How to Generate Automatic Email Alerts in Excel (2 Easy Ways)

We will use the following dataset that includes emails of various people, as well as the deadlines they must meet, then set up email alerts based on those dates.

Method 1 – Use Power Automate to Generate Automatic Email Alerts in Excel

Step 1 – Prepare the Dataset

We will work with the following dataset mentioned before.
We will send email alerts automatically according to the deadline.

Select any cell of the dataset and press Ctrl + T.
A dialog box of Create Table is showing.
The range of the table is the range of the dataset.
Press OK to generate the table.

Save your Excel file on OneDrive for Business or SharePoint.
Go to the Microsoft 365 application.

Step 2 – Launch Power Automate

Click on the icon on the top left (nine dots in a square).

Note: It doesn’t work with OneDrive Personal accounts, and you need a Microsoft 365 account.

Click on All apps to see the list of apps of MS 365.

Select the Power Automate application.

In Power Automate, click on Create and then choose Scheduled Cloud Flow.

Give a name to the power flow. We have used the name Automated Email Alert.
We want the alerts to be sent out daily, so we have selected Repeat every 1 Day.
Click on Create.

Step 3 – Link Power Automate and Excel

We have a single step of Recurrence.
Click on New Step to add other steps.

Choose List rows present in a table from the Actions tab. If you do not see this option, you can also search in the search box.

Click on the drop-down menu for Location.
Select OneDrive for Business.

Select OneDrive for Document Library.

Navigate to the file location and select the file.

Select the table name containing your dataset. We have used Table 1 in Excel.

Click on Show Advanced Options.

In the Filter Query field, put: Deadline eq'.
Click on Add dynamic content and it will open a floating wizard.
Go to the Expression tab and enter this formula in the formula bar:

formateDateTime(convertFromUTC(utcNow(),'Central America Standard Time'),'yyyy-MM-dd')

Here, we have formatted the Deadline column of the Excel file in the standard format of Central America Standard Time.

End with'.

Set the DateTime Format to ISO 8601.

Step 4 – Extract the List of Emails

Select Next step and in the search box type select and choose Select: Data Operation from the list of Actions.

Click on Add dynamic content and choose Value from the list.

Click on the Text icon after selecting the Map option.

Search Email in the search bar and select Email from the list.

Step 5 – Compose the Extracted List of Emails

Add another step and search Compose in the search bar.
Select Compose.

The Compose operation will be shown, so click Add dynamic content.
In the Expression bar, put the following formula:

union(body('Select'),body('Select'))

Click OK to proceed.

Step 6 – Add Control to Each Email

Select Control.

Select Apply to each from the Actions tab.

Click on the box below Select an Output from previous steps.
Select Outputs using the Add dynamic content icon.

Step 7 – Extract Data for Each Email

Click on Add an action.

Search filter array in the search bar and select Filter array.

Select Value from the wizard occurred after clicking on the plus icon on the right.

Choose Add dynamic content and select Email from there.

Select the Current item in the third field.

Step 8 – Generate HTML for Email Alerts

Click on Add an action and search Create HTML Table on the search box.
Select Create HTML Table.

In the From field, click on the box and then press on the Add dynamic content icon.
From the floating wizard, select Body.
Click on Show advanced options.

From the Columns field, select Custom.

Enter names for the columns that you want in your table names in the Header column.
In the 1st column of the Header field, write Deadline.
In the 2nd column, use the following formula in the Expression bar:

formatDateTime(item()['Deadline'],'MMM d,yyyy')

We will format the value of the Deadline column in the definite format.

Add another column named Topic.
Set the value of the column by using the following formula in the Expression bar:

item()['Topic']

Step 9 – Automatically Create Emails in Outlook

Add another action named Send an email (V2).

Click on the To field and click on Add dynamic content.
From the floating wizard, select the Current item from the list.

Write the subject of the mail in the Subject field.
In the Body field, click Add dynamic content and select Output from the list.

You can choose advanced options by clicking on Show advanced options.

Select Save.
Your flow is ready. You can test your results by clicking on the Test button.

Select Manually to manually test the flow.
Open the Outlook application to check the automated email alerts.

Final Output

Here’s a sample message on the Outlook application.

Method 2 – Send Automatic Email Alerts from the Excel Worksheet Using VBA

STEPS:

We will work with the following dataset mentioned before.
If the deadline is between 1 and 7 days from today, we will generate an automated email alert.

To open the VBA Macro, press Alt + F11.

The Microsoft Visual Basic for Application window will pop up.
From the Insert tab, select the Module option.

