Reminders Pop up for meetings set in past

Posted on 2006-05-28
Last Modified: 2010-01-04
If you set up a meeting or an appointment that it's time is before the current time in Outlook 2003, it immediatelly pops up the reminder which have to be dismissed. (I do this to keep track of unscheduled events that I had).

However In outlook 2000 if you have set up a meeting or an appointment that it's time was before the current time, it does not pop up a reminder as the default for reminder for this was not checked.

The Outlook 2000 behaviour is the desired behaviour.

This change in behaviur in Outlook 2003 is a nuisance.

Is there a way to  get the normal Outlook 2000 behaviour back in Outlook 2003?
Question by:flexlight
    LVL 97

    Expert Comment

    Greetings, flexlight !

    The reminder option can be turned off completely if you don't want to use it. To turn off the reminders, clear the Display Reminder and Play Reminder Sound check boxes under the Reminder Options in the Advanced options. You can find the Advanced options under Tools->Options->Other.

    Best wishes!

    Author Comment

    Ahh, but theres the rub, I do want reminders for future events that reach their time.

    I do not want reminders for events I create in the present for a time that has already passed.

    The madening thing is that it was that way in Outlook 2000. I think MS did not change it deliberatly but simply forgot to migrate this feature.
    LVL 35

    Expert Comment

    Not, sure, what is the sense of making meeting in the past, but you can disable the remider for every meeting if you open the meeting and select the options for the reminder. So, just disable it during creation.

    Also, if the reminder pops up, you can close a single item, so that the reminder will not come back for this single item.
    LVL 97

    Expert Comment

    >> I do not want reminders for events I create in the present for a time that has already passed.

    You get reminders for events that have already passed?  Please clarified.

    Make sure you have the latest updates to Outlook 2003.  It is up to service pack 2 and hotfixes.

    If no joy, Outlook 2003 made some changes to Outlook 2000 and 2002.  So reminders do not work the same.

    Author Comment

    People use it to mark time usage for events that were not scheduled in advance.

    e.g. Sales person sits in the office and gets a long phone call. After it, he marks the time he just spent on the phone as an appintment. As it accured already, when he marks it on the calendar, its time has already passed. In Outlook 2000 the appointment was created on the calendar and everything was quiet. In Outlook 2003, once he marks the appointment on the calendar (drags with the mouse), writes the subject and hits enter, the Reminder comes up and has to be dismissed.

    Therefore, by the way, opening the appointment and uncheking the reminder option is not a solution as well. Neither dismissing the single item.

    I will check if the SP is installed.
    LVL 35

    Expert Comment

    > Therefore, by the way, opening the appointment and uncheking the reminder option is not a solution as well.
    Before you get the reminder, you have to save the meeting, so uncheck the reminder before you save the meeting.

    Author Comment

    See the description above. The appointment is not created by pressing New Appointment on the Toolbar. It is created by using the fastest method, in Calendar view, dragging the mouse on the Calendar pane, typing descripion and pressing enter.
    LVL 35

    Expert Comment

    I see, some more ideas:

    - Disable reminders generally and activate them for individual items as needed
    - Use a secondary calendar folders for these items - reminders are only shown in the default folders (inbox, task, calendar), not in subfolders or user defined folders and also not in public folders
    LVL 20

    Accepted Solution

    An irritating feature indeed. Here's a link to a macro to disable it for past appointments. It doesn't appear that there's a built-in facility within Outlook to turn it off.
    Deb :))

    Author Comment

    So that the solution be available:

    Outlook 2003 Reminder for Past Appointments
    Only 1 message in topic - view as tree  
     From:  JR - view profile
    Date:  Wed, May 5 2004 12:00 am  
    Email:   "JR" <>
    Groups:   microsoft.public.outlook
    Not yet ratedRating:    
    show options  

    This was a follow up on a previous post about reminders in outlook.

    I was looking for a way to turn off reminders for all items that I added
    prior to the current date and time (which was truely annoying).  I could not
    find any setting that does this in outlook if you know of one please let me

    What I ended up doing is writing some code to turn them off when the
    appointment is added and I have listed it below for anyone else that is
    annoyed by this "feature".  To use it just open outlook go to tools, macro,
    visual basic editor and paste the code in there.  You will have to allow
    macros to run in outlook for it to work.

    Dim WithEvents oCalendarItems As Outlook.Items

    Private Sub Application_Startup()

        Dim oNS As Outlook.NameSpace
        Set oNS = Application.GetNamespace("MAPI")
        Set oCalendarItems = oNS.GetDefaultFolder(olFolderCalendar).Items
    End Sub

    Private Sub Application_Quit()
    Set oCalendarItems = Nothing
    End Sub

    Private Sub oCalendarItems_ItemAdd(ByVal Item As Object)
    Dim appt As Outlook.AppointmentItem
    Set appt = Item

    If appt.Start <= Now() Then
     appt.ReminderSet = False
    End If

    End Sub


    Author Comment

    P.S. Debsyl99 - Great Solution. Thanks!!!

    Added Details:

    If you don't have macro's in outlook current session yet, when you go to Tools | Macro | VB, there will be no code window open. Double click the "This outlook session" and the code window will open. Paste the code there.

    To activate macro's, go to Tools | Macro | Security and set to Low.

    It does have the risk of running malicious code but if you have AntiVirus and mail relay that strips executables, it is OK.

    You have to exit outlook, save the macro when prompted and then run outlook again to get this working.

    Wish: I couldn't find a way to set this macro to trusted. This could allow me to bring security back up.

    Write Comment

    Please enter a first name

    Please enter a last name

    We will never share this with anyone.

    Featured Post

    What Security Threats Are You Missing?

    Enhance your security with threat intelligence from the web. Get trending threat insights on hackers, exploits, and suspicious IP addresses delivered to your inbox with our free Cyber Daily.

    Learn more about how the humble email signature can be used as more than just an electronic business card. When used correctly, a signature can easily be tailored for different purposes by different departments within an organization.
    Use email signature images to promote corporate certifications and industry awards.
    This Experts Exchange video Micro Tutorial shows how to tell Microsoft Office that a word is NOT spelled correctly. Microsoft Office has a built-in, main dictionary that is shared by Office apps, including Excel, Outlook, PowerPoint, and Word. When …
    To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it. The vast majority of email clients display l…

    737 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    17 Experts available now in Live!

    Get 1:1 Help Now