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Applies to Event Management & Employee Training Management

Configure Outlook Calendar Invitation Reminders

Applies to

  • Event Management

  • Employee Training Management

Overview

When users enroll in an event, Event Management and Employee Training Management can send an Outlook calendar invitation. The reminder included in this invitation is controlled by the Reminder column in the corresponding SharePoint list:

  • Event Management: Scheduled Events

  • Employee Training Management: Scheduled Training Events

The value is entered as a decimal number representing the number of hours before the event starts.

 

Reminder valueOutlook reminder
00 minutes
0.2515 minutes
0.530 minutes
11 hour
241 day

To display an Outlook reminder 15 minutes before an event, enter 0.25 in the Reminder field.

Note: The default reminder configured in Outlook does not override a reminder specified in the calendar invitation. Outlook uses the reminder value provided by the SharePoint event.

Add the Reminder Column to the Event Form

If the Reminder field is not visible when creating or editing an event, add it to the event form:

  1. Open an existing event or create a new event.

  2. Select Edit form in the upper-right corner of the event form.

  3. Select the + icon at the bottom of the form.

  4. Select Reminder from the available columns.

  5. Save the form changes.

The Reminder field will now be available when creating or editing events.

For more information, see How-to: Editing forms for events, topics, courses, etc.

Configure the Reminder for an Individual Event

  1. Open the event in the Scheduled Events or Scheduled Training Events list.

  2. Locate the Reminder field.

  3. Enter the required reminder value. For a 15-minute reminder, enter 0.25.

  4. Save the event.

Calendar invitations sent for the event will include the configured reminder.

Configure the Default Reminder for New Events

You can also configure a default value for the Reminder column. This value will be applied automatically when a new event is created.

  1. Open the Scheduled Events list in Event Management or the Scheduled Training Events list in Employee Training Management.

  2. Open the list settings.

  3. Select the Reminder column.

  4. Enter the required value in the Default value field. For a 15-minute reminder, enter 0.25.

  5. Save the column settings.

New events will now use the configured reminder by default. Organizers can still change the value for an individual event if the Reminder field is available in the event form.

Important Notes

  • Changing the column’s default value only affects events created after the default value has been configured.

  • Existing events must be updated individually, either through the event form or directly in a list view.

  • A reminder change may not be applied to calendar entries that attendees have already accepted.

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