Paste the following VBA code in the module:

Public Sub SendReminderMail()
'Declare the variables
    Dim XDueDate As Range
    Dim XRcptsEmail As Range
    Dim xMailContent As Range
    Dim xRngDn As Range
    Dim xCrtOut As Object
    Dim xValDateRng As String
    Dim xValSendRng As String
    Dim k As Long
    Dim xMailSections As Object
    Dim xFinalRw As Long
    Dim CrVbLf As String
    Dim xMsg As String
    Dim xSubEmail As String
    On Error Resume Next
    'To select the date column insert a input box
    Set XDueDate = Application.InputBox("Select the column for Deadline/Due Date date column:", "ExcelDemy", , , , , , 8)
    If XDueDate Is Nothing Then Exit Sub
    'Insert a input box for selecting the recipients
    Set XRcptsEmail = Application.InputBox("Choose the column for the email addresses of the recipients:", "ExcelDemy", , , , , , 8)
    If XRcptsEmail Is Nothing Then Exit Sub
    'To enter the text mail, insert a input box
    Set xMailContent = Application.InputBox("In your email, choose the column with the reminded text:", "ExcelDemy", , , , , , 8)
    If xMailContent Is Nothing Then Exit Sub
    'Count rows for the due dates
    xFinalRw = XDueDate.Rows.Count
    Set XDueDate = XDueDate(1)
    Set XRcptsEmail = XRcptsEmail(1)
    Set xMailContent = xMailContent(1)
    'Set command to open MS Outlook Application
    Set xCrtOut = CreateObject("Outlook.Application")
    'Apply For loop to conduct the operation in each row one by one
    For k = 1 To xFinalRw
        xValDateRng = ""
        xValDateRng = XDueDate.Offset(k - 1).Value
        'Apply If condition for the Due Date values
        If xValDateRng <> "" Then
        'Condition set to send mail if the difference between due dates and current date is greater than 1 and less than 7 days
        'Means 1 < X< 7, X = Due Date - Current Date
        If CDate(xValDateRng) - Date <= 7 And CDate(xValDateRng) - Date > 0 Then
            xValSendRng = XRcptsEmail.Offset(k - 1).Value
            'Create the subject, body and text contents with the required variables
            xSubEmail = xMailContent.Offset(k - 1).Value & " on " & xValDateRng
            CrVbLf = "<br><br>"
            xMsg = "<HTML><BODY>"
            xMsg = xMsg & "Dear " & xValSendRng & CrVbLf
            xMsg = xMsg & "Text : " & xMailContent.Offset(k - 1).Value & CrVbLf
            xMsg = xMsg & "</BODY></HTML>"
            'Create the email
            Set xMailSections = xCrtOut.CreateItem(0)
            'Define the position to place the Subject, Body and Recipients Address
            With xMailSections
                .Subject = xSubEmail
                .To = xValSendRng
                .HTMLBody = xMsg
                .Display
                .Send
            End With
            Set xMailSections = Nothing
        End If
    End If
    Next
    Set xCrtOut = Nothing
End Sub

After saving, press F5 to run the program.
You can also run the program by clicking on the Play icon.

An input message box will pop up.
Select the column for the deadline. We have selected the D5:D10 range and pressed OK.

Another input message box will float up.
Select the column for the mail addresses. We have selected the B5:B10 range and pressed OK.

The final input message box will float up.
Select the column for the Topic. We have selected the C5:C10 range and pressed OK.

All of your emails will be sent as reminder emails before the due dates.
You can also choose to manually send the emails using the automated program described above. Place an apostrophe (‘) before the (.send) command to disable it, as shown in the image below.

You will get all the completed drafts in the app.
By clicking the Send button, select whom you want to send emails to.

Download the Practice Workbook

Automatic Email Alerts.xlsm

<< Go Back to Alerts in Excel | Learn Excel

Get FREE Advanced Excel Exercises with Solutions!

Private Sub Workbook_Open() ' Call the SendReminderMailAutomatically subroutine when the workbook is opened SendReminderMailAutomatically End Sub Public Sub SendReminderMailAutomatically() Public Sub SendReminderMailAutomatically() ' Declare the variables Dim ws As Worksheet Dim XDueDate As Range Dim XRcptsEmail As Range Dim xMailContent As Range Dim xCrtOut As Object Dim k As Long Dim xMailSections As Object Dim xFinalRw As Long Dim CrVbLf As String Dim xMsg As String Dim xSubEmail As String On Error Resume Next ' Set the worksheet Set ws = ThisWorkbook.Sheets("YourSheetName") ' Replace "YourSheetName" with the actual sheet name ' Define the ranges from the worksheet Set XDueDate = ws.Range("A2:A" & ws.Cells(ws.Rows.Count, "A").End(xlUp).Row) ' Assuming due dates are in column A starting from row 2 Set XRcptsEmail = ws.Range("B2:B" & ws.Cells(ws.Rows.Count, "B").End(xlUp).Row) ' Assuming email addresses are in column B starting from row 2 Set xMailContent = ws.Range("C2:C" & ws.Cells(ws.Rows.Count, "C").End(xlUp).Row) ' Assuming email content is in column C starting from row 2 ' Count rows for the due dates xFinalRw = XDueDate.Rows.Count ' Set command to open MS Outlook Application Set xCrtOut = CreateObject("Outlook.Application") ' Apply For loop to conduct the operation in each row one by one For k = 1 To xFinalRw ' Apply If condition for the Due Date values If XDueDate.Cells(k).Value "" Then ' Condition set to send mail if the difference between due dates and current date is greater than 1 and less than 7 days ' Means 1 < X < 7, X = Due Date - Current Date If CDate(XDueDate.Cells(k).Value) - Date 0 Then ' Create the subject, body, and text contents with the required variables xValSendRng = XRcptsEmail.Cells(k).Value xSubEmail = xMailContent.Cells(k).Value & " on " & XDueDate.Cells(k).Value CrVbLf = vbCrLf xMsg = "Dear " & xValSendRng & CrVbLf xMsg = xMsg & "Text : " & xMailContent.Cells(k).Value & CrVbLf ' Create the email Set xMailSections = xCrtOut.CreateItem(0) ' Define the position to place the Subject, Body, and Recipients Address With xMailSections .Subject = xSubEmail .To = xValSendRng .Body = xMsg .Send End With Set xMailSections = Nothing End If End If Next Set xCrtOut = Nothing End Sub MsgBox "Reminder emails have been sent.", vbInformation End Sub

