Outlook 2016 shared calendar reminders

Question

How do I turn outlook 2016 calendar reminders from a calendar shared with me?

Answer 1

Hi Jacqui Sattler,

Welcome to Microsoft Q&A.

I understand the shared calendar reminders can be disruptive. Let's go through the options to control them in Outlook 2016.

Option 1: Turn off reminders for the shared calendar

1. Go to Calendar view.
2. Right-click the shared calendar in the left pane > Properties (or Calendar Properties).
3. If you see a "Show reminders" checkbox, uncheck it > OK.

Note: If this option is missing or grayed out, Outlook is likely treating the calendar as a read-only shared stream (common with standard "Share Calendar" invites). In that case, try Option 2.

Option 2: Check Delegate Access settings

1. Go to File > Account Settings > Delegate Access.
2. If you're listed as a delegate, clear the checkbox for "Delegate receives copies of meeting-related messages..." (wording may vary).
3. Click OK.

Option 3: Turn off all reminders globally

If the above options don't apply, you can disable reminders for all calendars:

1. Go to File > Options > Advanced.
2. Uncheck "Show reminders" under the Reminders section.
3. Note: This will turn off reminders for your own calendar as well.

Important: If you have Editor or Owner permissions on the shared calendar, using Dismiss or Dismiss All may affect the shared items for everyone. Only dismiss reminders if you're responsible for managing that calendar.

Please let me know if this proves useful to you, or if you would like further assistance.

I'm looking forward to your reply.

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Answer 2

In Outlook 2016 (classic Outlook for Windows), reminders from a shared calendar behave like any other calendar reminders and are controlled by the general reminder settings and by the shared-calendar feature state.

To stop (or re‑enable) reminders from a shared Outlook.com calendar in Outlook 2016, use these steps:

1. Verify shared calendar improvements are turned on (for Outlook.com–type shared calendars)
   1. In Outlook, select File > Account Settings > Account Settings.
   2. Select the Outlook.com account that is used to access the shared calendar and choose Change....
   3. Choose More Settings, then go to the Advanced tab.
   4. Make sure Turn on shared calendar improvements is checked if you want the best behavior for shared calendars (including proper reminder handling). Select Apply and OK.
2. Control whether reminders show at all in Outlook 2016
   1. Select the File tab.
   2. Select Options.
   3. In the Outlook Options dialog, select Advanced.
   4. In the Reminders section, use Show reminders:
      • Clear this checkbox to stop seeing reminder pop‑ups for all calendars (including shared calendars).
      • Select this checkbox to allow reminders to appear.
   5. Select OK.
3. Change or remove reminders on individual shared‑calendar events
   1. Open the shared calendar in Outlook.
   2. Double‑click the specific appointment/meeting.
   3. Use the Reminder drop‑down to set a different reminder time or choose None to remove the reminder for that event.
   4. Select Save & Close.

If reminders from a shared Outlook.com calendar reappear after being dismissed, ensure the Outlook.com service version includes the fix for shared calendar reminders and that Shared Calendar Improvements are enabled as above.

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References:

• Unable to dismiss shared calendar reminders for Outlook.com accounts in Outlook Desktop
• Reminders in Outlook do not appear
• Use calendar categories and reminders in Outlook
• Add or delete notifications or reminders in Outlook
• Share your calendar in Outlook