Reminder function in Outlook

How do I use the reminder function in Outlook?

The reminder function as a support for daily Outlook use

Why do I use the reminder function in Outlook?

Microsoft Outlook offers a built-in reminder feature to ensure that appointments, tasks and emails are not forgotten. With custom settings, reminders can be triggered automatically so that users are reminded of upcoming meetings or important deadlines in good time.

This article shows how to enable, customise and manage reminder in Microsoft Outlook.

1. Set reminders for appointments and meetings

Outlook reminds you of upcoming appointments by default, but this setting can be customised.

Add a reminder when scheduling an appointment

Open Outlook and switch to the calendar.
Create a new appointment or meeting.
Click on the reminder field and select when you want to be notified.
Save the appointment – the reminder will be activated automatically.

Changing reminders for existing appointments

Open an existing appointment in the calendar.
Customise the reminder in the drop-down menu (e.g. 5, 10 or 30 minutes beforehand).
Click Save & Close to apply the changes.

2. Adjust default reminder time for all appointments

If you want Outlook reminders to appear automatically earlier or later, you can change the default setting.

Go to File > Options > Calendar.
Find the ‘Default reminder time’ section.
Select a new default setting (e.g. 1 hour or 1 day in advance.
Confirm with OK – from now on, this reminder will be used for new appointments.

3. Activate reminders function in Outlook for tasks

In addition to appointments, tasks can also be assigned reminders.

Open Outlook and click on Tasks.
Create a new task and set a due date.
Tick the ‘Reminder’ box and select the time.
Save the task – Outlook will notify you at the selected time.

Tip: Tasks with reminders also appear in the Outlook start view so that they cannot be overlooked.

4. Set reminders for emails

If you want to process an email later, you can add a reminder:

Open Outlook and select the desired email.
Right-click on the message and select “Follow Up” > “Add Reminder”.
Set a date and time for the reminder.
Confirm with OK – Outlook will now display a notification at the specified time.

5. Manage and deactivate reminders

Display all active reminders

Press Ctrl + Shift + G to open all current reminders.
Here you can move, complete or delete reminders.

Deactivate individual reminders

Open the appointment or task.
Set the reminder to ‘None’ to deactivate the notification.

Disable all reminders in Outlook

If you no longer want Outlook to remind you of appointments:

Go to File > Options > Advanced.
Uncheck the box next to ‘Show reminders’.
Save the settings.

Why booking software is useful for advanced reminders

Outlook offers useful reminder functions, but companies often need additional reminders for meeting rooms, catering or technical equipment.

Automatic reminders for meeting services

If external services such as catering or technical equipment have been booked for a meeting, all participants should be informed in good time. A booking solution such as arbooMEET ensures that reminders are forwarded not only to participants but also to service teams.

Notifications for room changes or rescheduled appointments

Outlook only reminds you of the original appointments. If a meeting is rescheduled, external service providers often remain uninformed. With booking software, all parties involved automatically receive updated reminders, ensuring that changes remain transparent.

Targeted use of Outlook reminders

Outlook allows you to activate reminders for appointments, tasks and emails so that you are reminded of important events in good time. Individually adjustable times and recurring reminders allow you to keep track of upcoming meetings.

If you also need to plan meeting rooms, services or technical equipment, booking software such as arbooMEET ensures that all participants are automatically notified.

Would you like to know how you can improve your appointment organisation? Contact us for a live demo of arbooMEET and experience how reminders and bookings work together seamlessly.