How to Set Reminders in Outlook: Calendar, Email, and Tasks

To set a reminder in Outlook, open the calendar event, email, or task you want to be reminded about, then set a reminder time using the Reminder dropdown (calendar/tasks) or Follow Up flag (emails). Outlook supports three reminder types: calendar event reminders, email follow-up reminders, and task reminders. The exact path depends on which version of Outlook you use - classic Outlook, new Outlook, Outlook on the web, or mobile.

Reminders are one of the fastest ways to stop forgetting things in Outlook. A flagged email surfaces in your To Do list. A calendar reminder pops up before a meeting. A task reminder pings you at a set time. This guide covers every method for setting and managing reminders in Outlook across every supported platform.

Which Version of Outlook Are You Using?

Outlook handles reminders differently across versions. Before following the steps below, check which version you have:

• Classic Outlook (desktop) - The traditional Outlook app with a File menu and ribbon toolbar. Has the most reminder options including custom sounds and recurring reminders.
• New Outlook (desktop) - Microsoft's redesigned Outlook app for Windows and Mac. Cleaner reminder interface, slightly fewer customization options.
• Outlook on the web - The browser version at outlook.office.com. Mirrors new Outlook's reminder system.
• Outlook mobile - iOS and Android apps. Reminders work, but with reduced settings.

If you are not sure which desktop version you have, look in the top-right corner. A toggle labeled "Try the new Outlook" or "New Outlook" means you can switch between them.

How to Set a Calendar Event Reminder in Outlook

Calendar reminders pop up before an event starts. They are the most common type of Outlook reminder.

Classic Outlook (Desktop)

1. Open Outlook and click the Calendar icon in the navigation pane.
2. Double-click the event you want to add a reminder to (or click New Event to create one).
3. Find the Reminder dropdown in the ribbon.
4. Select a time before the event (5 minutes, 15 minutes, 1 hour, 1 day, or Custom).
5. Click Save & Close.

To change the default reminder time for all new events: File > Options > Calendar > Default reminders. Set your preferred time (default is 15 minutes).

New Outlook and Outlook on the Web

1. Open Outlook (desktop or web) and click the Calendar icon in the left sidebar.
2. Click the event, or click New event to create one.
3. Find the Remind me dropdown.
4. Choose a time before the event.
5. Click Save.

To change the default reminder time: click the gear icon > View all Outlook settings > Calendar > Events and invitations > Default reminder.

Outlook Mobile

1. Open the Outlook app.
2. Tap the Calendar icon at the bottom.
3. Tap the event, or tap the + to create one.
4. Tap Notifications (iOS) or Reminder (Android).
5. Choose a time before the event.
6. Tap the checkmark or Save.

Mobile reminders use your phone's notification system, so they work even when Outlook is closed.

How to Set a Follow-Up Reminder on an Email

If you want Outlook to remind you to follow up on an email (your own or one you received), use the Follow Up flag with a reminder time.

Classic Outlook (Desktop)

1. Right-click the email in your inbox.
2. Hover over Follow Up.
3. Choose Today, Tomorrow, This Week, Next Week, No Date, or Custom.
4. To add a reminder time, select Custom, check Reminder, and set a date and time.
5. Click OK.

The email now appears in your To Do list, and Outlook will show a reminder popup at the set time.

New Outlook and Outlook on the Web

The follow-up flag system was redesigned in new Outlook. Reminders are tied to the My Day pane and To Do integration.

1. Right-click the email.
2. Select Add to Tasks or Flag.
3. To set a reminder, open the flagged email in Microsoft To Do (the To Do icon in the left sidebar).
4. Click the task, then choose Remind me and pick a date and time.

This works because new Outlook is tightly integrated with Microsoft To Do. Flagged emails become To Do tasks, and reminders live in To Do.

Outlook Mobile

1. Open the email.
2. Tap the three-dot menu.
3. Select Set flag or Add to tasks.
4. To add a reminder time, open Microsoft To Do on your phone and set the time on the task.

How to Set a Task Reminder in Outlook

Tasks in Outlook are now managed through Microsoft To Do, which syncs across desktop, web, and mobile.

Classic Outlook (Desktop)

1. Click the Tasks icon in the navigation pane (or the To Do tab).
2. Click New Task.
3. Enter a subject.
4. Check the Reminder box.
5. Set a date and time.
6. Click Save & Close.

The task appears in your task list and triggers a popup at the reminder time.

New Outlook, Web, and Mobile

1. Open Microsoft To Do (the To Do icon in Outlook's left sidebar, or to-do.live.com).
2. Click + Add a task.
3. Enter the task name.
4. Click the bell icon (Remind me).
5. Choose a preset time (Later today, Tomorrow, Next week) or pick a custom time.
6. Press Enter to save.

You can also add a due date with the calendar icon - useful for tasks that have a deadline but do not need a popup reminder.

