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How to Send Email Reminders for Due Tasks Using Power Automate and Excel

Bushra Parveen Sep 30, 2026 869 views

Question details

Configure automated emails to notify task owners when their assignments in an Excel Gantt chart are due.

How to Send Email Reminders for Due Tasks Using Power Automate and Excel

Product: Microsoft Excel and Power Automate
Device & OS: not provided
Scenario: The user has an Excel Gantt chart tracking project tasks and wants to automate email notifications to action owners based on due dates.
Observed behavior: Need to automatically trigger email reminders based on due dates and task completion status from an Excel table.

Before you start

Ensure your task tracking data is formatted as an official Excel Table (Insert > Table) and saved on a cloud platform like OneDrive or SharePoint for Power Automate to access it.

Solution 1Recommended

Create a Scheduled Flow in Power Automate

Use a recurrence-based flow to check your Excel table daily and send emails for tasks matching the due date.

To automate email reminders, Power Automate needs to read a structured table in the cloud on a set schedule, evaluate the date and status columns, and trigger an email action for any matching rows.

Prepare your Excel Data

Open your Gantt chart in Excel, highlight your data range, and press Ctrl+T to format it as a Table. Ensure you have distinct columns for 'Due Date', 'Status', and 'Owner Email'.

Set up a Scheduled Flow

Log in to Power Automate, click 'Create' on the left menu, and select 'Scheduled cloud flow'. Name your flow and set the recurrence to repeat once every day.

List Rows from Excel

Click 'New step' and search for 'Excel Online'. Select the 'List rows present in a table' action. Choose your OneDrive or SharePoint location, select your Excel file, and pick the Table name you created in step 1.

Filter Tasks by Due Date

Add a 'Condition' step. Set the condition to check if the 'Due Date' from your Excel dynamic content is equal to the current date (using the utcNow() expression), and add an additional row to ensure the 'Status' is not equal to 'Complete'.

Send the Email Reminder

In the 'If yes' branch of your condition, click 'Add an action' and search for 'Send an email (V2)'. Click the 'To' field, select 'Add dynamic content', and choose the 'Owner Email' column from your Excel table. Customize the Subject and Body with task details.

Flow Troubleshooting: If you need detailed logic troubleshooting for complex date formats or empty fields, creating a thread in the Microsoft Power Automate Community is highly recommended.

Free Microsoft Office alternative

Manage Project Tasks Effectively with WPS Office

While Power Automate handles Microsoft ecosystem workflows, WPS Office offers a lightweight, completely free alternative for managing your Gantt charts, project timelines, and spreadsheet data.

1. Download and Install: Visit the official WPS Office website to download and install the free software suite.
2. Open Your Project Data: Launch WPS Spreadsheets and open your existing project tracking .xlsx file seamlessly.
3. Utilize Free Templates: Click on 'Templates' in the top ribbon to explore and apply free Gantt chart layouts for your project tracking.

Highly compatible with Microsoft Excel (.xlsx) formatsBuilt-in Gantt chart templates for easy project trackingLightweight application that runs smoothly on any deviceFamiliar user interface with no steep learning curve

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Frequently Asked Questions

Why isn't Power Automate finding my Excel table?

Power Automate can only read Excel data that has been formatted as an official Table (via Insert > Table) and is stored in a cloud location like OneDrive for Business or SharePoint.

Can I send reminder emails days before the actual due date?

Yes. In your Power Automate flow condition, you can use the addDays expression, such as addDays(utcNow(), 3), to compare the current date plus your desired number of warning days against the task's due date column.

How do I prevent flow errors when an owner's email address is missing?

To prevent the flow from failing on empty rows, add a condition before the email action that checks if the 'Owner Email' column is not empty, or use an OData filter query in the 'List rows' step to exclude blank email fields.

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