Outlook Tips: Calendar Notifications – Tech Tip for May 23, 2025

In this week’s Tech Tip, we explore receiving calendar notifications even when the new Outlook app is closed. You no longer need to keep Outlook open to stay on top of your meetings. With new Outlook for Windows, you can now receive calendar notifications directly on your desktop—even when Outlook isn’t running. With the click of a notification these new settings will allow you to jump straight into the event details. Let’s dive in!

Enable Calendar Notifications When Outlook Is Closed

Make sure the following settings are in place to receive calendar alerts while Outlook is closed.

In the new Outlook:

• Open ‘Settings’ (click the ‘gear’ icon at top-right).
  • Select the ‘General’ tab and choose ‘Notifications’ from the menu.
  • Expand Notifications in Outlook and enable ‘Send notifications when Outlook is closed.’
  • Under ‘Notify me about’ section, expand ‘Calendar.’
    • Select ‘Desktop,’ and click ‘Save’ to change ‘Notification style.’

TIP: After you make these adjustments, you can close Outlook without missing any meeting reminders.

In Windows 11 Settings:

• Go to ‘System’ and click ‘Notifications.’
  • Under ‘Notifications from apps and other senders,’ select ‘Outlook’ (new) button, to make sure ‘Show notification banners’ is turned on.

• From Settings menu: Select ‘Apps’ and ‘Installed apps’ button.
  • Search or scroll down to find ‘Outlook’ (new) app.
  • Click the ‘…’ (ellipses) menu button, choose ‘Advanced options.’

• • Scroll to ‘Background apps permissions section and set ‘Let this app run in background’ to ‘Always.’

Manage Calendar Invitations More Efficiently

Outlook now lets you automatically delete calendar invites after you’ve responded to them. Let’s review these settings, below.

• In Outlook, go to ‘Settings’ (the ‘gear’ icon) to launch pop-up.
  • Choose the ‘Calendar’ tab from the left menu.
  • Select ‘Events and invitations’ and ‘Invitations from other people.’
• Enable or disable the option based on your preference.

TIP: Selecting this option will assist to keep your inbox less cluttered by removing invites once you’ve accepted (or declined them).

With these simple notification settings adjustments, you can streamline your calendar experience, stay on schedule, and reduce inbox clutter. We hope you’ll give these a try!

Reach Out to TechWise Group

Interested in learning more about new Outlook and features? Reach out to TechWise Group. We’ll help you make the most of your Microsoft tools.

Important Microsoft Announcements:

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