• Outlook User
  • New Outlook app
  • Outlook.com
  • Outlook Mac
  • Outlook & iCloud
  • Developer
  • Microsoft 365 Admin
    • Common Problems
    • Microsoft 365
    • Outlook BCM
    • Utilities & Addins

How to choose which Calendar creates reminders?

Slipstick Systems

› Outlook › Calendar › How to choose which Calendar creates reminders?

Last reviewed on April 7, 2015     34 Comments

Applies to: Outlook 2007, Outlook 2010

A user had a question about Outlook 2007 and 2010's ability to fire reminders from every calendar:

How do I turn off the reminders from other calendars? I keep several calendar folders in my profile and only want reminders from my default calendar. At the end of each year, I copy the old pst file to use as an archive. Now I'm getting two reminders for everything. What setting in Outlook will referee which calendars actually get to generate a reminder?

You can disable reminders in pst files that are not used as a delivery location for an email account, but it will affect all reminders and flags, not just calendar reminders.

To change the setting, right click on the top level of the data file and choose Properties.
Display reminders from other data files in the to-do bar

Just above the folder size button is an option to "Display reminders and tasks form this folder in the To-Do Bar". With the enabled, you'll get reminders, with it disabled you will not get reminders and tasks or flagged messages will not show up in the To-do Bar.

If you don't see the option, the data file is used as a delivery location for an account or is the default data file.

If you need to keep the flagged items in the To-Do Bar and only want to get rid of the calendar reminders, create custom list view that groups by reminders then drag from the RemindBeforeHand:Yes group to the RemindBeforeHand:No group to turn them all off. We have a tutorial at Change reminders on several items.

Reminders in secondary calendar

We also receive complaints about this feature from users who were in the habit of creating appointments in a secondary calendar folder to use as a journal. These appointments are always in the past and now they always trigger a reminder unless the user remembers to deselect the reminder.

Unfortunately, unless the calendar is in a different data file, you won't be able to disable the reminders using options within Outlook. You can use VBA to not set reminders on events in specific folders. See How to Remove or Change the Reminder on All Day Events for the basic code.

Set the reminder to None when creating the appointmentYou'll need to set the reminder to none when you create the appointments. You can also turn off default reminders in File, Options, Calendar and set them only on appointments that need to have reminders.

How to choose which Calendar creates reminders? was last modified: April 7th, 2015 by Diane Poremsky

Related Posts:

  • Reminders for archives and other pst files
  • Prior to Outlook 2007, reminders only fire from the default folders. R
    Reminders won't fire from all folders
  • The add-ins listed on this page will help you manage your reminders. S
    Outlook Reminder Tools
  • This is a collection of tools for the Microsoft Outlook Calendar folde
    Calendar Reminder Tools

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Subscribe
Notify of
34 Comments
newest
oldest most voted
Inline Feedbacks
View all comments

Donna Sherman (@guest_205170)
March 10, 2017 1:34 pm
#205170

Hi Diane, I need to receive reminder alerts from my boss's calendar to remind me of his meetings. I have full read/write privileges to his calendar. How can I get alerts from the meetings on his calendar? Thanks

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Donna Sherman
March 17, 2017 10:28 am
#205325

The only way to get his reminders is either add the appointments to your calendar or open his mailbox in your profile as an account (using his user/password).

1
-1
Reply
Jesper (@guest_202240)
October 12, 2016 6:29 am
#202240

Hej Diane,
i Hope you can help me with my problem.
Me and 4 off my colleges are trying to make a Calander that we all can se and get Reminders from. we have Outlook 2010.
can you help with how to make it and set it up ?
Regards Jesper

1
0
Reply
Smithc870 (@guest_201348)
September 5, 2016 1:54 pm
#201348

Thank you, I have just been searching for info about this subject for a long time and yours is the greatest I've found out so far.

0
0
Reply
Ben (@guest_197794)
April 12, 2016 6:29 pm
#197794

Here's the situation I'm trying to address: I have multiple Exchange Online (Office 365) accounts, set as individual accounts in the Account settings, in one Outlook profile. I only want to receive calendar reminders for my default account's calendar(s). The other users of the additional accounts still need to receive their own reminders, so I can't disable the reminders at the server level.

I've tried both Outlook 2013 and Outlook 2016, and when I right-click on the data file, I don't see the checkbox shown in the screenshot above.

Any ideas? Thanks!

1
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Ben
April 12, 2016 9:03 pm
#197795

That setting for reminders is only for pst files that do not have mail delivered to them. You can't turn off reminders for accounts in your profile without dismissing the reminders. sorry.

