how to send reminder emails in a group of monthly meetings

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how to send reminder emails in a group of monthly meetings

Alcoser, Julissa 0

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Answer 1

Hi @Alcoser, Julissa,

I hope you’re doing well. Thank you for posting your question in the Microsoft Q&A forum.

Based on my research, in both New Outlook and Classic Outlook the built-in Reminder experience for calendar events is primarily a notification/popup alert that appears on a user’s device (depending on their Outlook/client notification settings), not automatically sent emails. So Outlook doesn’t natively provide a simple way to send fully customized recurring reminder emails to an entire group for each monthly occurrence.

If your goal is to send actual reminder emails to meeting participants (a Microsoft 365 Group, distribution list, or the attendee list) on a recurring cadence (daily/weekly/monthly), a practical option is to use Microsoft Power Automate

You can create a Scheduled cloud flow (Recurrence trigger) that runs at your chosen time (e.g., “1 day before the meeting” or “every month on the 1st at 9:00 AM”) and automatically sends an email to your group/DL/list using your preferred subject and message template.
For you reference: Run a cloud flow on a schedule in Power Automate - Power Automate | Microsoft Learn

In case you require more in-depth guidance or support for these steps, I’d recommend posting your query in the Microsoft Power Automate Community. This is a dedicated channel for Power Automate discussions. The reason I suggest posting a new topic there is that in the general Q&A Forum, resources and expertise on Power Automate are limited. In the Microsoft Power Platform Community Forum, you’ll find the most qualified group of respondents, and other partners who regularly read the forums can share their knowledge or learn from your interaction.

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Answer 2

Use Outlook’s meeting reminders to send automatic notifications for a recurring (monthly) meeting series.

To set reminders for all new meetings in classic Outlook:

Select File > Options > Calendar.
Under Calendar options, select Default reminders.
Choose how long before meetings the reminder should appear (for example, 15 or 30 minutes), then save. This applies to all new meetings created.

To set or change the reminder for an existing recurring monthly meeting:

Open Outlook and select Calendar.
Open the meeting series. If prompted with “Open Recurring Item,” choose:
- Just this one to change only a single occurrence, or
- The entire series to change all monthly meetings.
On the Appointment (or Recurring Event) tab, use the Reminder dropdown to select how long before the meeting the reminder should appear. To disable it, select None.

Participants will receive the reminder based on this setting before each occurrence of the monthly meeting.

If email-style follow-ups are needed (for example, a separate reminder email in addition to the calendar pop-up), create an email in Outlook and use Follow Up flags and reminders:

Select the email message.
Go to Home > Follow Up > Add Reminder.
In the Custom dialog box, ensure Reminder is checked and set the date/time. This will create a reminder for the sender (and, if using Flag for Recipients, can add emphasis and an optional reminder for recipients).

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how to send reminder emails in a group of monthly meetings

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