Power Automate Tutorial: Automatically Send Deadline Reminders from SharePoint Lists, by Automate M365 on YouTube. 3 min 17 s.
- Video length
- 3 min 17 s
- Time to do it
- 20 minutes
- Difficulty
- Medium
- Steps
- 6
What you need
Steps
Open Power Automate, select Create, then choose Scheduled cloud flow. Give the flow a name, pick the start date and time, and set the repeat interval to 1 Day.
Add the SharePoint action Get items. Choose the site address and list name, then set Top Count to a sensible number so the flow does not loop through thousands of rows.
Add Apply to each and insert the value output from Get items as the input, so the flow checks one task at a time.
Inside the loop, add a Condition. Use the formatDateTime expression on your due date column with the format yyyy-MM-dd, and compare it to today's date plus your reminder lead time.
In the If yes branch, add Send an email (V2) or a Teams post message. Fill in the recipient, a subject like Task due soon, and a body that pulls in the task title and due date as dynamic content.
Save the flow, then select Test and run it manually. Open the run history to confirm the condition passed and the reminder was sent as expected.
Tips and common mistakes
Set the time zone on formatDateTime to your own zone, otherwise deadlines near midnight can trigger on the wrong day.
Use an OData filter query on Get items to pull only tasks due in the next few days instead of the whole list.
Add an extra condition branch for overdue items so late tasks get a different message.
Add a Reminder sent yes/no column to the list if you need to stop duplicate messages.
Questions
Can the flow post to Microsoft Teams instead of sending email?
Yes. In the If yes branch, swap the email action for a Teams action such as Post message in a chat or channel, and paste the same task fields into the message body.
How often should the scheduled flow run?
Once a day is enough for most deadline reminders. You can set it to run more often, but every run reads the list again, so daily keeps things simple.
Why did no reminders go out after testing?
The condition probably did not match. Check the date format in formatDateTime, the time zone, and whether the due date column is actually filled in on your test item.
This guide was drafted from the video's details and general task knowledge. It has not been checked against the full video. Check the video and relevant product instructions before following a procedure. Report a correction.
