How to Send Birthday Email using Power Automate?

In a SharePoint intranet portal, there will be times when you want to send birthday wishes using Power Automate. Let us see how to send wishes to employees by email as per the birth date in the SharePoint list using Power Automate or Microsoft Flow.

Scenario:

According to our requirement, we want to send a birthday email to employees. So, I have created a Scheduled cloud flow to send automated birthday emails from Outlook using Power Automate.

The flow will trigger every day at 10:00 AM and check whose birthday is today, and it will send birthday emails to everyone (whose birthday is today).

First, we need to store the employee’s information, including their birthdays, in a SharePoint Online list.

So, create a SharePoint Online List. Here, I’m going to use the below SharePoint Online Send a Happy Birthday email to Employees list consisting of below columns,

  • Employee ID – default title column
  • EmployeeName – Person or group column
  • DOB – Date column
  • Email ID – Text column
send wishes to employees by email as per the birth date in sharepoint list

Now, we can create our flow for sending automated birthday emails using Power Automate. And we will create a scheduled cloud flow that will trigger every day automatically. First, the flow will check whose birthday is today.

So now we will get all the items from the SharePoint list using the Get items flow action, and then in the flow, we will check the DOB column with today’s date. And, if it is equal, then we will send birthday emails to those people using Power Automate it will not do anything. This will check for all the items in the SharePoint list.

How to send Birthday email using Power Automate

Let us see how to send birthday emails automatically in Outlook using Power Automate flow.

Follow the below steps to send birthday email wishes to employees by applying conditions based on the DOB column presented in a list.

Step-1:

  • Log in to Power Automate flow using the credentials, and select +Create -> Scheduled cloud flow.
  • Enter the flow name, choose the Starting Date, Time, and Repeat frequency, and click the create option. I want to run the flow daily, so I have selected every 1 day.
automatic birthday emails outlook

Step-2

Select +new step, choose Get items action from the action triggers, and configure the SharePoint site address and list name.

power automate send birthday email

This will get all the items from the SharePoint list.

Step-3:

Add a new step and select Apply to each control, select the output from the previous steps, and pass the values from dynamic content.

power automate birthday reminder

Add a compose data operation and add the DOB value from the dynamic content.

Send wishes to employees by email using microsoft flow

Add another compose data operation and add the below expression to format only the date and month from the DOB value.

formatDateTime(outputs('Compose'),'MM-dd')
Send wishes to employees by email using the microsoft flow

Add a condition control inside Apply to each block. Select the output of the compose action in the Condition and then “is equal to”. Then, in the expression, write the below formula that will get today’s date based on the “MM-dd” format.

formatDateTime(utcNow(),'MM-dd')

And then in the If yes, use a Send an email (V2) action like below where provided:

  • To: Enter the employee email name (email address)
  • Subject: Enter a subject line for the birthday wish
  • Body: Enter a body for the birthday wish for the email.

On the “If no” block, leave it blank.

Send wishes to employees by email using the flow

Step-4:

Then, Save the flow, and the flow will trigger on the Scheduled time. Once the scheduled flow runs successfully. You can see the screenshot below after the flow triggers.

Send wishes to employees by email using flow

They will receive an email as per the birth date in the SharePoint list in Outlook like below:

power automate birthday emails

This is how to send wishes to employees by email as per the birth date in the SharePoint list using Flow.

Conclusion

I hope you know how to send automated birthday emails from Outlook using Power Automate. We have created a complete flow that will trigger every day and send birthday emails using power automate, with two different approaches. This is how to send birthday wishes to employees by email as per the birth date in the SharePoint list using the Power Automate flow.

You may also like:

  • Hi – is there a way to include an attachment to the email in this flow? I’ve created a branded e-card and would like it to be attached – its saved on sharepoint, and also in the list but I can’t seem to add it to the flow (even using the ‘attachment’ section when composing the email..
    HELP!

    Thanks!

  • you seem to compare the DOB to today’s date, but it will always return false as the year will always be different, no? I believe you only have to compare Month and Day with Today()

  • Good day,

    How do I send a Birthday message to multiple people on the same day. Currently, my flow only send a message to the first person where the condition is true and fails on the rest where the condition is true.

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