you, because Outlook reminders depend on the app and your notification settings. Here is how to set each one, and how to make sure you see it.
The short version: use the Remind me dropdown on each event, change your default reminder time once, flag emails with a date and time, keep to-dos in Microsoft To Do, and use a phone call reminder for the events you cannot afford to miss.
1. Add a Reminder to a Calendar Event
Best for meetings, appointments and anything with a start time. On the desktop and on the web:
Open the event in your Outlook calendar, or create a new one.
Find the reminder dropdown. In new Outlook and Outlook on the web it is labelled Remind me. In classic Outlook it is Reminder, on the Meeting or Appointment tab.
Choose how early, such as 15 minutes or 1 day before.
Save the event. To stop a reminder, open the same dropdown and choose Don't remind me or None.
2. Add a Reminder on iPhone or Android
Open the Outlook app, tap the calendar icon, then tap the event and choose edit. New events work the same way.
Tap the alert or reminder line and pick a time. The exact wording varies a little by app version.
Save. The alert comes through the Outlook app, so it only works if your phone allows Outlook to send notifications.
If you read your Outlook account in Apple Calendar or Samsung Calendar instead, that app sends the alert, using its own settings. Our iPhone and Android guides cover those.
3. Change the Default Reminder Time
Outlook normally defaults to 15 minutes. If that is too short for you, change it once rather than on every event.
New Outlook and Outlook on the web: open Settings, then Calendar, then Events and invitations. Under Events you create, change Default reminder and save if prompted.
Classic Outlook for Windows: go to File, Options, Calendar. Under Calendar options, set Default reminders to the time you want.
Watch out: your default is mainly about events you create. Meeting invitations from other people can arrive with the organizer's reminder instead, so a 1-hour default does not guarantee a 1-hour warning on every meeting. For an important invitation, open it and check the reminder yourself.
4. Set a Reminder on an Email
Useful when an email needs a reply later and you do not want to lose it in your inbox.
Select the message and use the flag icon to mark it for follow-up.
Add a time, not only a flag. In classic Outlook, choose Follow Up, then Add Reminder, and set a date and time. A flag on its own marks the email but does not guarantee an alert.
Clear it when you are done by marking the flag complete.
5. Use Microsoft To Do for Tasks
For to-dos that are not meetings, use Microsoft To Do, which works with your Outlook account. Add the task, choose Remind me, and pick a date and time. Flagged emails can also show up there, which keeps your follow-ups in one list.
Which One Should You Use?
| Best for | How it alerts | Moves with the event? | Easy to miss? | |
|---|---|---|---|---|
| Event reminder | Meetings, appointments | Pop-up or phone notification | Yes | Yes, if notifications are muted |
| Flagged email | Replies and follow-ups | Notification, if a time is set | No | Yes, without a set time |
| Microsoft To Do | To-dos and deadlines | Notification at the set time | No | Yes, one short alert |
| Remindavo call | Events you cannot miss | Your phone rings | Yes | Hard to miss |
Why Outlook Reminders Still Get Missed
- Outlook is closed. Desktop reminders generally need the app running. If you close Outlook between tasks or overnight, reminders may not appear when you need them.
- Do Not Disturb or Focus is on. Windows, Mac and phones can silence notifications automatically, including during screen sharing or at night.
- Notifications are off for Outlook. Check both your Outlook settings and your device settings. See our guides for Windows and Mac.
- The event has no reminder. Invitations and events on a shared or secondary calendar may not carry the reminder you expect.
- You saw it and dismissed it. One pop-up while you are deep in other work is easy to close and forget.
For a full checklist, see Outlook Calendar notifications not working.
Get a Phone Call Instead of a Pop-Up
For the events that matter, a ringing phone is much harder to miss than a pop-up. Remindavo connects to Outlook Calendar and calls your phone before each event, with a voice that reads the event name, for example "Client review in 30 minutes". It follows your calendar, so when an event moves, the call moves with it. More detail in phone call reminders for Outlook.
Sign in at web.remindavo.com with your Microsoft account. Personal Outlook.com, Microsoft 365, and work or school accounts all work.
Connect Outlook Calendar. Every timed event gets a reminder automatically, including ones you add or move later.
Verify your phone number and choose how early you want the call. Add the iPhone or Android app for instant alerts too.
The free plan includes 5 real reminder calls or 14 days, whichever comes first, with no credit card. App alerts stay free after that, and Premium is $10 a month for unlimited calls. Use Google Calendar as well? Read how to set a reminder in Google Calendar.