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How to Send Excel Task Reminder Emails Automatically

Nimra Malik Oct 9, 2026 871 views

Question details

The user needs a way to send automated email reminders based on renewal or due dates stored in an Excel task list.

How to Automatically Send Task Reminder Emails from Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Tracking tasks or renewals in an Excel spreadsheet and needing the system to automatically notify stakeholders when dates arrive.
Observed behavior: Excel lacks a native scheduling function to automatically send reminder emails based on cell dates, requiring a workaround using an external automation tool.

Before you start

Ensure your Excel task list is formatted as an official Excel Table (press Ctrl+T) and that the file is saved to a cloud storage location like OneDrive or SharePoint, as cloud access is required for automation workflows.

Solution 1Recommended

Use Power Automate to Create a Scheduled Flow

Since Excel cannot send emails natively, creating a scheduled flow in Microsoft Power Automate is the most effective way to trigger daily or weekly email reminders based on your spreadsheet dates.

Power Automate connects your cloud-saved Excel table to an email client such as Outlook. By setting a recurrence trigger, you can configure the flow to check the spreadsheet automatically at specified intervals and email the relevant parties if a task's due date matches today's date.

Create a Scheduled Cloud Flow

Log into Microsoft Power Automate, click 'Create' on the left sidebar, and select 'Scheduled cloud flow'. Name your flow and set the Recurrence interval (e.g., repeat every 1 day).

List Rows Present in a Table

Add a new step and search for the 'Excel Online (Business)' connector. Choose the 'List rows present in a table' action, then select the OneDrive or SharePoint location, the specific Excel file, and the name of the Table containing your tasks.

Add a Condition for Due Dates

Add a 'Condition' step. Set it to check if your task's 'Due Date' column value is equal to the current date. You can use the expression 'formatDateTime(utcNow(), 'yyyy-MM-dd')' to generate today's date for comparison.

Configure the Email Action

In the 'If yes' branch of your condition, add the 'Send an email (V2)' action via the Office 365 Outlook connector. Use dynamic content from your Excel table to fill in the 'To' field (recipient email), the Subject line, and the task details in the body.

Save and Test the Flow

Save your newly created flow. Click 'Test' in the upper right corner to run the flow manually and verify that the reminder emails are successfully triggered for rows matching the date criteria.

Use Power Automate to Create a Scheduled Flow

Excel Date Formatting in Power Automate: Excel stores dates as serial numbers. In the 'List rows present in a table' step, click 'Show advanced options' and set 'DateTime Format' to 'ISO 8601'. This ensures Power Automate reads the dates as standard calendar dates instead of numbers.

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Manage Your Task Lists Efficiently with WPS Office

While automated email workflows rely on specific Microsoft ecosystem tools like Power Automate, you do not always need a costly subscription for everyday spreadsheet and task management. WPS Office provides a free, lightweight, and powerful alternative for creating, formatting, and tracking task lists.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Create Your Task Tracker: Open WPS Spreadsheet to easily build and format your task list with built-in templates.
3. Save and Share: Save your work seamlessly in .xlsx format to ensure it is ready for cloud uploads or sharing.

Fully compatible with Microsoft Excel (.xlsx) formats, ensuring your tables and data remain intact.Lightweight and fast, opening large task lists and datasets instantly without lag.Built-in robust data filtering, conditional formatting, and sorting to track due dates visually.Free to use with a highly familiar, intuitive tabbed interface.

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Frequently Asked Questions

Can Excel send automatic emails without Power Automate?

No, Microsoft Excel does not have a native built-in feature to automatically schedule and send reminder emails based on dates. You must use a workflow tool like Power Automate or write complex VBA macros to handle automation.

Why can't Power Automate find my Excel table?

Power Automate can only interact with Excel data that is explicitly formatted as a Table (Insert > Table or Ctrl+T) and stored in a supported cloud location like OneDrive for Business or SharePoint. Local files are not natively supported without a gateway.

How do I trigger the email before the due date?

In your Power Automate condition, instead of checking if the due date equals today's date, you can use expressions to add or subtract days from the current date (e.g., 'addDays(utcNow(), 7)') to trigger a reminder a week in advance.

Can I send reminder emails to different people for different tasks?

Yes, as long as your Excel table includes a column with the assigned person's email address. In the Power Automate 'Send an email' step, use that specific email column as dynamic content in the 'To' field.

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