How to Send Email On Specific Date using Power Automate

Recently, I was working on Power Automate, and I was required to send an email based on the specific date in a SharePoint list using Power Automate.

In this Power Automate tutorial, I will show you a few examples related to sending an email based on date like:

• Power Automate send email on specific date (with time)
• Power Automate send an email from Excel based on the date
• Send an email based on the created date from the SharePoint list in Powr Automate
• Power Automate send email based on the SharePoint list column value
• Create a flow to send an email when a new item is created in the SharePoint list
• Send a Reminder email before the due date in Power Automate
• Power Automate send an email when the due date is reached

Power Automate Send Email On Specific Date [With Specific Time]

To send an email on a specific date in Power Automate, follow the below scenario.

Example:

To implement this example, I will use one of the SharePoint lists with a few columns, as shown below:

Condition: Send an email of daily status -> Created date is equal to Today.

Go through the below steps:
1. Select Power Automate Scheduled cloud flow and provide the parameters of Recurrence:

• Interval: Enter the intervals manually that the flow should run.
• Frequency: Select the frequency from drop-down.
• Time Zone: Select the time zone from the list.
• Start Time: It will take the default current time. You can c
• On these days: Select the days when the flow should run frequently.
• At these Hours: select a specific time.

2. Inside the Get items flow action, provide the Site Address, List Name, and Filter query.

Created eq '@{formatDateTime(utcNow(),'MM/dd/yyyy')}'

3. Then, Create an HTML table with the custom values that you want to display.

4. Next to that, add Send an email(v2) flow action and set the details like To, Subject, and Body by taking the outputs of creating an HTML table.

Save and run the flow.

Outputs:
The below placed image shows daily status details for that particular current date.

This is how to send an email at a specific time using Power Automate.

Power Automate Send Email from Excel Based on Date

To send an email based on the date from an Excel spreadsheet, dive into the below-mentioned example:

Example:

The below Excel sheet represents the Employee Registration details:

If the Date column value is equal to the current date, send an email with the employee details who have registered on that day.

Steps to follow:

1. Take a Power Automate Manually to trigger a flow.

2. Then, select List rows present in a table flow action to retrieve the details of employees who are registered on the current day.

Provide the details like Location, Document Library, File, Table, and Filter query.

Filter query: Date eq '@{utcNow('dd/MM/yyyy')}'

3. To display the values in a table, take the Create HTML table flow action.

• From: Take the body/value of list rows present in a table from dynamic content.
• Columns: Choose a custom table with Header and values.

When we are retrieving values from an Excel table, the date column will give values of random integer values. So, add the below expression:

addDays('1899-12-30',int(item()?['Date']),'yyyy-MM-dd')

4. Now, add the Send an email(v2) flow action. Set the details like To, Subject, and Body.

5. Once the flow gets ready, save and run the flow manually.

6. When the flow runs successfully, it will send an email with employee details, who are registered on the current day.

Power Automate Send Email based on Created Date in SharePoint List

To send an email based on the created date in the SharePoint list, check the example below:

1.  Log in to Power Automate, and then click on Create and select Scheduled Cloud Flow.

In the Recurrence trigger, add the below-shown parameters:

• Interval: Provide the number of time intervals that the flow should run.
• Frequency: Select the frequency from drop-down.
• Time Zone: Choose the timezone from the drop-down.
• Start Hours: Provide the start hours when the flow should run.

2. Click on the next step and select the ‘Get items‘ action. Then, provide the site address and list name.

Click on ‘Show All‘ to display all the advanced parameters.

In the Filter query field, write the below expression:

Created lt 'utcNow()'

3. Add the ‘Create HTML table’ flow action to present data in table format and set the required fields.

• From: Here, I have selected the value of the Get items’ output from dynamic content.

Click Show all to display all the advanced parameters.

• Columns: Select Custom column from the drop-down options.

4. To send an email, click on the next step and select the Send an Email (V2) (Outlook) action.

Configure the below properties:

• To: Enter the email in a custom manner manually.
• Subject: Provide subject line for the mail
• Body: Include the outputs of the compose flow action.

Now, save and run the flow manually.

5. The output will display all the SharePoint list items which are having created a date less than the current date, as shown below figure:

This is how to send an email based on the created date in Power Automate.

Power Automate Send Email Based on SharePoint List Column Value

To send an email based on the SharePoint list column values using Power Automate, see the example below:

Example:

The below represented image shows the SharePoint list along with a few columns.

Here, my requirement is to send an email based on the SharePoint list column value, where the Travel Status value is equal to Approved.

