Office 365 (Apple iCal/Calendar) - Event notifications/alerts

This document explains how to set event notifications (alerts) in Apple iCal (Mac OS 10.5-7) or Calendar (Mac OS 10.8-9).

Event notifications are called Alerts in both Apple iCal (Mac OS 10.5-7) and Apple Calendar (Mac OS 10.8-11). However, the options available to customize your event notifications have changed. Please select your operating system below for detailed instructions:


Apple iCal (Mac OS 10.5-7)

iCal calls notifications Alerts. Alerts are set on individual items as you create them and there are several types. They can be postponed when the alert triggers at the time you have specified. There is one preference setting for them that covers both events you create and events to which you are invited.

  • From the the iCal menu select Preferences.
  • On the General tab at the bottom of the display, select the checkbox to have an alert added automatically to events you create and events you’re invited to.
  • Enter a time interval in minutes for how soon before an event you want an alert to appear in the “minutes before the start time” field.


Apple Calendar (Mac OS 10.8-9)

Event notifications in Apple Calendar are called Alerts. You can interact with Alerts in two ways:

  1. Add an alert for an event
  2. Change your default preferences

Note: Screenshots are from OS 10.9 but are mostly the same for OS 10.8. Notes have been made when options are in different locations for OS 10.8.

Add an alert for an event

To add or edit the alert(s) for a specific event:

  1. Double click on the event and click on the date to expand the edit menu.

    (In 10.8, after double-clicking on the event, click the Edit button.)


  2. Click on the arrows next to the alert field to view the types of alerts available.


  3. Select the time you'd like the alert from the drop down menu.

    (In 10.8, you will first select the type of alert you want to add (these options include Message, Message with Sound, Email, and Open File).)


  4. If you'd like to choose the type of alert (the options listed for 10.8 above), click Custom....

    (In 10.8, a unit of time will appear automatically (minutes before, hours before, days before, minutes after, hours after days after). Click on the arrow next to the unit of time to change it.)


    Choose the type of alert and when you'd like the alert. Click OK once you've made your changes.

    (In 10.8, you can also change the number by clicking to display a text box.)


    If you choose Message with Sound, you will also be prompted to select a sound. If you select Email, you will be prompted to select an email address.

  5. If you'd like to add an additional alert, click the + symbol to the far right of the alert menu.

    (In 10.8, Apple Calendar will always display an additional alert that says None. To add an additional alert, click the arrow next to None.)


    Then repeat steps 2 through 4.

  6. Once you have added your desired number of alerts for that event, simply click outside the event.

    (In 10.8, hit Done.)

Change your default preferences

Your default alert preferences will apply to all events in your calendar, not just events that are newly created in Apple Calendar.
  1. From the Calendar menu, select Preferences.


  2. Verify that you have selected the correct calendar from the Account drop down menu.


  3. Select how far in advance your notifications appear from the Events drop down menu. This setting applies to all events except All Day events and Birthdays.


  4. Select how far in advance you will receive notifications for All Day Events from the drop down menu.


  5. Select how far in advance you will receive notifications for Birthdays from the drop down menu. 


  6. The Turn off shared calendar messages in Notification Center setting prevents you from receiving alerts about calendars listed as Delegates or Subscriptions in the Notification Center. 


  7. The Turn off invitation messages in Notification Center setting prevents alerts about new meeting invitations from appearing in the Notification Center. 





Keywords:calendaring calendars oracle events appointments agenda tasks apple macosx ical 10.5 10.6 10.7 10.8 10.9 10.10 10.11 el capitan mountain lion snow leopard mavericks office 365 o365 o365   Doc ID:47221
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2015-02-16 11:33 CDTUpdated:2016-03-03 11:56 CDT
Sites:UW-Milwaukee Help Desk
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