Sub SendEmails() Dim deadlineRange As Range Dim emailRange As Range Dim topicRange As Range Dim ws As Worksheet Dim outlookApp As Object Dim outlookMail As Object Dim i As Long On Error Resume Next Set deadlineRange = Application.InputBox("Select the range of deadlines:", Type:=8) On Error GoTo 0 If deadlineRange Is Nothing Then Exit Sub On Error Resume Next Set emailRange = Application.InputBox("Select the range of emails:", Type:=8) On Error GoTo 0 If emailRange Is Nothing Then Exit Sub On Error Resume Next Set topicRange = Application.InputBox("Select the range of topics:", Type:=8) On Error GoTo 0 If topicRange Is Nothing Then Exit Sub Set ws = ThisWorkbook.ActiveSheet Set outlookApp = CreateObject("Outlook.Application") For i = 1 To emailRange.Rows.Count Set outlookMail = outlookApp.CreateItem(0) With outlookMail .To = emailRange.Cells(i, 1).Value .Subject = topicRange.Cells(i, 1).Value & " " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") .Body = "Dear," & vbCrLf & vbCrLf & _ "TEXT: " & topicRange.Cells(i, 1).Value & vbCrLf & _ "DEADLINE: " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") & "." & vbCrLf & vbCrLf & _ "Kind regards," .Display .Send End With Set outlookMail = Nothing Next i Set outlookApp = Nothing Set ws = Nothing Set topicRange = Nothing Set emailRange = Nothing Set deadlineRange = Nothing End Sub

Sub SendEmails() Dim deadlineRange As Range Dim emailRange As Range Dim topicRange As Range Dim ws As Worksheet Dim outlookApp As Object Dim outlookMail As Object Dim i As Long On Error Resume Next Set deadlineRange = Application.InputBox("Select the range of deadlines:", Type:=8) On Error GoTo 0 If deadlineRange Is Nothing Then Exit Sub On Error Resume Next Set emailRange = Application.InputBox("Select the range of emails:", Type:=8) On Error GoTo 0 If emailRange Is Nothing Then Exit Sub On Error Resume Next Set topicRange = Application.InputBox("Select the range of topics:", Type:=8) On Error GoTo 0 If topicRange Is Nothing Then Exit Sub Set ws = ThisWorkbook.ActiveSheet Set outlookApp = CreateObject("Outlook.Application") For i = 1 To emailRange.Rows.Count Set outlookMail = outlookApp.CreateItem(0) With outlookMail .To = emailRange.Cells(i, 1).Value .Subject = topicRange.Cells(i, 1).Value & " " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") .Body = "Dear," & vbCrLf & vbCrLf & _ "TEXT: " & topicRange.Cells(i, 1).Value & vbCrLf & _ "DEADLINE: " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") & "." & vbCrLf & vbCrLf & _ "Kind regards," .Display On Error Resume Next .Send End With Set outlookMail = Nothing Next i Set outlookApp = Nothing Set ws = Nothing Set topicRange = Nothing Set emailRange = Nothing Set deadlineRange = Nothing End Sub

Sub SendEmails() Dim deadlineRange As Range Dim emailRange As Range Dim topicRange As Range Dim docSubmittalRange As Range Dim ws As Worksheet Dim outlookApp As Object Dim outlookMail As Object Dim i As Long On Error Resume Next Set deadlineRange = Application.InputBox("Select the range of deadlines:", Type:=8) On Error GoTo 0 If deadlineRange Is Nothing Then Exit Sub On Error Resume Next Set emailRange = Application.InputBox("Select the range of emails:", Type:=8) On Error GoTo 0 If emailRange Is Nothing Then Exit Sub On Error Resume Next Set topicRange = Application.InputBox("Select the range of topics:", Type:=8) On Error GoTo 0 If topicRange Is Nothing Then Exit Sub On Error Resume Next Set docSubmittalRange = Application.InputBox("Select the range of document submittal dates:", Type:=8) On Error GoTo 0 If docSubmittalRange Is Nothing Then Exit Sub Set ws = ThisWorkbook.ActiveSheet Set outlookApp = CreateObject("Outlook.Application") For i = 1 To emailRange.Rows.Count If deadlineRange.Cells(i, 1).Value >= Date And deadlineRange.Cells(i, 1).Value <= Date + 14 Then If Trim(docSubmittalRange.Cells(i, 1).Value) = "" Then Set outlookMail = outlookApp.CreateItem(0) With outlookMail .To = emailRange.Cells(i, 1).Value .Subject = topicRange.Cells(i, 1).Value & " " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") .Body = "Dear," & vbCrLf & vbCrLf & _ "TEXT: " & topicRange.Cells(i, 1).Value & vbCrLf & _ "DEADLINE: " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") & "." & vbCrLf & vbCrLf & _ "Kind regards," .Display On Error Resume Next .Send End With Set outlookMail = Nothing End If End If Next i Set outlookApp = Nothing Set ws = Nothing Set topicRange = Nothing Set emailRange = Nothing Set deadlineRange = Nothing Set docSubmittalRange = Nothing End Sub

