Others

How to Create a Conditional Microsoft Lists Reminder with Power Automate

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to set up a date-based reminder for a Microsoft List that evaluates a secondary choice column, ensuring reminders are not sent if the item is marked as Discontinued.

Product: Microsoft Lists / Power Automate
Device & OS: not provided
Scenario: Automating date-based email reminders for list items while excluding specific items based on their current status.
Observed behavior: Standard Microsoft Lists rules trigger date-based reminders universally and cannot be configured to conditionally suppress notifications based on another column's value, such as a Status column.

Before you start

Ensure you have an active Microsoft 365 subscription that includes access to Power Automate, and verify that you have edit permissions for the Microsoft List you want to automate.

Solution 1Recommended

Build a Custom Power Automate Flow

Create a custom automated flow in Power Automate that checks the choice column of your list item before deciding whether to send the reminder email.

Because native Microsoft Lists rules cannot handle multi-condition logic (like checking both a date and a text status simultaneously), you must use Power Automate. A scheduled cloud flow can retrieve your list items daily, evaluate their status, and only send reminders for items that meet your specific criteria.

Create a Scheduled Cloud Flow

Navigate to Power Automate from your Microsoft 365 app launcher. Click on 'Create' in the left sidebar and select 'Scheduled cloud flow'. Name your flow and set the recurrence to run daily.

Retrieve Microsoft Lists Items

Add a new step and search for the 'Get items' action under the SharePoint connector. Select the 'Site Address' and 'List Name' where your data is stored.

Add a Condition Control

Add an 'Apply to each' loop and insert your list values. Inside this loop, add a 'Condition' control. Set the parameters to check if your 'Status' column value is 'is not equal to' the text 'Discontinued'.

Configure the Email Action

In the 'If yes' branch of your condition (meaning the item is active), add the 'Send an email (V2)' action to dispatch the reminder. Leave the 'If no' branch completely empty so that discontinued items trigger no action.

Utilize Community Resources: If you struggle with the exact syntax for the trigger or condition logic, the Power Automate Community forums are an excellent place to share your flow structure and get specific troubleshooting advice.

Free Microsoft Office alternative

Manage Data and Trackers Effectively with WPS Office

While Power Automate handles complex Microsoft 365 automations, managing status trackers and deadlines can often be simplified using traditional spreadsheets. WPS Office provides a powerful, free alternative to Microsoft Office, allowing you to track tasks and format data conditionally with full Excel compatibility.

1. Download and Install: Get WPS Office from the official website and install it on your computer or mobile device.
2. Open Your Tracker: Launch WPS Spreadsheet and either create a new blank tracker or import your existing Excel list.
3. Apply Conditional Formatting: Select your data range, click 'Conditional Formatting' under the Home tab, and set rules to highlight active tasks while fading out discontinued ones.

Fully compatible with Microsoft Excel (.xlsx) formats for seamless file migration.Use advanced spreadsheet functions and conditional formatting to visually manage statuses and deadlines without complex cloud flows.Lightweight application with a familiar, easy-to-use tabbed interface.A completely free alternative to expensive Microsoft 365 business subscriptions.

microsoft office alternative - wps office

Frequently Asked Questions

Can I use standard Microsoft Lists rules to check multiple columns at once?

No, standard Microsoft Lists rules are relatively basic and trigger based on a single condition, such as a date approaching or a single column changing. For multi-condition logic, you must use Power Automate.

Why did my Power Automate reminder flow still send emails for discontinued items?

This typically happens if the 'Condition' action checking the 'Status' column is either missing, placed outside the 'Apply to each' loop, or configured with the wrong logical operator. Ensure it strictly evaluates 'is not equal to Discontinued' before the email step.

Is Power Automate free to use alongside Microsoft Lists?

Power Automate's standard connectors, which include the SharePoint actions used to read Microsoft Lists, are included at no extra cost with most standard Microsoft 365 business and enterprise subscriptions.

Office Quick Solutions