Reminder Notification Settings

Reminders only work if Outlook is allowed to show them. Three places to check if reminders are not showing up:

Reminder Display Settings (Classic Outlook)

1. Go to File > Options > Advanced.
2. Scroll to Reminders.
3. Make sure Show reminders is checked.
4. (Optional) Check Play reminder sound and pick a custom sound.

Operating System Notifications

• Windows: Settings > Notifications > Outlook > toggle Notifications on. Make sure Focus Assist is not blocking Outlook.
• macOS: System Settings > Notifications > Outlook > Allow notifications.

Mobile Push Notifications

• iOS: Settings > Outlook > Notifications > toggle on.
• Android: Settings > Apps > Outlook > Notifications.

If reminders still do not appear, restart Outlook. New Outlook in particular requires a restart to apply notification permission changes.

Common Outlook Reminder Issues

Reminders Are Not Popping Up

The most common cause is that the OS is blocking notifications. Check the three settings panels above. Also check that Outlook's "Show reminders" option is on.

Reminders Are Late or Delayed

If reminders fire late, your computer clock may be out of sync. Resync to an internet time server (Settings > Time & Language on Windows, System Settings > Date & Time on macOS).

Reminders Disappear After Snoozing Once

Outlook's Snooze stays until you dismiss the reminder. If reminders vanish silently, you may have dismissed them by mistake. Right-click the reminder window and choose Snooze instead of Dismiss if you want to be reminded again later.

Sound Plays But No Popup

This is a Focus Assist or Do Not Disturb issue. Turn off DND or add Outlook to the allowed apps list.

Default Reminder Time Keeps Resetting

In new Outlook, the default reminder time is per-account, not per-device. If you switch between work and personal accounts, each has its own default. Set it for each account separately.

Reminders for Customer Support Teams

Support agents use reminders heavily to track follow-ups: customers who promised to send more info, internal tasks blocked on another team, escalations that need follow-up the next day. Three patterns work well:

1. Flag every outgoing email that needs a follow-up. Set a Custom reminder for the expected reply window (typically 24 to 72 hours). If the customer has not replied by then, the reminder surfaces it.
2. Use task reminders for internal handoffs. When you assign work to engineering or legal, create a task with a reminder for the agreed deadline. This stops things from falling through the cracks.
3. Set a calendar reminder for SLA cutoffs. For tickets with hard response-time SLAs, a calendar reminder 30 minutes before the cutoff gives you time to act.

These workflows are functional in Outlook, but they fall apart on teams with shared inboxes - reminders are tied to one person's account and cannot be reassigned. A dedicated help desk like SupportBee keeps follow-up tracking inside the shared inbox where everyone can see it. See our notes on email templates in Outlook and Outlook auto-forwarding for related Outlook setup guidance.

Outlook Reminder Quick Reference

Task	Path (Classic Outlook)	Path (New Outlook / Web)
Calendar event reminder	Open event > Reminder dropdown	Open event > Remind me dropdown
Email follow-up reminder	Right-click email > Follow Up > Custom	Flag email > open in To Do > Remind me
Task reminder	New Task > check Reminder	To Do > new task > bell icon
Default reminder time	File > Options > Calendar	Settings > Calendar > Default reminder
Reminder sound	File > Options > Advanced > Reminders	OS-level notification sound

Frequently Asked Questions

Where are reminders stored in Outlook? Reminders are stored on the Exchange/Microsoft 365 server tied to your mailbox, not on your local device. This means a reminder set on your desktop will also fire on the web and mobile, as long as Outlook is open or notifications are enabled.

Can I set a recurring reminder in Outlook? Yes, for calendar events and tasks. In classic Outlook, when creating an event or task, click the Recurrence button to set a daily, weekly, or monthly pattern. Each occurrence triggers its own reminder.

Can I set a reminder for someone else? No, Outlook reminders are personal to your account. If you need to remind a colleague, assign them a task (Microsoft To Do supports task assignment within Microsoft 365 groups) or send them a calendar invite with a reminder set.

Why are my reminders not syncing across devices? Reminders sync through your Microsoft 365 account. If they are not syncing, the device is likely signed in to a different account, or Outlook has not refreshed. Try closing and reopening Outlook, or sign out and back in.

Can I set a reminder for an email after I receive it? Yes. Right-click the email and use Follow Up (classic Outlook) or Flag (new Outlook). Then set a custom reminder time. The reminder fires whether you have read the email or not.

How do I turn off Outlook reminders? Classic Outlook: File > Options > Advanced > uncheck Show reminders. New Outlook: gear icon > Calendar > Events and invitations > set Default reminder to "None". For individual events or tasks, just clear the reminder field.

Next Steps

Pick the reminder type that matches what you want to remember: a calendar event, an email follow-up, or a task. Set a default reminder time that fits your workflow. If reminders are not firing, check the three notification settings panels above. For teams managing shared customer email, reminders alone often are not enough - look at a shared inbox or help desk tool that keeps follow-up status visible to everyone on the team.