How to Create an Event in Outlook Calendar (Reminders and Repeating Events)
If it's not in the calendar, it doesn't exist. Outlook's calendar is built in, syncs to your phone, and will nag you before every appointment — once you've put the appointment in. Here's how to add events, make them repeat, and get the reminders right.
Quick reference
| What you want | How |
|---|---|
| Open the calendar | Click the calendar icon on the left, or press Ctrl + 2 |
| New event | New event / New Appointment, or double-click a time slot |
| Repeat it | Repeat / Recurrence |
| Reminder | Remind me / Reminder drop-down |
1. Create an event
New Outlook and Outlook on the web:
1. Click the Calendar icon in the left-hand bar.
2. Click New event (top left), or double-click the time you want on the calendar.
3. Type a title, such as Dentist.
4. Set the start and end date and time. Tick All day for birthdays and holidays.
5. Add a location and any notes, then click Save.
2. Click New event (top left), or double-click the time you want on the calendar.
3. Type a title, such as Dentist.
4. Set the start and end date and time. Tick All day for birthdays and holidays.
5. Add a location and any notes, then click Save.
Classic Outlook:
1. Click Calendar (bottom left) or press Ctrl + 2.
2. Click New Appointment, or double-click a time slot.
3. Fill in the subject, location and times.
4. Click Save & Close.
2. Click New Appointment, or double-click a time slot.
3. Fill in the subject, location and times.
4. Click Save & Close.
Tip: the fastest way is to click and drag across the time slot on the calendar, then type the title and press Enter.
2. Set a reminder
Every event gets a default reminder (usually 15 minutes before). To change it, open the event and pick a different time from the Remind me (new) or Reminder (classic) drop-down — anything from 0 minutes to two weeks.
For all-day events, set the reminder to 1 day or more so you have time to buy the birthday card.
To change the default for all new events: Settings → Calendar → Events and invitations (new) or File → Options → Calendar → Default reminders (classic).
3. Make an event repeat
1. Open the event.
2. Click Repeat (new Outlook) or Recurrence (classic).
3. Choose Daily, Weekly, Monthly or Yearly, then fine-tune — every two weeks, the first Monday of the month, and so on.
4. Set when it should stop, or leave it as Never for birthdays.
5. Save.
2. Click Repeat (new Outlook) or Recurrence (classic).
3. Choose Daily, Weekly, Monthly or Yearly, then fine-tune — every two weeks, the first Monday of the month, and so on.
4. Set when it should stop, or leave it as Never for birthdays.
5. Save.
To change one occurrence (this week's meeting moved to Thursday), open that occurrence and choose This event rather than All events when Outlook asks.
4. Move or change an event
• Drag it to a different time or day.
• Drag the bottom edge to make it longer or shorter.
• Double-click it to open and edit anything else.
• Drag the bottom edge to make it longer or shorter.
• Double-click it to open and edit anything else.
5. Mark an event private
If you share your calendar, colleagues can see event titles. Open the event and click Private (the padlock). They'll see you're busy, but not why.
6. Delete an event
Click it and press Delete. For a repeating event, Outlook asks whether to delete just this one or the whole series.
Troubleshooting
The reminder didn't pop up. Check Outlook was open (new Outlook also needs notifications allowed in Windows Settings) and that the event actually has a reminder set. In classic Outlook, File → Options → Advanced → Show reminders should be ticked.
The event is on the wrong calendar. If you have several accounts, check the calendar name at the top of the event form before saving. Open the event and use Save to (new) to move it.
My phone shows it an hour out. The time zone on one device is wrong. Check Settings → General → Language and time in Outlook and the time zone on your phone.
Wrapping up
Double-click a slot, type a title, set a sensible reminder. For anything regular, set it to Repeat once and never think about it again.