Public Sub SendReminderMail() 'Declare the variables Dim XDueDate As Range Dim XRcptsEmail As Range Dim xMailContent As Range Dim xFinalRw As Long Dim xValDateRng As String Dim xValSendRng As String Dim k As Long Dim xSubEmail As String Dim xMsg As String Dim AppleScript As String 'Input box for the deadline/due date column Set XDueDate = Application.InputBox("Select the column for Deadline/Due Date date column:", "ExcelDemy", Type:=8) If XDueDate Is Nothing Then Exit Sub 'Input box for email addresses Set XRcptsEmail = Application.InputBox("Choose the column for the email addresses of the recipients:", "ExcelDemy", Type:=8) If XRcptsEmail Is Nothing Then Exit Sub 'Input box for email content Set xMailContent = Application.InputBox("In your email, choose the column with the reminded text:", "ExcelDemy", Type:=8) If xMailContent Is Nothing Then Exit Sub 'Count rows for due dates xFinalRw = XDueDate.Rows.Count 'Loop through each row For k = 1 To xFinalRw xValDateRng = XDueDate.Cells(k).Value 'Check if the due date is within the next week If xValDateRng <> "" And CDate(xValDateRng) - Date <= 7 And CDate(xValDateRng) - Date > 0 Then xValSendRng = XRcptsEmail.Cells(k).Value xSubEmail = xMailContent.Cells(k).Value & " on " & xValDateRng xMsg = "Dear " & xValSendRng & vbCrLf & "Text : " & xMailContent.Cells(k).Value 'AppleScript to send email AppleScript = "tell application ""Mail""" & vbCrLf AppleScript = AppleScript & "set newMessage to make new outgoing message with properties {subject:""" & xSubEmail & """, content:""" & xMsg & """, visible:true}" & vbCrLf AppleScript = AppleScript & "tell newMessage" & vbCrLf AppleScript = AppleScript & "make new to recipient at end of to recipients with properties {address:""" & xValSendRng & """}" & vbCrLf AppleScript = AppleScript & "send" & vbCrLf AppleScript = AppleScript & "end tell" & vbCrLf AppleScript = AppleScript & "end tell" 'Run AppleScript from VBA MacScript (AppleScript) End If Next End Sub

Public Sub SendReminderMail() 'Declare the variables Dim XDueDate As Range Dim XRcptsEmail As Range Dim XRcptsName As Range Dim xMailContent As Range Dim xRngDn As Range Dim xCrtOut As Object Dim xValDateRng As String Dim xValSendRng As String Dim k As Long Dim xMailSections As Object Dim xFinalRw As Long Dim CrVbLf As String Dim xMsg As String Dim xSubEmail As String On Error Resume Next 'To select the date column insert a input box Set XDueDate = Application.InputBox("Select the column for Deadline/Due Date date column:", "ExcelDemy", , , , , , 8) If XDueDate Is Nothing Then Exit Sub 'Insert a input box for selecting the recipients Set XRcptsEmail = Application.InputBox("Choose the column for the email addresses of the recipients:", "ExcelDemy", , , , , , 8) If XRcptsEmail Is Nothing Then Exit Sub Set XRcptsName = Application.InputBox("Choose the column for the name of the recipients:", "ExcelDemy", , , , , , 8) If XRcptsName Is Nothing Then Exit Sub 'To enter the text mail, insert a input box Set xMailContent = Application.InputBox("In your email, choose the column with the reminded text:", "ExcelDemy", , , , , , 8) If xMailContent Is Nothing Then Exit Sub 'Count rows for the due dates xFinalRw = XDueDate.Rows.Count Set XDueDate = XDueDate(1) Set XRcptsEmail = XRcptsEmail(1) Set xMailContent = xMailContent(1) Set XRcptsName = XRcptsName(1) 'Set command to open MS Outlook Application Set xCrtOut = CreateObject("Outlook.Application") 'Apply For loop to conduct the operation in each row one by one For k = 1 To xFinalRw xValDateRng = "" xValDateRng = XDueDate.Offset(k - 1).Value 'Apply If condition for the Due Date values If xValDateRng <> "" Then 'Condition set to send mail if the difference between due dates and current date is greater than 1 and less than 7 days 'Means 1 < X< 7, X = Due Date - Current Date If CDate(xValDateRng) - Date <= 7 And CDate(xValDateRng) - Date > 0 Then xValSendRng = XRcptsEmail.Offset(k - 1).Value 'Create the subject, body and text contents with the required variables xSubEmail = xMailContent.Offset(k - 1).Value & " on " & xValDateRng CrVbLf = " " xMsg = "<HTML><BODY>" xMsg = xMsg & "Dear " & XRcptsName.Offset(k - 1).Value & CrVbLf xMsg = xMsg & xMailContent.Offset(k - 1).Value & CrVbLf xMsg = xMsg & "</BODY></HTML>" 'Create the email Set xMailSections = xCrtOut.CreateItem(0) 'Define the position to place the Subject, Body and Recipients Address With xMailSections .Subject = xSubEmail .To = xValSendRng .HTMLBody = xMsg .Display '.Send End With Set xMailSections = Nothing End If End If Next Set xCrtOut = Nothing End Sub

