How to use reminders in Microsoft Outlook

How to use reminders in Microsoft Outlook

Outlook reminders are exactly what they sound like – they’re a timed message that pops up to remind you of something. You can use them with activities, appointments and meetings. What you may not know are a few options that help you manage your reminders so they work best for you. In this article, I’ll introduce you to some of these useful settings. You can use just one or all of them.

How to set a reminder in Outlook

It doesn’t help to discuss the most recent (or otherwise useful) options if you don’t know how to set a reminder. The good news is that it’s simple and you can set one up for most Microsoft Outlook items. Using the calendar, double-click on the day (and time, depending on which view you are using). If the appointment or meeting already exists, double-click it to open it. In the resulting dialog box, the reminder option is located in the Options group. Just choose the number of minutes, hours, days or even weeks in advance from the drop-down menu..

To set a reminder for a task, open an existing or new task and use the Follow-Up option in the Tag group. Specifically, choose Reminders from the Follow-Up drop-down menu and use the resulting dialog to complete your settings. It uses the same method to set a flag for new and existing emails, which isn’t quite the same as a reminder. You won’t see the flag if someone replies – the flag is in the copy of the message, which by default Outlook will save in the Sent folder.

How to make sure you see the reminder in Outlook

The biggest problem with reminders is that you often don’t see them while you work. In newer versions of Microsoft 365, you can fix this by setting an option that always shows all reminders on top of all windows. So, if you’re working on a proposal in Word, Outlook will display a reminder above your document. It’s a nice feature.

To set this option, do the following:

  1. Click the File tab, click Options in the left pane, and then click Advanced.
  2. In the Reminders section, check the Show reminders above other windows option ( Figure B ).
  3. Click OK.

Figure B

viewing the memo

Change the default setting for the reminder display.

Now you can get back to work knowing that you will never miss a reminder again, at least not because you haven’t seen it!

You may be wondering what sound the reminder plays – isn’t that enough? It might be for some, but not for me. I am often so involved in my work that I completely take it apart. What often happens is that I’m not close enough to the computer to hear it. Using the Reminders section ( Figure B ) you can select a louder sound, but I found that jarring solution.

How to automatically remove reminders

Removing reminders for an event after it occurs doesn’t seem necessary until you return from a two-week vacation in paradise and are instantly inundated with all the events you missed while away. It’s not a huge problem, but you can avoid it by setting reminders to ignore yourself. To do this, do the following:

  1. Click the File tab, click Options in the left pane, and then click Advanced.
  2. In the Reminders section, select Automatically ignore reminders for past events. (You can see this option in the Figure B. )

How to create your own time setting

If you can’t find the reminder amount you want in the drop-down menu, enter it manually. Suppose you want to set a reminder for an hour and a half before a meeting across town. Simply enter 90 minutes. The time settings also allow you to enter the time manually – remember to include the AM / PM component.

Recurring items require recurring reminders

It is easy to miss the reminder for a recurring task . All you have to do is click Ignore once and you will lose the reminders for the remaining occurrences. Instead, mark the task as completed; by doing so, the reminder settings will remain unchanged.

If you’ve already missed the reminder, it’s easy to get it back. Open the recurring task and set the completion of the most recent event. Open the item to verify that doing so resets the timer, just to be safe. You may need to revert to other previous activities to complete.

Similar Posts

Leave a Reply

Your email address will not be published.