Connect Outlook Calendar and every Remindax expiration, appointment, and event appears in your Outlook calendar automatically — with its reminder schedule attached and a link back to the item.

It works with personal Microsoft accounts (Outlook.com, Hotmail, Live) and with Microsoft 365 work or school accounts. Each person connects their own account, and the connection can run at the same time as Google Calendar.

What syncs (and what doesn't)

Remindax writes to Outlook. It does not read your existing appointments, and it never imports events from Outlook into Remindax.

What you save in Remindax, and what appears in Outlook:

  • An expiration item — a timed event on the expiry date, 09:00–09:30 in your company timezone.
  • An appointment or event with a start time — a timed event using the item's own start and end times.
  • An appointment or event without a start time — an all-day event on the item's date.

The sync runs one way. Editing or deleting an event inside Outlook does not change anything in Remindax — Remindax is the source of truth, and the next time you save the item the event is restored.

Before you start

You will need:

  • A Microsoft account — personal (Outlook.com, Hotmail, Live) or a Microsoft 365 work or school account.
  • Permission to approve the connection. Most people approve it themselves during sign-in; some organizations restrict app approvals, in which case an administrator has to approve it once for the whole tenant. See "Need admin approval" under Troubleshooting.

There is nothing to install, and no IT ticket for most accounts.

Connecting Outlook Calendar

Step 1 — Open the integration

Go to Settings → Integrations → Outlook Calendar.

Step 2 — Connect your Microsoft account

Click Connect Outlook. Microsoft asks you to sign in and approve access to your calendars.

Sign-in happens on Microsoft's own page. Remindax never sees or stores your password.

Step 3 — Choose the calendar

After you approve, Remindax loads your calendar list and selects your default calendar automatically.

To send events somewhere else — a shared calendar, or a secondary one you keep for renewals — pick it from the dropdown and save.

You can change this later at any time. New events go to the newly selected calendar from that point onward; events already written stay where they are.

Step 4 — Save an item

The next item you create or save appears in the calendar you chose.

Connecting does not backfill. Items you created before connecting sync the next time they are saved. If you want your existing items on the calendar straight away, open and save them.

What the event looks like

Each field of the Outlook event comes from the Remindax item:

  • Subject — Remindax - {item title}
  • Body — the item's notes, the full reminder schedule, and a View in Remindax link
  • Start / end — the expiry date, or the appointment's start and end
  • Time zone — your company's configured timezone
  • Location — the item's location (appointments and events)
  • Reminder — a popup at the item's first scheduled reminder time

A typical event looks like this:

  • Subject: Remindax - Loan Approval
  • When: Mon 31 Aug 2026, 09:00 – 09:30 (America/Toronto)
  • Reminder: Fri 28 Aug 2026, 11:00
  • Reminder Schedule: 2026-08-28 11:00, 2026-08-30 08:00, 2026-09-05 05:00 (America/Toronto)
  • View in Remindax — a link back to the item

The Remindax - prefix makes these events easy to spot and to filter in Outlook. The View in Remindax link opens the item itself, where the documents and contacts live.

Keeping the calendar accurate

A calendar full of stale renewal dates is worse than no calendar at all, so Remindax maintains its own events for you:

  • Item created or saved — event created.
  • Item edited (title, dates, notes, reminders) — event updated in place, no duplicate.
  • Item deleted — event removed.
  • Item restored from the recycle bin — event recreated.
  • Calendar selection changed — new events go to the newly selected calendar.

Calendar updates are sent after the page finishes loading, so syncing never slows down saving an item.

Reminders and popups

Outlook allows one reminder per event. Remindax uses your first scheduled reminder as the Outlook popup.

This is a limit of the calendar, not of your reminder plan:

  • The full reminder schedule is always written into the event body, so anyone looking at the event can see every alert still to come.
  • Remindax still sends every reminder by email, SMS, and WhatsApp on schedule, exactly as configured.

Reminders scheduled after the expiry date do not become popups. A calendar alert cannot fire after its own event has started — those reminders are still delivered through your other channels.

Running Outlook and Google Calendar together

Both integrations can be connected at once, and your items sync to both. This is worth doing when a team is split across Microsoft and Google — everyone gets renewal dates on the calendar they actually use.

  • Accounts — Outlook.com, Hotmail, Live and Microsoft 365 for Outlook; Google and Google Workspace for Google Calendar.
  • Choose target calendar — available on both.
  • Reminder popups per event — one on Outlook, up to five on Google.
  • Setup location — Settings → Integrations → Outlook Calendar, or Settings → Integrations → Google Calendar.

Both are configured the same way, and each person connects their own account.