Sub SendEmailAlerts() Dim ws As Worksheet Dim cell As Range Dim expiryDate As Date Dim today As Date Dim emailBody As String Dim OutApp As Object Dim OutMail As Object Set ws = ThisWorkbook.Sheets("Sheet1") today = Date Set OutApp = CreateObject("Outlook.Application") OutApp.Session.Logon For Each cell In ws.Range("B2:B" & ws.Cells(ws.Rows.Count, "B").End(xlUp).Row) If IsDate(cell.Value) Then expiryDate = cell.Value If expiryDate <= today Then emailBody = "The test certificate for " & cell.Offset(0, -1).Value & " has expired on " & expiryDate & "." Call SendEmail(OutApp, emailBody, "Expiry Alert: Red") ElseIf expiryDate <= today + 30 Then emailBody = "The test certificate for " & cell.Offset(0, -1).Value & " will expire on " & expiryDate & "." Call SendEmail(OutApp, emailBody, "Expiry Alert: Yellow") End If End If Next cell Set OutMail = Nothing Set OutApp = Nothing End Sub Sub SendEmail(OutApp As Object, emailBody As String, subject As String) Dim OutMail As Object Set OutMail = OutApp.CreateItem(0) With OutMail .To = "[email protected]" .subject = subject .HTMLBody = "" & emailBody & "" .display '.Send 'To send emails, uncomment the ".Send" command. End With End Sub

Sub SendEmailAlerts() Dim ws As Worksheet Dim cell As Range Dim expiryDate As Date Dim today As Date Dim emailBody As String Dim OutApp As Object Dim sentDates As Object Set ws = ThisWorkbook.Sheets("Sheet1") today = Date Set sentDates = CreateObject("Scripting.Dictionary") ' Track sent emails by date Set OutApp = CreateObject("Outlook.Application") OutApp.Session.Logon For Each cell In ws.Range("B2:B" & ws.Cells(ws.Rows.Count, "B").End(xlUp).Row) If IsDate(cell.Value) Then expiryDate = cell.Value ' Check if the expiry date has already triggered an email If Not sentDates.exists(expiryDate) Then If expiryDate <= today Then emailBody = "The test certificate for " & cell.Offset(0, -1).Value & " has expired on " & expiryDate & "." Call SendEmail(OutApp, emailBody, "Expiry Alert: Red") ElseIf expiryDate <= today + 30 Then emailBody = "The test certificate for " & cell.Offset(0, -1).Value & " will expire on " & expiryDate & "." Call SendEmail(OutApp, emailBody, "Expiry Alert: Yellow") End If ' Mark the expiry date as having been processed sentDates.Add expiryDate, True End If End If Next cell Set OutApp = Nothing End Sub

Sub SendEmail(OutApp As Object, emailBody As String, subject As String) Dim OutMail As Object Set OutMail = OutApp.CreateItem(0) With OutMail .To = "[email protected]" ' Change this to your email address .Subject = subject .HTMLBody = "" & emailBody & "" .Send ' Uncomment this line to send the email automatically End With End Sub

Sub SendEmailGmail() Dim objMessage As Object Set objMessage = CreateObject("CDO.Message") objMessage.Subject = "Test Email" objMessage.From = "[email protected]" objMessage.To = "[email protected]" objMessage.TextBody = "This is a test email." With objMessage.Configuration.Fields .Item("http://schemas.microsoft.com/cdo/configuration/sendusing") = 2 .Item("http://schemas.microsoft.com/cdo/configuration/smtpserver") = "smtp.gmail.com" .Item("http://schemas.microsoft.com/cdo/configuration/smtpauthenticate") = 1 .Item("http://schemas.microsoft.com/cdo/configuration/smtpserverport") = 465 .Item("http://schemas.microsoft.com/cdo/configuration/smtpusessl") = True .Item("http://schemas.microsoft.com/cdo/configuration/sendusername") = "[email protected]" .Item("http://schemas.microsoft.com/cdo/configuration/sendpassword") = "your-password" .Update End With objMessage.Send End Sub

function sendEmail() { var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet(); var recipient = "[email protected]"; var subject = "Email from Google Sheets"; var body = "This is an automated email from Google Sheets."; MailApp.sendEmail(recipient, subject, body); }

31 Comments

Dennis Jan 11, 2024 at 2:50 PM

Hi,
I have tried to use the VBA code and it almost works perfectly.
However, I don’t receive an email every day as I should (I have made my own document that has consecutive dates). But when I run the VBA code then I receive all the emails that I should have received automatically.

Also, I have tried to copy the VBA code in Module1 (does not work) and also the Tabel1 sheet.

Is it meant to receive emails automatically?

Kind regards
Dennis

Junaed-Ar-Rahman Jan 16, 2024 at 3:31 PM

Thank you DENNIS for your comment.
The code is automatic since whenever you run it, you don’t need to check which deadlines are 1 to 7 days away from the current date. Also, the code creates a draft automatically. However, if you want to automate the whole process, you will have to modify the code slightly and create a task scheduler. Copy the following code and paste it into the VBA module:

Create a task-scheduler:
Now, follow the steps below to create a task scheduler:
1. Type “Task Scheduler” in the Windows search bar and press “Enter”.
2. In the right-hand Actions pane, click on “Create Basic Task”. Set a name and description for your task.
3. Choose Daily in the “Trigger” option and Start a Program in the “Action” part.
4. In the Program/Script box, give the directory of “excel.exe” file.
5. In the “Add arguments” field, specify the full path to your Excel file.
6. Click “Finish.”

