Outlook Calendar Reminders on Mac
Outlook for Mac reminds you of meetings with a notification or a small reminders window. That works as long as Outlook is running and you happen to look at the screen. Here is how to set Outlook reminders up on the Mac, what to check when they don’t appear, and how to make them impossible to miss.
Set the default reminder in Outlook for Mac
In Outlook, open Outlook → Settings → Calendar and choose a default reminder time for new events, for example 15 minutes. For a single meeting, open the event and change the reminder there. Under Settings → Notifications & Sounds you choose whether Outlook shows calendar reminders at all. Menu names differ slightly between the new and the legacy Outlook for Mac.
When Outlook reminders don’t appear
- Outlook must be running. Outlook for Mac shows reminders only while the app is open. If you quit it, there are no reminders.
- macOS notifications: Open System Settings → Notifications → Microsoft Outlook and allow notifications. Choose “Alerts” so they stay until you dismiss them.
- Focus modes: Do Not Disturb or a Work Focus can silence Outlook. Add Outlook to the allowed apps under System Settings → Focus.
- Reminder set to “None”: Invitations from other people sometimes arrive without a reminder. Check the event itself.
Outlook meetings in the Apple Calendar app
You can also add your Microsoft 365 or Exchange account under System Settings → Internet Accounts → Microsoft Exchange. Your Outlook meetings then appear in the macOS Calendar app as well, and every app that reads that calendar can see them. Some companies block this for work accounts; your IT team can tell you.
A reminder you can’t miss: Final Call
An Outlook notification is a small banner. If you’re writing, presenting or working in a full-screen app, it’s gone before you notice it. Final Call reads your Outlook meetings from the macOS Calendar app and, just before each one, takes over the screen with a countdown, the meeting title and a Join button. Teams links open directly in the Teams app. It works whether Outlook is open or not, and your calendar data stays on your Mac. More: Microsoft Teams meeting reminder for Mac.
Frequently asked questions
Why are my Outlook reminders not showing on Mac?
Check that Outlook is running, that Microsoft Outlook may send notifications in System Settings → Notifications, that no Focus mode silences it, and that the event actually has a reminder.
Does Outlook for Mac show reminders when it is closed?
No. Outlook for Mac only shows reminders while the app is running.
Can I get Outlook reminders without Outlook running?
Yes, if you add your account to the macOS Calendar app. Then Apple Calendar or an app like Final Call can remind you even when Outlook is closed.
Does Final Call work with Microsoft 365?
Yes, as long as your Microsoft 365 or Exchange account is added under System Settings → Internet Accounts.
Try Final Call free
Download Final Call from the Mac App Store and use every feature free for 14 days, no credit card required. After that, buy it once for 9.99 USD (launch price) or subscribe for 1.49 USD per month. Prices may differ by region.