0
0
Reply
Josh (@guest_200970)
Reply to  Diane Poremsky
August 22, 2016 6:08 pm
#200970

I am on Outlook 2013. I have multiple calendars. For one calendar, I would like to get notifications. For the rest, I do not want notifications ( I would get hourly popups on my personal phone). Can I separate reminders per calendar? Thanks

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Josh
August 22, 2016 11:21 pm
#200981

No, you can't. You can manually change the reminders as you create the appointments or use a macro to remove or set reminders on a specific calendar.

0
0
Reply
Asger (@guest_194807)
November 20, 2015 3:39 am
#194807

Hello, Im having a problem much like the ones above. In our office we have systemhosting for hosting our outlook on the internet. Som of our CEO's is having a problem where they receive reminders from all the other users calender, and only wishes to receive reminders from his own calender - He is using Outlook 2016, and the problem only occured when he switched to outlook version 2016. Any help would be greatly appriciated

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Asger
November 20, 2015 8:47 am
#194809

How are the other user's calendars added to his profile - as shared folders or as shared mailboxes? If you aren't sure, look in the calendar module pane - if it's a mailbox, it will say 'Calendar - mailbox name', if its a shared calendar, it will be just the mailbox name.

0
0
Reply
Martin (@guest_194046)
October 15, 2015 6:36 am
#194046

Hi Diane,

We have an Office 365 Shared Mailbox (It was previously on-prem but has been migrated to Office 365).

Is there a way that Shared Calendar notifications can be turned off for specific Users who have access to the Shared Mailbox yet there is no need for them to be notified each time a new entry is added to the calendar?

My understanding is notifications can be turned off but they affects all calendars the User has access to i.e Personal, Shared etc

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Martin
October 15, 2015 7:40 am
#194048

Notifications are all or nothing - they can be turned off, but all of their calendars are affected, or all users are affected - it's not set per user. Sorry.

0
0
Reply
Justin (@guest_193083)
September 2, 2015 9:58 pm
#193083

Hi Diane,

I have a bit of issue with a customer of the company i'm working in. I uploaded a .pst file onto his mailbox in outlook, I realised the calendar on that .pst may be corrupted as the customer advised that it's showing someone else's calendar.

I removed the .pst from his mailbox in MS Outlook. today when he opens his MS outlook he receives reminders that aren't in his calendar but from that someone else still. the calendar might be stuck somewhere on the server as I've already remove it from MS outlook.

I did have a go at outlook /cleanreminders but it brought back the reminders
does outlook /resetfolders ... might work? or is there another way

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Justin
September 2, 2015 10:31 pm
#193086

Did you import the pst into his calendar or open the pst in the profile? did you check and make sure the appointments weren't on his calendar?

0
0
Reply
Justin (@guest_193088)
Reply to  Justin
September 2, 2015 10:41 pm
#193088

yeap I open the .pst file. the .pst showed multiple calendars on his MS Outlook after that. so I removed the multiple calendars but left his original one. The reminders appeared but the events of the reminders are not shown on his original calendar.

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Justin
September 2, 2015 11:52 pm
#193091

Cleanreminders switch should clear them then, if removing the pst file did not. What happens if you double click on a reminder when it comes up?

0
0
Reply
Justin (@guest_193092)
Reply to  Justin
September 2, 2015 11:58 pm
#193092

it showed the event window and a time but when we go to our original calendar, it's not there. maybe the reminder is stuck on the server side of things.

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Justin
September 3, 2015 12:29 am
#193095

So the appointment form opened? If so, click on the open appointment and press Ctrl+Shift+F on the keyboard to open the Advanced find dialog then click on Browse - the folder the appointment is in will be checked and you can see where it is in the folder list.

0
0
Reply
Heather (@guest_192106)
July 28, 2015 11:25 am
#192106

When I look at my calendar, I don't see that Display Reminders check box on it.

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Heather
July 28, 2015 11:05 pm
#192123

That is visible only when you are looking at the properties sheet for a pst that does not have mail delivered to it. Right click on the top level folder, choose Properties.

pst properties

0
0
Reply

Visit Slipstick Forums.
What's New at Slipstick.com

Latest EMO: Vol. 30 Issue 15

Subscribe to Exchange Messaging Outlook






Support Services

Do you need help setting up Outlook, moving your email to a new computer, migrating or configuring Office 365, or just need some one-on-one assistance?