Hopefully, following the steps above, you will be able to perform your desired task.

Regards
Md Junaed Ar Rahman

isaac chavez Mar 28, 2024 at 9:41 PM

good day, I have tried this code, and it does not work. the first code worked great, except it does not send automatically. how can i get it qutomaticly?

Lutfor Rahman Shimanto Mar 31, 2024 at 4:27 PM

Hello Isaac Chavez

Thanks for visiting our blog and sharing your problem. I have developed an Excel VBA Sub-procedure that automatically sends emails.

SOLUTION Overview:

All you need to do is to click on Allow when the Microsoft Outlook dialog box appears.

Excel VBA Sub-procedure:

When testing the sub-procedure, I accidentally emailed you by pressing Allow in the Microsoft Outlook dialog box. Please ignore that. I hope the sub-procedure will fulfil your goal; good luck.

Regards
Lutfor Rahman Shimanto
Excel & VBA Developer
ExcelDemy

isaac Apr 2, 2024 at 10:06 PM

Everything works great for 2. Send Automatic Email Alerts from Excel Worksheet Using VBA.
Now how do I get it to generate automatically daily without having to physically go into excel and manually run macro.
- Reply
  Lutfor Rahman Shimanto Apr 3, 2024 at 4:47 PM
  Dear Issac
  
  Thanks for letting us know that the previously provided SendEmails sub-procedure worked on your side. Now, you want to automate this task daily. To achieve this, you create a Workbook_Open event and call the SendEmails sub-procedure. Later, you must use the Task Scheduler to open the workbook daily at a particular time. I have improved the SendEmails sub-procedure and created a solution to your problem using the mentioned idea.
  
  Follow these steps:
  Press ALt+F11, click on Insert followed by Module.
  
  Insert the following code in the module1 and save it:
  Sub SendEmails() Dim deadlineRange As Range Dim emailRange As Range Dim topicRange As Range Dim ws As Worksheet Dim outlookApp As Object Dim outlookMail As Object Dim i As Long On Error Resume Next Set deadlineRange = Application.InputBox("Select the range of deadlines:", Type:=8) On Error GoTo 0 If deadlineRange Is Nothing Then Exit Sub On Error Resume Next Set emailRange = Application.InputBox("Select the range of emails:", Type:=8) On Error GoTo 0 If emailRange Is Nothing Then Exit Sub On Error Resume Next Set topicRange = Application.InputBox("Select the range of topics:", Type:=8) On Error GoTo 0 If topicRange Is Nothing Then Exit Sub Set ws = ThisWorkbook.ActiveSheet Set outlookApp = CreateObject("Outlook.Application") For i = 1 To emailRange.Rows.Count Set outlookMail = outlookApp.CreateItem(0) With outlookMail .To = emailRange.Cells(i, 1).Value .Subject = topicRange.Cells(i, 1).Value & " " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") .Body = "Dear," & vbCrLf & vbCrLf & _ "TEXT: " & topicRange.Cells(i, 1).Value & vbCrLf & _ "DEADLINE: " & Format(deadlineRange.Cells(i, 1).Value, "dd mmmm yyyy") & "." & vbCrLf & vbCrLf & _ "Kind regards," .Display On Error Resume Next .Send End With Set outlookMail = Nothing Next i Set outlookApp = Nothing Set ws = Nothing Set topicRange = Nothing Set emailRange = Nothing Set deadlineRange = Nothing End Sub
  
  Later, right-click on ThisWorkbook under the VBA Project section and click on View Code.
  
  Paste the following code in the workbook module and save it:
  Private Sub Workbook_Open() Call Module1.SendEmails End Sub
  
  Now, open the Task Scheduler and close the Excel file.
  
  In the Task Scheduler window, click on Create Basic Task.
  
  In the Create Basic Task Wizard:
  
  >> Name the task and add descriptions.
  
  >> Click on Next.
  
  Now, choose Task Trigger as daily.
  
  Select the desired date and time and click on Next.
  
  At this time, choose Action as Start a program.
  
  Browse to choose EXCEL.EXE.
  
  Insert the intended Excel file path in the Add arguments section.
  
  Finally, click on Finish.
  
  Now, wait until the start time is reached, previously set within Task Scheduler.
  
  When it is time, the Excel File will open.
  
  As a result, the SendEmails sub-procedure will called from the Workbook_Open event.
  Hopefully, you have found the ultimate solution to your requirements. I have attached the solution workbook; good luck.
  
  DOWNLOAD SOLUTION WORKBOOK
  
  Regards
  Lutfor Rahman Shimanto
  Excel & VBA Developer
  ExcelDemy
  - Reply
    Greg Apr 11, 2024 at 10:45 PM
    
    Hello,
    
    I have the routine for “Public Sub SendReminderMail()” working correctly, however I would like to add an additional filter to the data. Along with returning dates between 0 and x days, I would like it to further filter that dataset by only returning dates in that range and also the corresponding cell in column O is blank (=””). How would I add that?
    
    would it be an “AND” statement in the following line:
    If CDate(xValDateRng) – Date 0 Then…

Greg Apr 10, 2024 at 2:40 AM

Hi Lutfor,

I can also confirm the SendEmails sub-routine works well. I was trying without success to modify it with another qualifier: as well as returning the values for dates between the declared range (i.e. 0 to 14 days), I would like to further filter the dataset if a respective cell in another column for the returned dataset row was blank (“”). For example, if my Date range is (“A2:A50”), and my Document submittal Date range is (“B2:B50”), I’m trying to send emails where the value in column “A” is within the date range “and” the value in column “B” is blank (“”).
What would that syntax look like?
Thanks!!

