How to cancel calendar reminders from a specific source?

Hi @Braxton-Downs Fran, 

I hope you are doing well today.  

To confirm, you are currently receiving unwanted calendar confirmation reminders from your Property Management System (PMS) in Classic Outlook, and you would like to stop those notifications from coming through. 

This behavior occurs because your PMS system is sending reservation confirmations in the form of calendar meeting invitations, which Classic Outlook automatically processes and adds to your calendar as tentative events, triggering reminders in the process. As a result, even when you have already confirmed a reservation, Outlook continues to surface those calendar notifications since it treats each incoming invitation as an active event requiring your attention. 

To address this, please follow some workarounds below:  

1/ Create a rule to automatically move incoming invitations from the PMS system 

The most effective first step is to set up a rule in Classic Outlook that automatically redirects all incoming emails from your PMS system to a designated folder, preventing them from triggering calendar reminders altogether. To do so, please follow the steps below: 

• Right-click any existing confirmation email from your PMS system in your inbox. 
• Select Rules, then choose Always Move Messages from [sender name]. 
• Choose an existing folder or select New to create a dedicated folder such as PMS Confirmations.  
• Select OK to apply the rule, and check the box to run the rule on existing messages if needed. 

By doing this, future confirmation emails from your PMS will be redirected before Outlook has the opportunity to process them as calendar events. Manage email messages by using rules in Outlook - Microsoft Support 

2/ Adjust how Classic Outlook processes meeting requests and responses 

In addition to the above, there is a setting within Classic Outlook that controls how meeting requests and responses are handled when they arrive in your inbox. Enabling automatic processing will prevent those reservation confirmations from continuing to appear as active meeting items requiring a response. To configure this, please follow the steps below: 

• In Classic Outlook, go to File, then select Options. 
• Navigate to Mail, then scroll down to the Tracking section. 
• Ensure that the checkbox labeled Automatically process meeting requests and responses to meeting requests and polls is checked.  
• Select OK to save the change. 

With this setting enabled, Outlook will handle incoming meeting requests automatically without surfacing them as individual action items in your inbox. Change how Outlook processes read receipts and meeting responses - Microsoft Support 

3/ Manually remove reminders from existing calendar items added by the PMS system 

For any reservation confirmation events that have already been added to your calendar, it is important to remove their reminders directly to ensure they no longer trigger pop-up notifications. To do so, please follow the steps below: 

• Open your Calendar in Classic Outlook and locate the event added by the PMS system. 
• Double-click the calendar item to open it. 
• In the event window, locate the Reminder dropdown in the Options group on the ribbon. 
• Change the value to None, then select Save and Close. 
• If the event is not needed on your calendar at all, right-click the item and select Decline or Delete to remove it entirely. 

Repeating this for all existing PMS-generated calendar entries will ensure your reminders remain clean going forward. Add or delete notifications or reminders in Outlook - Microsoft Support 

I hope the information I shared earlier was somewhat helpful in addressing your issue. If you have any further questions or updates, please don’t hesitate to share. I’m always happy to assist further if needed.       

Thank you for your patience and your understanding. I look forward to continuing the conversation. 

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