SharePoint Document Issues

Fix SharePoint Expiration Rules Not Sending Reminder Emails

Adam Davis Oct 23, 2026 868 views

Question details

Users need a reliable method to ensure reminder emails are sent when documents in a SharePoint list or library reach their expiration dates, especially when multiple recipients need to be notified.

How to Fix SharePoint Expiration Rules Not Sending Reminder Emails

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Managing document lifecycles and tracking expiration dates within a SharePoint environment.
Observed behavior: Standard SharePoint expiration rules do not automatically process dates that have already passed, and the basic reminder feature struggles to send emails to multiple recipients.

Before you start

Ensure you have the necessary site owner or member permissions to add columns, create lists, and configure Power Automate flows in your SharePoint environment.

Solution 1Recommended

Use a SharePoint Date-Column Reminder

Configure the built-in SharePoint reminder for a specific date column to receive notifications before a document expires.

This method is ideal if you only need the reminder sent to yourself and do not require complex workflow logic.

Create a Document Expiration Date column

Navigate to your SharePoint list or library. Click 'Add column' and select 'Date and time' to create a dedicated Document Expiration Date column.

Access the Automate menu

Click the 'Automate' menu located at the top of your list or library interface, select 'Set a reminder', and choose your Expiration Date column.

Configure the reminder interval

Set the reminder interval to the required number of days, such as zero days before expiration, to ensure you receive timely email alerts.

Data Type Verification: Verify that your expiration column strictly uses the 'Date and time' data type, otherwise the reminder function will not recognize it.

Solution 2

Create a Power Automate Flow for Multiple Recipients

Use a scheduled Power Automate flow to handle complex conditions and send expiration email notifications to multiple users.

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Frequently Asked Questions

Why are my SharePoint expiration rules not triggering for past dates?

Standard SharePoint rules typically trigger based on item creation or modification events rather than actively scanning for past expiration dates. If an expiration date simply passes without the item being modified, the rule may not fire. Scheduled Power Automate flows are better suited for this scenario.

Can I send standard SharePoint reminders to multiple people?

The built-in SharePoint reminder function is generally suited for notifying the individual who configured the reminder. To reliably notify multiple recipients, it is highly recommended to use a Power Automate flow.

What data type should I use for an expiration date column in SharePoint?

You must use the 'Date and time' data type. If the column uses a 'Single line of text' or other data types, built-in reminder templates and Power Automate flows will not be able to process the date values properly.

Document & File Issues