You want every new calendar event you create in Outlook to automatically include a reminder, but you are tired of setting it manually each time. Outlook uses a default reminder of 15 minutes before an event, but you may prefer 30 minutes, 1 hour, or even a full day. This article explains how to change the default reminder time so all new appointments and meetings inherit your preferred setting. You will learn the exact menu path and the one setting to adjust.
Key Takeaways: Set a Default Reminder for All New Outlook Calendar Events
- File > Options > Calendar > Calendar options > Default reminders: Enables or disables automatic reminders and sets the reminder time for all new events.
- Default reminders check box: Must be checked for any default reminder time to apply to new events.
- Reminder time drop-down list: Offers preset intervals from 0 minutes to 2 weeks; choose the one that fits your workflow.
Overview of the Default Reminder Feature in Outlook Calendar
The default reminder feature applies a reminder to every new appointment or meeting you create in your Outlook calendar. The reminder appears as a pop-up notification at the specified time before the event starts. This feature is part of the Calendar options section in Outlook’s main settings.
By default, Outlook sets reminders to 15 minutes before an event. You can change this to any preset interval between 0 minutes and 2 weeks. The reminder time applies only to new events you create after changing the setting. Existing events keep their original reminder times.
To use this feature, you need a working Outlook profile connected to a Microsoft 365, Exchange, or IMAP account. The setting is available in Outlook 2016, Outlook 2019, Outlook 2021, Outlook for Microsoft 365, and Outlook on the web (OWA) with slight differences in menu paths.
Steps to Change the Default Reminder Time for All New Events
Follow these steps to set a new default reminder time in Outlook for Windows. The process takes less than one minute.
- Open Outlook and go to File > Options
Launch Outlook. Click the File tab in the top-left corner. In the backstage view, click Options at the bottom of the left pane. The Outlook Options dialog box opens. - Select the Calendar category
In the left pane of the Outlook Options dialog box, click Calendar. The right pane shows all calendar-related settings. - Locate the Calendar options section
Scroll down to the Calendar options group. It is near the top of the Calendar settings page. - Check the Default reminders box
Make sure the check box labeled Default reminders is checked. If it is unchecked, Outlook will not show any reminder for new events. Checking this box enables the reminder time drop-down list. - Choose your preferred reminder time
Click the drop-down list next to Default reminders. Select the time interval you want. Options include 0 minutes, 5 minutes, 10 minutes, 15 minutes, 30 minutes, 1 hour, 2 hours, 3 hours, 1 day, 2 days, 1 week, and 2 weeks. For example, select 1 hour if you want all new events to remind you 60 minutes before start. - Click OK to save the setting
Click the OK button at the bottom of the Outlook Options dialog box. The new default reminder time is now active for all new calendar events you create.
To verify the change, create a new appointment or meeting. Open the Calendar module, click New Appointment or New Meeting. The Reminder field at the top of the event form should show your new default time.
What to Know About Existing Events and Recurring Events
The default reminder setting does not change reminders on events you already created. Each existing event retains its individual reminder time. If you want to update reminders on multiple existing events, you must edit each event manually or use a script.
For recurring events, the reminder you set when creating the first occurrence applies to all future occurrences. Changing the default reminder time after creating a recurring series does not affect that series. You must edit the series and change the reminder in the appointment form.
Reminder Not Showing for New Events
If you set a default reminder but new events still show “None” in the Reminder field, the Default reminders check box may be unchecked. Return to File > Options > Calendar and confirm the box is checked. Also verify that the drop-down list shows a time value, not “0 minutes”.
Outlook on the Web (OWA) Default Reminder
The default reminder setting for Outlook on the web is separate from the desktop app. To change it in OWA, click the gear icon in the top-right corner, select View all Outlook settings, go to Calendar > Events and invitations, and adjust the Default reminder drop-down list. Click Save.
Reminder Does Not Play Sound
A default reminder may show a pop-up but not play a sound. To enable sound, go to File > Options > Calendar. Under Calendar options, click Reminder options. Check Play reminder sound and click OK. The sound file must be a valid .wav file. The default file is reminder.wav located in the Windows Media folder.
| Item | Desktop App (Outlook for Windows) | Outlook on the Web (OWA) |
|---|---|---|
| Menu path to setting | File > Options > Calendar > Calendar options | Settings gear > View all Outlook settings > Calendar > Events and invitations |
| Default reminder time | 15 minutes | 15 minutes |
| Maximum reminder time | 2 weeks | 2 weeks |
| Affects existing events | No | No |
| Sound control location | File > Options > Calendar > Reminder options | Not available in OWA |
You can now set a default reminder time that matches your schedule. Try setting it to 30 minutes for daily meetings or 1 day for important deadlines. For faster access, use the keyboard shortcut Ctrl+Shift+A to create a new appointment with your new default reminder already applied.