Lutfor Rahman Shimanto Apr 16, 2024 at 7:36 PM

Hello Greg

Thanks for visiting our blog and informing us that the previous solution worked perfectly. You want to filter the data that includes the date falling within the specified date range (0 to 14 days). Also, you want to include the rows where the document submittal date is blank.

I have come up with an Excel VBA code. You can try it; if needed, make changes to fulfil your goal.

Excel VBA Code:

I have attached the solution workbook; good luck.

DOWNLOAD SOLUTION WORKBOOK

Lukas Cejnar Apr 19, 2024 at 7:14 PM

Hi! The code doesn’t open my MS Outlook after running the code.

I have a mac and run the lastest software. Does it also work on a MAC?

Thank you!

Lukas

Shamima Sultana Apr 21, 2024 at 9:06 AM

Hello Lukas Cenjar,

This VBA code won’t work on MAC but here we are giving you a sample code that might work on MAC. We updated our existing code based on MAC requirements.
1. We used AppleScript to interact with the Mail application on macOS to create and send the email.
2. Then, used MacScript to run AppleScript commands from VBA to handle Mac-specific scenarios.

Regards
ExcelDemy

Mary Grace May 18, 2024 at 3:05 PM

Hi,

The second method works for me. However, I would like to ask how can I edit the body of the mail, instead Dear “email address” and change to actual name. Also, the word “text” to be removed on the body of the mail.

Shamima Sultana May 19, 2024 at 11:09 AM

Hello Mary Grace,

Please use this updated code to get your desired result:
Here I added an input box to select the column with the names of the recipients (XRcptsName ). Then, updated the email body to include the recipient’s actual name and removed the word “text.”

Vickie May 23, 2024 at 8:02 PM

I have an Excel Spreadsheet containing a column Description of Lifting Equipment and a column for the Test Certificate Expiry Date.

I formatted the cells to become yellow when the Expiry Date is within 30 Days of the Actual Date (Todays Date) , and Red when it has Expired…

What I would like for Excel to do is send me a mail when the Cells reach their Conditions to Yellow and Red.

Is that possible?

Can someone help me with the Coding Please?

Regards Vickie

Lutfor Rahman Shimanto May 26, 2024 at 9:12 AM

Hello Vickie

Thanks for visiting our blog and sharing an exciting problem with such clarity. I have reviewed your situation and developed two sub-procedures to fulfil your goal. Your problem is about automating email alerts in Excel based on conditional formatting for expiry dates of lifting equipment test certificates.

Don’t worry! I have demonstrated it in an Excel workbook. Please check the following:

Automate email alerts in Excel based on conditional formatting for expiry dates of lifting equipment test certificates

I hope you have found the sub-procedures you were looking for. I have attached the solution workbook as well. Good luck.

Roel Oct 10, 2024 at 8:46 PM

Is it also possible to fit the system that it only sends 1 email at a time. I am now getting three mails, that are all the same because of an same expiration date? IS there someone who knows this?

Kind regards,

Roel

Shamima Sultana Oct 11, 2024 at 10:57 AM

Hello Roel,

To address your first concern about receiving multiple emails due to the same expiration date, you can modify the code to ensure only one email is sent per unique expiration date. This can be done by adding a simple check to track which dates have already triggered an email. Here’s how you can adjust the code:

This update ensures that for any particular expiration date, only one email will be sent.

Roel Oct 10, 2024 at 1:01 PM

Hello, i have the same problem. I want to create a system in which i get an email based of a color change in an excel cell. I have used your new VBA sub procedure. However it won’t send me automatically an email with the expiration date. It does show me the concept version if i put an apostrophe before the send button. How do I fix it to send me an email automatically when the expiration date reaches 30 days?
- Shamima Sultana Oct 11, 2024 at 11:00 AM
 Hello Roel,
 
 To ensure your system automatically sends an email when the expiration date reaches 30 days, you need to adjust your VBA code slightly. The apostrophe before the .Send line is preventing the email from being sent. Removing that apostrophe will allow the email to be sent automatically.
 
 Here’s how you can modify the SendEmail sub-procedure:
```
Sub SendEmail(OutApp As Object, emailBody As String, subject As String)
 Dim OutMail As Object
 Set OutMail = OutApp.CreateItem(0)

 With OutMail
 .To = "[email protected]" ' Change this to your email address
 .Subject = subject
 .HTMLBody = "" & emailBody & ""
 .Send ' Uncomment this line to send the email automatically
 End With
End Sub
```
 Make sure to replace “[email protected]” with your actual email address. Additionally, ensure that your main subroutine correctly checks for the conditions to trigger the email alert based on cell color changes.
 
 If you follow these steps, you should receive automatic email notifications as intended.
 