Privacy and permissions

  • Sign-in uses OAuth. Remindax never sees or stores your Microsoft password.
  • Tokens are encrypted before they are stored, and your session renews automatically in the background — you should not have to reconnect.
  • Remindax requests calendar access only. The permissions are Calendars.ReadWrite (list your calendars and manage events) and offline_access (refresh its session).
  • Existing appointments are not read. Remindax reads the names of your calendars so you can pick one. It does not read the contents of anything already in your calendar.
  • Remindax only touches its own events. It creates and edits the events it created, and nothing else.
  • The connection is yours. It belongs to your user account, not to the whole company, and you can disconnect it whenever you want.

Troubleshooting

The Microsoft sign-in screen says "Need admin approval"

Your organization has restricted which apps its users may approve for themselves. This is a tenant policy, not a problem with your account.

A Microsoft 365 administrator needs to approve Remindax once, after which everyone in the organization can connect normally. Ask your IT administrator to approve the Remindax calendar connection, or contact Remindax support and we'll send them what they need.

Personal accounts (Outlook.com, Hotmail, Live) are never affected by this.

I connected, but nothing appears in my calendar

Work through these in order:

  • Save an item. Connecting does not backfill. Items created before you connected only sync the next time they are saved — open one and save it to test.
  • Check which calendar you selected. If you picked a secondary or shared calendar, make sure it's actually visible in your Outlook view; calendars can be unchecked in the sidebar.
  • Search for "Remindax -" in Outlook. Every event Remindax creates carries that prefix.
  • Check the date you're looking at. Expiration items land on the expiry date at 09:00, not on the reminder dates.
The events went to the wrong calendar

Go to Settings → Integrations → Outlook Calendar and choose the right calendar from the dropdown, then save.

This affects new events only. Events already written stay on the old calendar — delete those in Outlook if you don't want them there.

I set three reminders, but I only get one popup

That's expected. Outlook supports a single reminder per event, so Remindax uses the first one. The complete schedule is in the event body, and every reminder is still sent by email, SMS, and WhatsApp.

The popup never fired
  • Check the reminder date. If your first reminder is scheduled after the expiry date, it can't become a popup — a calendar alert cannot fire after its event has started.
  • Check Outlook's own notification settings. Reminder popups have to be enabled in the Outlook client or on your phone.
  • Check the item still exists. If the item was deleted, its event and popup were removed with it.
The time or timezone looks wrong

Events use the timezone configured for your company in Remindax, not your personal Outlook timezone. If they disagree, Outlook will display the event shifted into your local time.

Check the company timezone in your Remindax settings, then save the item again to rewrite the event.

I edited the event in Outlook and my change disappeared

The sync runs one way. Changes made in Outlook are not sent back to Remindax, and the next save of the item restores the event's details from Remindax.

Make the change on the item in Remindax instead — the event will update in place.

I deleted the event in Outlook and it came back

Same reason as above. Deleting the event in Outlook doesn't delete anything in Remindax, so the next save of the item recreates it.

To remove it permanently, delete or disconnect on the Remindax side.

I'm seeing duplicate events

Edits update the existing event in place, so duplicates usually mean the item exists twice in Remindax, or that you changed calendars and the old event is still sitting on the previous calendar. Check both, and delete the leftover event in Outlook.

If both calendars are showing the same event, note that connecting Google Calendar as well means items sync to both — that's two calendars showing one item, not a duplicate.

The connection shows a sync error, or I'm asked to reconnect

Click Connect Outlook again to re-authorize. This normally clears it — sessions renew on their own, so a persistent error usually means the authorization was revoked (for example, from your Microsoft account's app permissions, or by an administrator).

If reconnecting doesn't help, contact support with the error shown on the integration page.

The Connect button is disabled

If the page says Outlook API credentials need to be configured, that's a server-side setting rather than something wrong with your account. Contact Remindax support.

Can other people in my company see my calendar events?

Only if you send Remindax events to a calendar they already have access to. The connection is per user — your teammates each connect their own account, and the events go wherever each of them chose.

To give a whole team the same view, have one person point the integration at a shared calendar.

Disconnecting

Disconnect from Settings → Integrations → Outlook Calendar.

Syncing stops immediately. Events already written stay in your calendar — Remindax does not clear them out. You can delete those in Outlook if you no longer want them.

Reminders themselves are unaffected: email, SMS, and WhatsApp reminders continue exactly as before. Only the calendar events stop.

Still stuck?

Contact Remindax support and include:

  • Whether you're on a personal Outlook account or Microsoft 365.
  • Any error message shown on the integration page or on the Microsoft sign-in screen.
  • The name of the calendar you selected.
  • An example item that should have synced but didn't.

That's usually enough for us to identify the problem straight away. You can reach us at https://www.remindax.com/contact