Your meeting time is set, but attendees need a nudge. Sending a reminder for an Outlook meeting prompts action before the event starts. This guide shows you how to send a reminder for an Outlook meeting using simple steps that work every time.
Outlook reminders help people show up prepared. They reduce no-shows and last-minute cancellations. You can set reminders for yourself or for everyone invited.
Let’s walk through the process from start to finish. We’ll cover desktop, web, and mobile versions.
How To Send A Reminder For An Outlook Meeting
This section covers the core method for setting reminders in Outlook. Follow these steps exactly to ensure your attendees get the nudge they need.
Set A Reminder For Yourself Before Creating The Meeting
Open Outlook on your desktop. Click the Calendar icon at the bottom left.
Press Ctrl+Shift+Q to create a new meeting request. Or click “New Meeting” in the ribbon.
Fill in the meeting details: subject, location, start time, and end time. Add attendees in the “To” field.
Look for the “Reminder” dropdown menu. It sits near the top of the meeting window. The default is usually 15 minutes.
Click the dropdown and choose your preferred time. Options range from 0 minutes to 2 weeks. Pick what works best for your meeting type.
- For daily standups: 5 minutes
- For client calls: 15 minutes
- For important reviews: 30 minutes
- For all-day events: 18 hours
Once you select the reminder time, it applies to you only. Attendees see their own default reminder unless you change settings.
Set A Reminder For All Attendees
Outlook does not let you force a reminder on others directly. But you can use a workaround.
After setting the meeting time, click “Meeting” in the ribbon. Then click “Tracking.”
Select “Request Responses” to get confirmation emails. This does not set reminders but encourages attendance.
For actual reminders, you need to use the “Scheduling Assistant.” Click it in the ribbon. Then check each attendee’s availability.
Here is the trick: Send a separate email reminder before the meeting. Use Outlook’s “Follow Up” feature.
- Open the meeting in your calendar.
- Click “Edit” or double-click the event.
- Go to the “Meeting” tab.
- Click “Follow Up” and choose “Add Reminder.”
- Set a custom reminder time.
- Send the update to all attendees.
This sends a notification to everyone. They see a reminder popup on their screen.
Use The Outlook Desktop App For Advanced Reminders
The desktop version offers more control than the web version. Here is how to maximize it.
Open Outlook and go to File > Options > Calendar. Scroll to “Calendar options.”
Find “Default reminders” and set your preferred time. This applies to all new meetings you create.
For existing meetings, edit each one individually. Double-click the meeting. Change the reminder dropdown. Save and send the update.
You can also set multiple reminders for one meeting. Use the “Reminder” field plus a manual follow-up flag.
Set A Manual Follow-Up Reminder
After creating the meeting, right-click it in your calendar. Choose “Follow Up” and then “Add Reminder.”
Type a custom message like “Please review agenda before meeting.” Set a time one day before the event.
This creates a separate task reminder. It appears in your To-Do bar and on your phone if synced.
Send A Reminder In Outlook Web App (OWA)
The web version works differently. Here is how to set reminders when using Outlook.com or Office 365.
Open your browser and go to Outlook.com or your work portal. Click the Calendar icon.
Click “New event” or double-click a time slot. Fill in the meeting details.
Look for the “Reminder” option. It is usually a dropdown near the bottom. Click it and choose a time.
Note: The web app only sets reminders for you. Attendees do not get forced reminders.
To nudge others, use the “Notify” feature. After saving the meeting, click “More actions” (three dots).
Select “Notify attendees” and type a short message. This sends an email reminder to everyone.
Use The Outlook Mobile App For On-The-Go Reminders
Outlook for iOS and Android also supports reminders. Open the app and tap the Calendar tab.
Tap the “+” icon to create a new event. Fill in details and scroll down to “Reminder.”
Tap it and choose a time. The app syncs with your desktop settings.
For existing events, tap the event to open it. Tap “Edit” and change the reminder. Save changes.
Mobile reminders appear as notifications on your phone. They also show on your lock screen if enabled.
Use The Reminder Window In Outlook
When a reminder fires, a window pops up. It shows the meeting subject, time, and location.
You can click “Dismiss” to remove it. Click “Snooze” to delay it. Or click “Open Item” to view details.
To customize the reminder window, go to File > Options > Advanced. Scroll to “Reminders.”
Check “Show reminders” to enable them. Uncheck to disable all reminders.
You can also set the default snooze time. Choose from 5 minutes to 1 hour.
Set Recurring Meeting Reminders
Recurring meetings need special attention. Each occurrence can have its own reminder.
Create a recurring meeting by clicking “Recurrence” in the ribbon. Set the pattern (daily, weekly, monthly).
Then set the reminder as usual. The reminder applies to all future occurrences.
To change a single occurrence, open that specific event. Click “Edit” and change the reminder. Choose “Save changes to this occurrence only.”