 Regards
 ExcelDemy

Lorcan Aug 7, 2024 at 12:31 PM

I gave the Power automate procedure a go but I ran into a problem where I can no longer see the option to add dynamic content when the ‘To’ box when I am creating the ‘Send an Email (v2)’ Action.

Is this a bug or something?
- Reply
  Shamima Sultana Aug 7, 2024 at 1:55 PM
  
  Hello Lorcan,
  
  As all the steps are sequential the issue of not seeing the option to add dynamic content in the ‘To’ box when creating the ‘Send an Email (v2)’ action in Power Automate might be due to a bug or a temporary glitch.
  
  Try the following steps to troubleshoot,
  
  1. Refresh your browser or reopen Power Automate.
  2. Clear your browser cache.
  3. Ensure all fields are properly configured before the ‘Send an Email (v2)’ action.
  4. Check for any updates to Power Automate.
  
  If the issue persists, consider reaching out to Microsoft support for further assistance. You can try our 2nd method until the issue is solved.
  
  Regards
  ExcelDemy

Dan Sep 13, 2024 at 4:48 AM

Hi – the VBA code is just what I need. Is there a way to use this with email hosts that are not Outlook (specifically Gmail host)? Or a way to incorporate the code into a Google Sheets?

Thank you

Shamima Sultana Sep 14, 2024 at 1:02 PM

Hello Dan,

Gmail doesn’t natively allow sending emails via VBA due to security restrictions. However, you can try to send emails via Gmail by using CDO (Collaboration Data Objects) with SMTP.

Google may block this unless you’ve allowed less secure apps or set up an app-specific password if you’re using two-factor authentication (2FA).

For Google Sheets, using Google Apps Script would be more appropriate since it integrates seamlessly with Gmail. Here’s how you can approach both:

Apps Script is directly integrated with Google’s ecosystem, making it an easier option for automating email alerts, and it’s more secure than trying to bypass restrictions in Gmail for VBA.

matthew senko Oct 4, 2024 at 12:04 AM

I am getting this error:
Syntax error at position 23 in ‘Deadline eq’2024-10-03’ ‘.
inner exception: Syntax error at position 23 in ‘Deadline eq’2024-10-03’ ‘.
clientRequestId: af7fc979-3139-434f-b116-401b0fde8af9

when i try using Power Automate, can you help with a fix?
- Reply
  Shamima Sultana Oct 4, 2024 at 10:10 AM
  
  Hello Matthew Senko,
  
  It seems that you’re encountering a syntax error in your Power Automate flow. The issue is likely related to how the date is formatted in your query. Make sure that the date is enclosed in double quotes and use the correct format.
  Instead of: Deadline eq ‘2024-10-03’
  Try using: Deadline eq ‘2024-10-03T00:00:00Z’
  
  If the issue persists, please double-check your query syntax. Let me know if you need further assistance!
  
  Regards
  ExcelDemy
Lucie Oct 15, 2024 at 9:37 PM

Hi
Thank you for providing this, it’s really helpful.
In the power query version, when I am adding this
“union(body(‘Select’),body(‘Select’))”
I get an error message to say this expression is invalid

Any idea what I have done wrong?
- Reply
  Shamima Sultana Oct 16, 2024 at 11:13 AM
  
  Hello Lucie,
  
  You are most welcome. Glad you found the guide helpful! Regarding the error with union(body(‘Select’),body(‘Select’)), it’s possible the issue might be with the apostrophes. Make sure you’re using straight quotes (‘) instead of curly ones (‘ or ’). Additionally, double-check that both body(‘Select’) expressions reference valid and correctly named outputs.
  If everything looks correct and the issue persists, feel free to share more details. I’d be happy to help troubleshoot further!
  
  Regards
  ExcelDemy
Lucie Oct 15, 2024 at 9:38 PM

Hi
I am getting an error on the power query. It says ‘the expression is invalid’ when i am entering this union(body(‘Select’),body(‘Select’))
- Reply
  Shamima Sultana Oct 16, 2024 at 11:13 AM
  
  Hello Lucie,
  
  You are most welcome. Glad you found the guide helpful! Regarding the error with union(body(‘Select’),body(‘Select’)), it’s possible the issue might be with the apostrophes. Make sure you’re using straight quotes (‘) instead of curly ones (‘ or ’). Additionally, double-check that both body(‘Select’) expressions reference valid and correctly named outputs.
  If everything looks correct and the issue persists, feel free to share more details. I’d be happy to help troubleshoot further!
  
  Regards
  ExcelDemy
Edel Whelan Oct 29, 2024 at 9:55 PM

Hi I am getting the following error in power automate in the List rows present in a a table: ‘Unable to process template language expressions in action ‘List_rows_present_in_a_table’ inputs at line ‘0’ and column ‘0’: ‘The template function ‘formateDateTime’ is not defined or not valid.’.
- Reply
  Shamima Sultana Oct 30, 2024 at 5:13 PM
  
  Hello Edel Whelan,
  
  It looks like you’re encountering a problem with the formatDateTime function in Power Automate. This issue often arises if the syntax for the formatDateTime function is incorrect or if there’s a typo.
  Double-check that you’re using the function as formatDateTime(triggerOutputs()?[‘headers’][‘Date’],’yyyy-MM-dd’) or a similar format. Ensure that the date format aligns with Power Automate’s requirements and that all parentheses are correctly placed.
  
  Regards
  ExcelDemy