We're seeing complaints from users (myself included) over the handling of reminders in Outlook 2010. The reminder dialog does not come up "in your face" unless you are working in Outlook. When a reminder is triggered and you're using most other applications, the reminder window does not come up on top of the dialog; it flashes on the task bar. If you keep your sound turned up, the ding might be enough to get your attention, but if you work in a noisy environment or keep your sound turned down, its very easy to miss the flash on the taskbar. Add a second monitor to the mix and the taskbar is even easier to miss.
It is Microsoft's intention that Outlook reminders do not interrupt an application which has focus. The main reason is to avoid interrupting users tasks such as typing or presenting. If Outlook does not have focus reminders flash five times in the taskbar, makes a sound, and illuminates the taskbar icon.
While its nice that the reminder dialog doesn't take focus away from my typing, it would be nice if it came up on top of the open windows instead of just flashing on the taskbar.
If you're missing appointments because of this, your options are limited. There are several utilities you can use that may help. Some, including Email Reminders will send email messages (which you might see in the desktop alert) or text messages to your phone and one, Reminder Manager, replaces the reminder dialog with a window that stays on top. Another option is DeskPins, which can pin the Reminders window on top.
My ideal reminder would be the desktop alert used in Windows 8 and 10. It's a nice-sized desktop alert that gets my attention but doesn't distract me from my work.
Gary made this suggestion:
Microsoft allows an envelope indicator in the System Tray when new email comes in. Why can't there be an indicator for a meeting that's about to occur? Then they can leave the combining the way it works now
While I'm not sure a meeting reminder in the tray will help that much (I have too many tray icons as it is), Outlook definitely needs a better reminder system. One option for Exchange server or Outlook.com users is to set the account up in Windows Mail app, turning off sync for mail and contacts. Calendar reminders will use the Windows reminder system. You can dock the calendar on the side of the screen and use it if you don't want to keep Outlook open.
In response to my complaints, one Outlook developer wrote Reminder Alerts. This is a nifty little reminder tool that pops up a reminder much like the new mail windows.
Tools
Forwards reminders to your mobile phone, pager or PDA. | |
Reminder Manager provides reminders from any email, calendar, tasks or contacts folder in any open mail store. This allows you to set reminders on items in any folder in your mailbox or PST file, secondary PST files or public folders. Reminders can be emailed to any pager or email enabled communications device. | |
Current versions of Outlook do not display pop-up meeting reminders in the same way as previous versions did - they no longer display on top of other windows. SureAlerts addresses this problem and displays your reminders in a small window in the bottom right-hand corner of your screen, very similar to the way Outlook displays new incoming e-mails. Alerts now display the length of time until your event or is overdue. This matches the information that Outlook displays in its reminders. If the event is in the past, the text is red. Mark a Task or Email Follow-Up item as completed via its alert. |
More Information
For more reminder tools, see Calendar Reminder Tools
Sarah says
Can we have an email follow up reminder window (mine always stays open because I have so many) vs a Calendar reminder window/notification? This would help a lot!! The calendar prompts for appointments/meetings then a separate prompt for the email follow up reminders.
I might make meeting and not miss training sessions if they were separate from email follow up notifications.
Bendra says
Office 2010 Calendar reminders displayed in the right-side window. New computer and Office 365. Now, messages say that reminders won't work because I am using a file that does not accept reminders, asking if that's OK (Really?). I have run cleanreminders and tried a bunch of other stuff recommended online. None of it works. I'm fed up with and about to try for a complete re-install or fall back. Don't get me started on color schemes.
Leo says
Why doesn't Microsoft make it user configurable? You can turn off/on the Reading Pane. Leave it the preference of the individual.
Diane Poremsky says
I'm not sure. I'd like them to hook into the windows 10 reminders - i like the reminders that come up in the lower right corner and stay until dismissed. (I also have a big monitor so they aren't in my way. )
Maciek says
The solution is as simple as temporary alerts like in Mac OS X. They show up on top without changing keyboard or mouse focus. Yoiu could click on them to interact with them (dismiss or do some other actions). It is clean and neat solution and there is no need to reinvent wheel. It does not need to come up with any tray. It is big notification box in any place of the desktop (right top corner (away from very corner) of desktop is default.
And yes Oulook calendar reminders are disruptive and it's design is more to '90 interfaces. That should be reworkd to modern interactions, but thios was done in other systems so I am not sure why we do not want to follow those.
Gary says
It's related to a property of the taskbar for combining windows into one icon. Win7 and 8 are ugly if you don't have that setting set to combine. Microsoft allows an envelope indicator in the System Tray when new email comes in. Why can't there be an indicator for a meeting that's about to occur? Then they can leave the combining the way it works now.
Diane Poremsky says
If you use exchange or outlook.com, you could set the account up in windows mail - turn off mail & contact sync but leave calendar sync on. This will bring up the reminders in the windows reminder format.
I'm not sure another tray icon would help (too many icons there as it is), but they should use the onscreen toast - mac outlook does that, as does windows calendar.
Sun says
I use PinMe! for Outlook Reminders, but would like Outlook 2013 to provide some different options about Reminders and popping up to the front.
Nancy says
The Problem
Microsoft has designed it to work that way, so that if you’re in the middle of something and don’t see the pop up window, you won’t press “Enter” by mistake, confirm the reminders and make the window disappear. Hence, when Outlook 2013 calendar reminder window pops up, it becomes hidden since there are other open windows covering it.
