How to set up a Power Automate flow to send reminder emails one week before meetings listed in Excel?

Question

Hello,

I have an Excel table that tracks meetings and document approvals. The table includes columns such as:

• NO.

• DEPARTMENT

• DOCUMENT TYPE

• UNIQUE NUMBER

• VERSION/REVISION

• TITLE

• EXISTING DOCUMENT OWNER

• APPROVAL STATUS

• APPROVAL DATE 1 / 2 / 3

• REVIEW DATE

• STATUS

• LOCATION

• EMAIL

What I want to achieve

• A Power Automate scheduled flow that runs daily.

• The flow should check the Excel table for upcoming meetings or review dates.

• If a meeting/review date is exactly one week away, send a reminder email to the addresses listed in the Email column.

My questions

1. How do I configure the flow (trigger, Excel connector, condition, and email action)?
2. What formulas or expressions should I use in Power Automate to compare today’s date with the meeting/review date minus 7 days?

• For example: or

3. Are there any tutorials or resources that walk through this exact scenario (Excel table → daily check → reminder email)?

Answer 1

To set up a Power Automate flow that sends reminder emails one week before meetings listed in your Excel table, follow these steps:

1. Configure the Flow:
   • Trigger: Use the Recurrence trigger to run the flow daily. Set it to run every day at your preferred time.
   • Excel Connector: Use the List rows present in a table action from the Excel Online (Business) connector. Select your Excel file and the specific table that contains your meeting data.
   • Condition: After listing the rows, add a Condition action to check if the review date or meeting date is exactly one week away from today. You can use the following expression in the condition:

          @equals(addDays(utcNow(), 7), item()?['REVIEW DATE'])
     

     Replace REVIEW DATE with the appropriate column name if necessary.
   • Email Action: If the condition is met, use the Send an email (V2) action from the Office 365 Outlook connector. In the To field, select the email address from the dynamic content that corresponds to the EMAIL column in your Excel table. Customize the subject and body of the email as needed.
2. Formulas or Expressions: To compare today’s date with the meeting/review date minus 7 days, you can use the following expression in your condition:

      @equals(utcNow(), addDays(item()?['REVIEW DATE'], -7))
   

   This checks if today's date matches the review date minus 7 days. Adjust the column name as necessary.
3. Tutorials or Resources: While there may not be an exact tutorial for your scenario, you can refer to the following resources to help you understand how to create flows with Excel and send emails:
   • Create flows to manage email
   • Overview of using Outlook and Power Automate
   • Automated task reminders for similar scenarios.

Following these steps should help you set up your desired flow effectively.

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References:

• Create flows to manage email
• Overview of using Outlook and Power Automate
• Office Scripts sample scenario: Automated task reminders

Answer 2

Dear BI intern,

Good day! Welcome to Microsoft Q&A forum!

According to its description, it looks like you are having a concern with the Microsoft Power Automate flow. If my understanding is correct, as our category focuses on Office 365 products, and to ensure that you get professional help and avoid incorrect information from our side, I suggest you post on the Microsoft Power Automate Community for expert assistance. This is a specific channel related to Power Automate. As a moderator, I have limited resources and concerns about Power Automate that go beyond the support available in this community. In Microsoft Power Platform Community Forum Thread, you'll get the most qualified group of respondents, and other partners who read the forums regularly can share their knowledge or learn from your interaction.

Sorry for directing you to a different community. The members of the category you posted in focus on Microsoft 365 users, so to get quicker and better help, I redirected you to the right place.

I appreciate your patience and understanding and thank you for your time and cooperation. 

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