Need Help on Setting up a repeated Reminder on Task with Reoccurence Every Year

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Eugene Sohn

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server 2010
Hi,

I want to send a task with a reminder to an email list that occurs every year. I want the task to have a pop-up reminder every time (not only the first time), and I want some help on finding a solution to this. Can anyone help me on this?

Thanks,

Eugene
 
R

rst75

Do you want the reminder on your computer or on everyone else's computer? I'm not sure it is possible to control on everyone's computer, if someone dismisses it, you can't set a reminder. Plus they all need to use Outlook for it to work. Maybe it would be better for you to send the reminder to the list every year.
 

Eugene Sohn

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server 2010
Thanks for the reply rst75,
I want the reminder on everyone else's computer. Would this work if they don't dismiss it? Will the reminder pop up every year? If so, how do I do it? Everyone uses Outlook at my company. The reason why I don't want to send every year is beause there are 20+ reminders that go out yearly (different months).
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Does it need to be a task or can you use an appointment or meeting request? It's really hard to inject things into other people's calendars or task list - and you can't assign tasks to a group.

I don't know if Randy has any better ideas, but you could set up a reminder on your computer to generate an email to the group to remind them...
http://www.slipstick.com/developer/send-email-outlook-reminders-fires/

If you are the exchange admin, you could use PowerShell to inject appointments or tasks into calendars. I have a code sample I've been meaning to write about that does this.
 

Eugene Sohn

New Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server 2010
Hi Diane,

Thanks for the reply! The reason why it needs to be a task is because people in the distribution list changes often and we'd like the reminder to go to whoever that is in that distribution list (DL) at that time. If we were to set it as an appointment, it would send the invitation to the people in the DL at the time of the invitation. I was able to assign a task to a group so I don't think that's a problem.

I really prefer not to send them an email to the group regularly and I'd like to automate it as much as I can.

I am not an exchange admin, but I can ask my exchange admin to inject tasks into calendar. However, will reminders pop up every year?

Thanks again,

Eugene
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
What I meant with assigning tasks to groups is that they don't work as assigned tasks - you won't get updates and if they person doesn't accept it, you won't know.

What you really need is a shared mailbox or shared calendar, open only to members of the dl. Unfortunately, DL's don't have calendars or tasks and if you create a calendar or task list in SharePoint or a public folder, the user needs to add it to their profile, and reminders still won't fire.

The problem with the task is that it goes to everyone at the time you assign it, just like a meeting request. There isn't a group task folder holding these tasks. If the DL changes often, wouldn't you want to send out / inject the task not long before its due, so only current members of the group receive it? If you send a recurring task, former members will get the reminder too.
 
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