The Solution
One simple solution is to set a different – more noticeable – sound to the reminder window. You can do that by opening Outlook -> File -> Options -> Choose “Advanced” on the left side -> Click “Browse” and choose a different sound under the “Play Reminder Sound” field.
holli says
but you can't rely on sound when you are working in an open office environment
Diane Poremsky says
I have reminder sound off on my desktop - its too annoying.
Heiner says
If you are using Outlook on a Mac reminder does what it should, it comes up and reminds me. So I don't miss meetings any more. I don't understand why Microsoft is able to solve the issue on a Mac and not on a Windows PC. Maybe Microsoft employees are using Mac´s for daily work. :-) So they don't have to worry about this problem. I am not allowed to use third party tools on my company laptop to have a workaround. So I run into trouble often when I am late or missing meetings.
@Diane Poremsky if you are interested in a phone call to talk about you are welcome.
Maybe you know the product manager/director at Microsoft for a common call.
Best Regards Heiner
S Napier says
A solution via VBA macro's is detailed here:
https://superuser.com/questions/251963/how-to-make-outlook-calendar-reminders-stay-on-top-in-windows-7
For Outlook 2007; remove ptrsafe from both functions
Stephen says
"...to avoid interrupting users tasks..."
Isn't THAT what a reminder IS. Something that causes you to re-focus, to REMIND you of something. Very short sided by MS here. Sounds like one of those BUGS that no one wants to 'fess up to. "Oh, that's not a bug, we DESIGNED it that way..."
Diane Poremsky says
A reminder can be like a phone call interrupting your work or a subtle reminder. Too often, outlook's reminders were the phone call because they took focus away from what ever you were doing. Now they are a little too subtle. :(
Arnie says
Well, I can see by the article and all the comments I'm not the only one mad at Microsoft for their bonehead move of changing the functionality of the reminder window. I, too, am missing meetings because I must keep computer sounds muted and I often have many windows open while I work...so I miss the reminder. I also work in a corporate environment and cannot load programs willy nilly. Our IT won't allow anything else to be loaded. What sense if there in even having a reminder if it doesn't do its job? I agree...the bonehead who thought this was a good idea clearly doesn't live and work in the real world and should be fired.
Louie says
For those of us who've used this for years, the 'disappearance' of reminders behind sheets is a real problem. I also never found it intrusive. I have now missed a few meetings as a result of this. In an office where I cannot install other software and sound won't help in a noisy office.
Diane Poremsky says
Can you use macros? Not sure it will help much, but a macro could either pop up a msgbox or send you an email. Basic macro to 'do something' when a reminder fires is at send an email when a reminder fires.
Paul says
Moving Backwards with Microsoft . . . . .
laura watkins says
i am unfortunately restricted from installing any software on my computer so i cna't utilize any of the suggested solution programs. would love microsoft to add an option to have them pop up on top or leave it the way it is set.
Darwin Award says
The idea of a reminder is just that...to remind. Whoever thought it was a good idea to remove the main focus functionality should be fired. In previous iterations of Office, I could work without “watching” the clock. The reminder served as a safety net. I managed my current work and my weekly meetings by the reminder. Please don't offer "Work-arounds" the previous functionality was perfectly fine until some ignoramus decided for the populous it was necessary to remove it.
Bill Oakes says
Thanks for pointing to some alternative tools to replace the old functionality. But it does seem like loading an additional program to correct an inherent weakness in the system. Given the overwhelming poll results (90% of users are missing meetings) I wonder if MS would consider an option under tools to let the user select the functionality of the reminder box.
Diane Poremsky says
I wish. :) I don't see any changes - it's a problem between windows and outlook and Windows 8 is worse in some ways.
Richard Zirpoli says
I have used the reminders for work for over 15 yrs to make meetings etc, I have never found them to interrupt users tasks such as typing. Now that the reminders don't pop-up over the screen to let me know I should wrap up what I am doing to make my appointment, why should I even set them?
Diane Poremsky says
Good question. Do you keep the sound muted? Even if you don't see the reminder, you can still here it. You can even set different sounds for really important events so they are easier to identify.
I still set mine because I get text alerts and the reminders fire on my phone. I don't usually silence the phone (computer sound is usually muted.)
Anubix says
You wrote: "If Outlook does not have focus reminders flash five times in the taskbar, makes a sound, and illuminates the taskbar icon."
Even if my Outlook is maximized and has the focus (i'm reading emails), the reminders window will never pop up and get the focus. it stays minimized and won't blink.
Diane Poremsky says
Is the reminder window minimized? Minimize all of the windows so you can see the desktop then select the reminders window so its on the desktop - never use the minimize button on this window.
john says
No sadly Deskpins does not work in Windows 8...certainly not in the consumer review version anyway...most frustrating and a reason to stick to Windows 7 and avoid the horrible Metro interface issues on a desktop PC
Diane Poremsky says
Are you sure? I was using it in the March version, but haven't installed it in the newest public build. I'll try it when i get into my office later today.
Randall Cecrle says
I use DeskPins ). It is "stay-on-top" application. I changed my habit from minimizing the Reminders window to closing it after I snooze a reminder. The next time it pops up, DeskPins remembers the Reminders window and keeps it on top. DeskPins is free. It runs on XP and I believe I have it on my home Vista laptop. Will just need to test to see if it runs on Windows 7.
Diane Poremsky says
That's a good idea - I use Deskpins to keep Notes on top but hadn't really thought about using it for reminders. It does run on Windows 7... I haven't installed it on windows 8 yet, but it should work there too. (It was not on the list the compatibility checker said had to go.)