Our Sponsors

CompanionLink
ReliefJet
  • Popular
  • Latest
  • Week Month All
  • Use Classic Outlook, not New Outlook
  • How to Remove the Primary Account from Outlook
  • Disable "Always ask before opening" Dialog
  • Adjusting Outlook's Zoom Setting in Email
  • This operation has been cancelled due to restrictions
  • Remove a password from an Outlook *.pst File
  • Reset the New Outlook Profile
  • Maximum number of Exchange accounts in an Outlook profile
  • Save Attachments to the Hard Drive
  • How to Hide or Delete Outlook's Default Folders
  • Google Workspace and Outlook with POP Mail
  • Import EML Files into New Outlook
  • Opening PST files in New Outlook
  • New Outlook: Show To, CC, BCC in Replies
  • Insert Word Document into Email using VBA
  • Delete Empty Folders using PowerShell
  • Warn Before Deleting a Contact
  • Classic Outlook is NOT Going Away in 2026
  • Use PowerShell to Delete Attachments
  • Remove RE:, FWD:, and Other Prefixes from Subject Line
Ajax spinner

Recent Bugs List

Microsoft keeps a running list of issues affecting recently released updates at Fixes or workarounds for recent issues in classic Outlook (Windows).

For new Outlook for Windows: Fixes or workarounds for recent issues in new Outlook for Windows .

Outlook for Mac Recent issues: Fixes or workarounds for recent issues in Outlook for Mac

Outlook.com Recent issues: Fixes or workarounds for recent issues on Outlook.com

Office Update History

Update history for supported Office versions is at Update history for Office

Outlook Suggestions and Feedback

Outlook Feedback covers Outlook as an email client, including Outlook Android, iOS, Mac, and Windows clients, as well as the browser extension (PWA) and Outlook on the web.

Outlook (new) Feedback. Use this for feedback and suggestions for Outlook (new).

Use Outlook.com Feedback for suggestions or feedback about Outlook.com accounts.

Other Microsoft 365 applications and services




New Outlook Articles

Google Workspace and Outlook with POP Mail

Import EML Files into New Outlook

Opening PST files in New Outlook

New Outlook: Show To, CC, BCC in Replies

Insert Word Document into Email using VBA

Delete Empty Folders using PowerShell

Warn Before Deleting a Contact

Classic Outlook is NOT Going Away in 2026

Use PowerShell to Delete Attachments

Remove RE:, FWD:, and Other Prefixes from Subject Line

Newest Code Samples

Insert Word Document into Email using VBA

Warn Before Deleting a Contact

Use PowerShell to Delete Attachments

Remove RE:, FWD:, and Other Prefixes from Subject Line

Change the Mailing Address Using PowerShell

Categorize @Mentioned Messages

Send an Email When You Open Outlook

Delete Old Calendar Events using VBA

Use PowerShell or VBA to get Outlook folder creation date

Rename Outlook Attachments

Repair PST

Convert an OST to PST

Repair damaged PST file

Repair large PST File

Remove password from PST

Merge Two Data Files

Sync & Share Outlook Data

  • Share Calendar & Contacts
  • Synchronize two computers
  • Sync Calendar and Contacts Using Outlook.com
  • Sync Outlook & Android Devices
  • Sync Google Calendar with Outlook
  • Access Folders in Other Users Mailboxes

Diane Poremsky [Outlook MVP]

Make a donation

Mail Tools

Sending and Retrieval Tools

Mass Mail Tools

Compose Tools

Duplicate Remover Tools

Mail Tools for Outlook

Online Services

Calendar Tools

Schedule Management

Calendar Printing Tools

Calendar Reminder Tools

Calendar Dates & Data

Time and Billing Tools

Meeting Productivity Tools

Duplicate Remover Tools

Productivity

Productivity Tools

Automatic Message Processing Tools

Special Function Automatic Processing Tools

Housekeeping and Message Management

Task Tools

Project and Business Management Tools

Choosing the Folder to Save a Sent Message In

Run Rules on messages after reading

Help & Suggestions

Submit Outlook Feature Requests

Slipstick Support Services

Buy Microsoft 365 Office Software and Services

Visit Slipstick Forums.

What's New at Slipstick.com

Home | Outlook User | Exchange Administrator | Office 365 | Outlook.com | Outlook Developer
Outlook for Mac | Common Problems | Utilities & Addins | Tutorials
Outlook & iCloud Issues | Outlook Apps
EMO Archives | About Slipstick | Slipstick Forums
Submit New or Updated Outlook and Exchange Server Utilities

Send comments using our Feedback page
Copyright © 2025 Slipstick Systems. All rights reserved.
Slipstick Systems is not affiliated with Microsoft Corporation.

wpDiscuz

Sign up for Exchange Messaging Outlook

Our weekly Outlook & Exchange newsletter (bi-weekly during the summer)






Please note: If you subscribed to Exchange Messaging Outlook before August 2019, please re-subscribe.

Never see this message again.

You are going to send email to

Move Comment