Outlook’s meeting reminder is a calendar alert, not an email sent to attendees. To send attendees a written reminder, compose a separate email and send it or schedule it for later.
Set the reminder on the meeting itself if its timing matters; relying only on your default may not give every attendee the same alert. The steps vary slightly by Outlook version.
Set a reminder for an Outlook meeting
A meeting reminder is a calendar notification that appears before an event. It is separate from a follow-up email.
New Outlook for Windows and Outlook on the web
- Open Calendar and create or open the meeting.
- In the event details, open the Reminder dropdown and select a time.
- For a new meeting, select Send. For an existing meeting, save or send the update if Outlook prompts you.
For an existing recurring meeting, select View series if you want the reminder to apply to the series. When editing, open Reminder in the Options group, choose a time or Don’t remind me, then save or send the update if prompted.
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Classic Outlook for Windows
- Open Calendar and create or open the meeting.
- If Outlook displays Open Recurring Item, choose Just this one for one occurrence or The entire series for all occurrences.
- On the Appointment tab—or Recurring Event for a series—open Reminder.
- Choose a reminder time, or select None to disable it.
- Select Send for a new meeting, or save the change and send the update if prompted.
Outlook for Mac
- Select Calendar, then select New Event or open an existing event.
- Add attendees if you are creating a meeting.
- Select the reminder-time control and choose a time.
- Select Send for a meeting with attendees.
Change the default reminder time
New Outlook for Windows and Outlook on the web
Go to Settings > Calendar > Events and invitations > Events you create > Default reminder. Choose the interval and select Save if prompted. Microsoft says this setting applies to existing meetings as well as new meetings.
Classic Outlook for Windows
Go to File > Options > Calendar > Calendar options > Default reminders. Choose the time and select OK. Outlook’s documented default is 15 minutes before the event unless you change it.
Outlook.com
When creating or editing an event, use the Remind me list to choose an interval. If the event has attendees, select Send after changing it.
Will changing your default reminder change it for every attendee?
Not reliably. The organizer’s default reminder is distinct from a reminder explicitly set on an individual meeting, and recipients’ calendar clients may process invitations differently. Microsoft staff guidance says recipients may use their own default if the organizer relies only on a default; an explicitly selected reminder can override this in supported Outlook and Exchange scenarios.
If reminder timing matters, set it explicitly on the meeting itself. External calendar systems may still not preserve it. For example, an invitation imported from Google Calendar can arrive in Outlook with no reminder if its ICS file does not contain a VALARM entry. An attendee may need to set the reminder manually.
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Send a reminder email to meeting attendees
To send an agenda, preparation details, a location change, or a written reminder, create a separate email addressed to the relevant attendees. Include the meeting date and time, time zone, location or Teams link, required preparation, and the action recipients should take.
For example, a concise reminder can state when the meeting is, where it will take place, and what attendees should review beforehand.
Schedule the email in new Outlook or Outlook on the web
- Compose the email.
- Select the dropdown next to Send, then select Schedule send.
- Choose a suggested delivery time or a custom time.
- Select Send.
In new Outlook, the scheduled message remains in Drafts until delivery.
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- Compose the email.
- In the Ribbon’s Tags group, select the More options arrow.
- Under Delivery options, select Do not deliver before.
- Choose the delivery date and time, then select Close.
- Select Send.
The message remains in Outbox until its scheduled delivery time. Outlook must be online and connected for delayed delivery to work. If the simplified Ribbon is displayed, use Options > More commands to reach the delivery options.
Turn on Outlook reminders if no alert appears
New Outlook or Outlook on the web
Go to Settings > General > Notifications. Under Notify me about, expand Calendar and turn calendar notifications on. You can choose a reminder-style notification and enable a sound.
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Outlook on the web can display notifications only while Outlook remains open in the browser. If you close the browser session, the web app cannot display the reminder until you open it again.
Classic Outlook for Windows
Go to File > Options > Advanced > Reminders and select Show reminders. To display the reminder window above other applications, also select Show reminders on top of other windows. Microsoft says this option is available to Microsoft 365 subscribers on Version 1804, Build 9226.2114, or later; it is not available in Outlook 2021 or earlier.
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Common reminder problems
| Problem | Likely cause or fix |
|---|---|
| The meeting has a reminder, but no alert appears | Enable Outlook calendar notifications and Windows notifications. Check Focus Assist, Do not disturb, and Teams status. |
| Only one occurrence of a recurring meeting changed | Choose the entire series when editing if the change should apply to every occurrence. |
| An attendee sees a different reminder time | The organizer may have relied on a default, or the recipient’s calendar service may process the invitation differently. Set the reminder explicitly on the meeting. |
| An external invitation has no reminder | The imported ICS file may lack a VALARM entry. The recipient may need to set a reminder manually. |
| A reminder appears after the scheduled time | On Mac, a reminder can appear when the computer is turned back on if the scheduled time passed while it was off. |
| A reminder appears even though the organizer chose None | Older Exchange Server environments can apply a recipient’s default reminder through the AlwaysSetReminderOnAppointment behavior. |
Set reminders with automation
For Outlook appointments created with VBA, set both the reminder switch and the minutes before the start:
With appt
.ReminderSet = True
.ReminderMinutesBeforeStart = 60
.Save
End With
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ReminderMinutesBeforeStart is a read/write numeric value specifying the number of minutes before the appointment begins. Use it with ReminderSet = True.
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{ “isReminderOn”: true, “reminderMinutesBeforeStart”: 60 }
These settings configure the calendar alert; they do not send a separate reminder email. Email automation requires a separate mail operation, such as creating and scheduling a message through an approved Microsoft 365 workflow or application.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Recommended approach
- Set an explicit reminder on the meeting itself.
- Send the meeting update so attendees receive the changed event.
- For important meetings, schedule a separate email with the date, time zone, link, and required preparation.
- Do not assume an external calendar service will preserve Outlook’s reminder value.
This covers both notification types: a calendar alert and a written email reminder.
FAQ
Does an Outlook meeting reminder send an email?
No. The meeting’s Reminder setting creates a calendar notification. To send an email, compose a separate message and send it or schedule it.
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How do I remind attendees about an Outlook meeting?
Open the meeting in Calendar, select an interval from the Reminder list, and send the meeting update. For an actual email reminder, create a separate message addressed to attendees.
How far in advance should I send a meeting reminder email?
Choose the timing based on the meeting’s importance and preparation requirements. Include enough notice for attendees to complete any required preparation.
Why did an attendee not receive the reminder I selected?
The attendee’s calendar application may use its own default, or an external calendar may not preserve reminder information in the invitation. Set the reminder explicitly and send an update, but ask attendees to verify important reminders in their own calendar.
Where is a scheduled Outlook reminder email stored?
In new Outlook and Outlook on the web, it remains in Drafts until delivery. In classic Outlook for Windows, it remains in Outbox, and Outlook must be online and connected for delayed delivery to work.
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