How Can I Set a Reminder in a Public Calendar in Outlook 2007?

Keep your team organized by placing reminders on public calendars in Outlook 2007.

A convenient feature in Outlook 2007 is the calendar reminder. This option appears by clicking the "Reminder" drop-down box in the window you use to enter an appointment, event, or note. You can set reminders ranging from five minutes to two weeks prior to the event, and also play a sound when the reminder triggers. Because a calendar must link to a specific user, setting a reminder in this way is only possible with a private calendar. To set a reminder in a public calendar in Outlook 2007, you need to install a third party add-in program.

Things You'll Need

• Outlook calendar reminder add-in

Instructions

1. Locate and download a "Calendar Reminder" add-in. To ensure the add-in is compatible with Outlook 2007, the best place to start looking is at the Microsoft Office Marketplace. While Microsoft does not officially endorse products in the Office Marketplace, they do check out the manufacturer before including the product.

2. Install software on the server and client computers according to instructions the manufacturer provides. Verify installation is successful by opening a "New Appointment" or "New Task" window from the "Actions" tab on the Outlook main menu. You should then locate a listing in the "Options" section for the reminder add-in.

3. Configure reminder options. Set permissions for creating and viewing reminders within public calendars. For example, you could allow all users within the network to create public calendar reminders, or for more control, give only one user, such as the secretary, permission to create reminders. If any users on the network do not require reminder notifications, you can exclude them by setting no reminder permissions.

4. Create a public reminder. Open the "New Appointment" or "New Task" window and create the calendar item as normal, then select the option for generating a reminder. This should open a new window where you can set the reminder to play a sound or send an additional reminder via email. Click "OK" or "Save & Close" to exit the window.

Tips & Warnings

• Some programs contain a central viewing window where you can view, reset or delete pending reminders.

References

• Microsoft Support: Reminders Do Not Start for Items in Public Folders
• Public Shareware: Public Reminder Add-In for Outlook

Resources

• IT Help: Microsoft Outlook Survival Guide
• Smart Code: Public Reminder Add-in
• Microsoft Office Marketplace: Public Calendar Reminder Add-ins