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.
More Information
For more reminder tools, see Calendar Reminder Tools
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.
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.
Why doesn't Microsoft make it user configurable? You can turn off/on the Reading Pane. Leave it the preference of the individual.
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. )
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.
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.
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.
I use PinMe! for Outlook Reminders, but would like Outlook 2013 to provide some different options about Reminders and popping up to the front.
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.
but you can't rely on sound when you are working in an open office environment
I have reminder sound off on my desktop - its too annoying.
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