Let's be honest. Most of us treat our inbox like a digital junk drawer where important tasks go to die under a mountain of newsletters and "per my last email" threads. You’ve probably missed a deadline because an email drifted off the first page, or maybe you just forgot to follow up on a pitch because, well, life happens. Learning how to make reminders in outlook isn't just about clicking a bell icon; it’s about actually reclaiming your schedule before the calendar owns you.
Microsoft has changed the interface about a dozen times in the last few years. Whether you're on the "New Outlook," the classic desktop version, or the mobile app, the buttons keep moving. It’s annoying. But the core logic remains the same: you need a nudge that pops up when you're actually at your desk, not three hours after the meeting started.
The Quick Flag Method is Often a Trap
Most people think flagging an email is the same thing as a reminder. It’s not. When you click that little red flag next to a message, Outlook just tosses it into a "To-Do" list that you probably never look at. To actually get a timed alert, you have to right-click that flag.
Go to Add Reminder.
👉 See also: EcoFlow Alternator Charger: Why This 800W DC to DC Setup is a Game Changer for Van Life
This opens a custom dialogue box. Here’s the trick: don’t just set it for the day the task is due. Set it for the time you actually plan to do the work. If you have a report due Friday at 5:00 PM, a reminder at 4:45 PM is just a notification of your failure. Set it for Thursday morning.
I’ve seen people use the "Follow Up" flags for everything. Their entire inbox is red. It looks like a crime scene. If everything is a priority, nothing is. Use the custom date picker to move those flags out of your immediate sight until they are actually relevant. It clears the mental clutter.
How to Make Reminders in Outlook for Calendar Events
If it’s not an email but a specific task, put it on the calendar. This is the gold standard for deep work.
When you create a New Event, Outlook usually defaults to a 15-minute reminder. That's fine for a quick sync. For a doctor's appointment across town? It’s useless. You can change this default in the settings, but for one-off events, just click the "Reminder" dropdown in the ribbon.
You can set it for two hours, or even two days, in advance.
Why the "New Outlook" Changes Things
Microsoft is pushing everyone toward the web-based "New Outlook" experience. It feels a bit snappier, but some of the deep-nested features of the classic 365 desktop app are buried. In the new version, reminders are integrated heavily with Microsoft To Do.
To Do is actually pretty great. It syncs with your phone.
If you drag an email to the "My Day" icon on the right sidebar, it creates a task. You can then click that task and hit "Remind me." It’s a two-step process, which is a bit of a drag, but it keeps your calendar from getting cluttered with "remember to buy milk" style entries.
✨ Don't miss: The Real Reason People Still Hunt For Safari 5.1.7 for Windows
Recurring Reminders for the Stuff You Always Forget
We all have those tasks. Timesheets. Monthly reports. Water the office plant that is slowly turning brown.
- Open a new Task or Calendar event.
- Click Recurrence.
- Pick your poison: daily, weekly, monthly.
- Set the reminder time.
The beauty here is the "Regenerate new task" option. If you have a task that needs to happen two weeks after you finish the last one—rather than just every two weeks on the dot—this is your best friend. It prevents that soul-crushing pile-up of "overdue" tasks when you're behind schedule.
The "Delay Delivery" Hack
This is a pro move. Sometimes the best reminder isn't a popup on your screen; it’s an email that hits your inbox exactly when you need it.
If I know I need to check in on a project next Tuesday, I'll write an email to myself. Before hitting send, I go to Options and select Delay Delivery. I tell Outlook not to send it until Tuesday at 9:00 AM.
Boom.
✨ Don't miss: Using TV as Monitor: What Most People Get Wrong
On Tuesday morning, I get a "new" email from myself. It’s at the top of my inbox. I can’t ignore it. It works better than a snooze button because it requires a deliberate action—reading the email—to clear it.
Mobile Reminders and the Sync Struggle
The Outlook mobile app is actually one of the better ones Microsoft has built. But the notifications can be a nightmare if they aren't configured. If you've set a reminder on your desktop but your phone stays silent, check your "Focused Inbox" settings. Sometimes reminders for "Other" emails don't trigger push notifications depending on your battery-saving settings.
Make sure you've given the app "Always" permission for notifications in your iOS or Android settings. Otherwise, the whole system breaks down.
Troubleshooting Disappearing Reminders
Sometimes Outlook just... stops reminding you. It’s a known bug that’s lived in the software for a decade. Usually, it's because the "Reminders Window" is hidden behind another program or got dragged off-screen if you use multiple monitors.
If you suspect this is happening, you can run a simple command.
Close Outlook.
Press Win + R.
Type outlook.exe /cleanreminders and hit enter.
This forces Outlook to clear out the cobwebs and re-scan your folders for any alerts it might have missed. It’s a life-saver when you realize you haven't seen a popup in three days.
Moving Toward a Better Workflow
Reminders are a tool, not a lifestyle. If you find yourself hitting "Snooze" on the same reminder 15 times, it’s not a reminder anymore; it’s a nuisance. At that point, move it to a different day or admit you aren't going to do it.
Next Steps for Success:
- Audit your defaults: Go into File > Options > Calendar and change the default reminder from 15 minutes to whatever actually gives you enough lead time to prepare for a meeting.
- Clean the slate: Use the
/cleanreminderscommand mentioned above if your alerts feel "stuck" or inconsistent. - Try the To-Do integration: Open the "My Day" pane (top right icon) and start dragging emails there instead of just flagging them. The interface is much cleaner for managing daily tasks.
- Set a "Safety" Reminder: For high-stakes deadlines, set two reminders. One for 24 hours before and one for 1 hour before. It creates a psychological safety net.
Stop letting your inbox dictate your stress levels. Outlook is a powerhouse, but it's a messy one. Once you master the specific ways to trigger these alerts, you'll stop apologizing for "missing that email" and actually start staying ahead of the curve.