You create a new calendar event in Outlook, but the reminder is set for 15 minutes before. You need a different default time, like 1 hour or 1 day prior. The default reminder setting applies to all new events you create. This article explains how to change this global setting for your calendar.
Key Takeaways: Setting a New Default Calendar Reminder
- File > Options > Calendar > Default reminders: This is the primary setting that controls the reminder time for all new calendar items.
- Calendar > View > Change View > List: Use this view to select and update reminders for multiple existing events at once.
- New Appointment > Reminder dropdown: This setting on individual events overrides the global default for that specific meeting.
Understanding Outlook’s Default Reminder Setting
Outlook has a master setting for calendar reminders. When you create a new appointment, meeting, or all-day event, Outlook uses this default time to populate the reminder field. The standard default is 15 minutes before the event start time.
This setting is account-specific. If you have multiple email accounts added to Outlook, the default reminder time applies to the calendar for your primary mailbox. Changing it does not affect other users’ calendars or shared calendars you have permission to edit. You need appropriate permissions to change settings on a delegated calendar.
Prerequisites for Changing the Setting
You must use the Outlook desktop application for Windows or Mac. The setting is not available in Outlook on the web or the mobile apps. You also need a mailbox stored on a Microsoft Exchange Server or Microsoft 365. The option may be limited or unavailable for POP or IMAP accounts.
Steps to Change the Global Default Reminder Time
Follow these steps in the Outlook desktop app to set a new default reminder for all future calendar events.
- Open Outlook Options
Click the File tab in the top-left corner of the Outlook window. Select Options from the left-hand menu. This opens the Outlook Options dialog box. - Navigate to Calendar Settings
In the Outlook Options window, click the Calendar category on the left. This shows all calendar-related preferences. - Locate the Default Reminders Setting
Scroll down to the Calendar options section. Find the line labeled Default reminders. Check the box next to it to enable reminders if it is not already checked. - Select Your New Default Time
Click the dropdown menu to the right of the checked box. Choose your preferred time from the list. Options range from 0 minutes to 2 weeks. Common choices are 1 hour or 1 day. - Save the Change
Click the OK button at the bottom of the Outlook Options window. The new default is now active. Any new calendar event you create will use this reminder time.
Updating Reminders for Existing Calendar Events
Changing the default does not update events already in your calendar. You must modify those separately. Use the Calendar List View for bulk edits.
- Switch to List View
Go to your Calendar. Click the View tab on the ribbon. In the Current View group, click Change View and select List. - Select Multiple Events
In the list, click the first event you want to change. Hold down the Ctrl key and click to select additional individual events. To select a block, click the first event, hold Shift, and click the last event. - Open the Reminder Field for All
With multiple events selected, go to the ribbon’s Home tab. In the Tags group, click the Reminder dropdown menu. - Apply the New Time
Choose your desired reminder time from the list, such as 1 hour. This new time applies to all selected calendar items at once.
Common Mistakes and Limitations
Default Reminder Setting is Grayed Out
If the Default reminders checkbox is unavailable, your account type may not support it. This often happens with POP3 or IMAP accounts. The solution is to add your account as an Exchange or Microsoft 365 account if your provider supports it. Alternatively, your organization’s IT admin may have disabled this setting via Group Policy.
All-Day Events Still Show 18-Hour Reminder
All-day events have a separate default reminder, typically 18 hours before. To change this, you must set it manually when creating the event. The global default reminder time setting does not control all-day events.
Reminders Not Working After Change
If reminders do not appear, check that reminders are enabled in File > Options > Advanced > Reminder options. Also ensure Outlook is running or configured to send reminders when closed. The Show reminders setting must be checked.
New Meetings from Email Still Use Old Default
When you right-click an email and select Create Appointment, it may ignore the new default. This is a known behavior. You must manually adjust the reminder time in the created appointment before sending.
Default Reminder vs. Per-Event Reminder: Key Differences
| Item | Default Reminder Setting | Per-Event Reminder Setting |
|---|---|---|
| Scope of control | Applies automatically to all new calendar items | Applies only to the single event being edited |
| Change location | File > Options > Calendar | Reminder dropdown on an open appointment window |
| Affects existing events | No | Yes, for that specific event |
| Setting for all-day events | Does not apply | Is the only way to set a reminder |
| User override | Can be overridden per event | Overrides the global default |
You can now set a custom default reminder for your Outlook calendar. Future meetings and appointments will use your preferred alert time. For more control, explore creating custom Calendar Groups to apply different defaults to specific sets of calendars. An advanced tip is to use Outlook’s Rules to automatically set reminders for events created from emails with specific senders or subjects.