This is useful for one-off changes like a room change or agenda update.
Use Rules To Automate Reminders
Outlook rules can send automatic reminder emails. This works for recurring meetings or specific attendees.
Go to File > Manage Rules & Alerts. Click “New Rule.”
Choose “Apply rule on messages I receive.” But for meetings, use “Apply rule on meetings I create.”
Select conditions like “with specific words in the subject.” Then choose “display a specific alert.”
Type your reminder message. The rule runs automatically when you send the meeting.
This is a advanced method. It works best for power users who send many meetings.
Use Outlook Templates For Consistent Reminders
Create a meeting template with preset reminders. This saves time for frequent meetings.
Create a new meeting request. Set the reminder time, subject, and attendees. Do not fill in the date yet.
Click File > Save As. Choose “Outlook Template (*.oft)” as the file type.
Name it “Meeting Reminder Template.” Save it to your templates folder.
To use it, double-click the template file. Outlook opens a new meeting with your settings. Just add the date and send.
Send A Reminder Email Before The Meeting
Sometimes a manual email works better than a system reminder. Here is how to send one.
Open the meeting in your calendar. Click “Forward” in the ribbon. Choose “Forward as Meeting.”
This sends a new meeting request with the same details. Add a note like “Reminder: This meeting starts in 1 hour.”
Alternatively, click “Forward as Email.” This sends a plain email with meeting details. No reminder popup appears.
For best results, use “Forward as Meeting” with a custom message. Attendees get a new calendar item.
Use The “Notify Attendees” Feature
In Outlook Web App, click the meeting. Then click “More actions” and “Notify attendees.”
Type a short message. Click “Send.” All attendees get an email notification.
This does not change the meeting itself. It just sends a reminder email.
In desktop Outlook, you can use “Update Meeting” to send a reminder. Change something minor like the description. Then send the update.
Set Reminders For Teams Meetings
If your meeting uses Microsoft Teams, reminders work differently. Teams has its own reminder system.
When you create a Teams meeting in Outlook, the reminder is set in Outlook. But Teams also shows a reminder 15 minutes before.
To change the Teams reminder, go to Teams settings. Click your profile picture > Settings > General.
Scroll to “Calendar” and adjust “Meeting reminders.” Choose from 5, 10, 15, or 30 minutes.
Teams reminders appear as notifications on your desktop and phone. They include a “Join” button.
Use Power Automate For Advanced Reminders
Power Automate (formerly Microsoft Flow) can send custom reminders. This is for complex scenarios.
Go to make.powerautomate.com. Sign in with your work account.
Search for “Outlook reminder” templates. Choose one like “Send a reminder email for upcoming meetings.”
Connect your Outlook account. Set the trigger (e.g., 1 hour before meeting). Set the action (send email).
Test the flow. It runs automatically for all future meetings.
This method requires some setup but offers full control.
Troubleshoot Common Reminder Issues
Reminders sometimes fail. Here are fixes for common problems.
Reminder not showing up: Check your Outlook settings. Go to File > Options > Advanced. Ensure “Show reminders” is checked.
Reminder time wrong: Double-check the meeting time zone. Outlook uses your local time zone. If attendees are in different zones, reminders may fire at wrong times.
Reminder for past meetings: This happens if you open an old meeting. Delete the reminder or dismiss it.
Reminder not syncing to phone: Ensure your Outlook app is synced. Go to Settings > Accounts > Sync. Toggle Calendar sync on.
Multiple reminders for same meeting: You may have set reminders in both Outlook and Teams. Disable one of them.
Best Practices For Meeting Reminders
- Set reminders 15 minutes before short meetings (30 minutes or less)
- Set reminders 1 hour before long meetings (1 hour or more)
- For all-day events, set reminder 18 hours before
- Include the agenda in the meeting description
- Send a separate email reminder for critical meetings
- Test reminders before sending to large groups
Frequently Asked Questions
Can I set a reminder for an Outlook meeting after it is created?
Yes. Open the meeting in your calendar, click Edit, change the reminder dropdown, and save. Send the update to attendees.
How do I send a reminder to attendees without changing the meeting?
Use the “Notify attendees” feature in Outlook Web App. Or forward the meeting as an email with a reminder note.
Why is my Outlook reminder not showing on my phone?
Check your sync settings. Ensure Calendar sync is enabled in the Outlook app. Also check your phone’s notification settings for Outlook.
Can I set different reminders for different attendees?
No. Outlook applies the same reminder to all attendees. To give individual reminders, send separate emails or use Power Automate.
Does the reminder work if the meeting is in a different time zone?
Yes. Outlook converts the reminder to each attendee’s local time zone. But double-check if attendees have the correct time zone set.
Now you know how to send a reminder for an Outlook meeting. Use these methods to keep your schedule on track. Test each approach to find what works best for your team. Reminders reduce missed meetings and improve productivity. Start using them today.