The steps are similar to the example mentioned above:

1. Inside the Get Items flow action, insert the below-given filter query:

Filter query: TravelStatus eq 'Approved'

Output:

When the flow runs successfully, you can check that an email has been sent with values having Travel Status equal to Approved.

This is how to send an email based on the SharePoint list column value using Power Automate.

Sharepoint Send Email When New Item Created

To send an email when an item is created in the SharePoint list, follow the example below:

Example:

To do this, I will take a SharePoint list with a few columns, as you can check from the image below:

When a new item is created in this list, a user should get an email as registration is successful.

Check the steps:

1. Browse https://make.powerautomate.com/ and click + Create. Then, select Automated cloud flow and Choose trigger ‘When an item is created‘.

• Inside the trigger, select Site Address and List Name.

2. Next, take the Send an email(v2) flow action to set all the required options that need to be displayed.

Where Power Automate send email with options:

• To: Enter the email to whom the email should be sent.
• Subject: Provide a subject line for email.
• Body: Give a detailed description of the email.
• From(Send as): Provide an email address to send on behalf of someone.
• CC: Enter the mail address to send the same mail to a different person.
• Attachments: Take any attachments that you need to send.
• Sensitivity: Choose the option regarding requirements from the drop-down.
• Importance: Select the importance of the mail from the drop-down.

3. Now, save and run the flow. At this point, add an item to the SharePoint list as shown below:

Output:

An email should be sent successfully, as you can check from the screenshot below:

This is how to send an email with options when an item is created in the SharePoint list using Power Automate.

Power Automate Send Reminder Email Before Due Date

To send a reminder email before the due date of the SharePoint list, see the below example:

To explain this example, I have created a SharePoint list with a few columns, as shown in the screenshot below:

Scenario:

In the SharePoint Online list [Project Management], I wanted to send an email, based on the Project Due date being less than or equal to 7 days, that has Project Status as In progress.

To work around this, follow the below instructions:

1. Open the Power Automate Home page and click + Create. Then, select Automated cloud flow and Choose trigger ‘When an item is created‘.

• Provide Site Address and List Name.

2. Choose the Get Items flow action to get all the items from the SharePoint list.

Provide the required Parameters:

• Site Address: Select the SharePoint site address
• List Name: Select the created list name from the dropdown

Click on the Show all.

In the Filter query field, use the below expression:

ProjectDueDate ge '@{subtractFromTime(utcNow(),7,'Day')}'and ProjectStatus eq 'Inprogress'

In the filter query expression, provide the internal name of a SharePoint list column.

3. Add a Create an HTML table action, to get the list of SharePoint details in a table.

Set the details like:

• From: Select value from the dynamic content
• Columns: Choose a Custom column to add the required details.

4. To send an email, click the Insert new step icon. Select Send an email(V2) action. Then, provide the required parameters

• To – Enter email manually.
• Subject – Enter the subject of the mail
• Body – From the dynamic content, select the output of the Create HTML table.

5. Now, save and run the flow manually.

6. Now add an item to the SharePoint list, as shown in the screenshot below:

7. When the flow runs successfully, an email will received in Outlook with the list of projects that have Project due dates less than or equal to 7 days in the table.

Refer to the image below:

This is how to send reminder email before due date SharePoint list using Power Automate.

Power Automate Send Email When Date is Reached

To send an email when the due date is reached, go through the steps mentioned below:

Here, to explain this example, I will use the same SharePoint list that is mentioned in the above example.

Follow the above-given steps:

1. To send an email when the date is reached, insert the filter query condition below inside the Get items flow action.

ProjectDueDate eq '@{formatDateTime(utcNow(),'dd/MM/yyyy')}'

2. To show the details in a table, add Create HTML table action.

3. Take Send an email(v2) flow action, with the outputs of creating an HTML table.

Output:

The below represented email displays the result with the Project due date reached items from the SharePoint list.

Moreover, you may like some more articles below:

• Power Automate Parse Email Body
• Power Automate List Rows Present in a Table Filter Query
• Power Automate Date Functions
• Power Automate Send Email Based on Form Response
• How to Send Birthday Email using Power Automate

Conclusion

I hope from this tutorial, you got a clear view of how to send an email based on a specific date in the SharePoint list using Power Automate.

Additionally, I have covered the topics like:

• Send an email based on the created date
• Send an email from Excel based on the date
• Power Automate send an email at a specific time
• SharePoint send an email when a new item is created
• Send reminder email before due date in Power Automate
• Power Automate send reminder emails due date is approached
• Power Automate send email at a specific time

Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.