Easy Tech TutsHow to Automate Scheduled Email and Teams Reminders with Power Automate Easily 2026
By Impran M N
Sending reminder emails and Teams messages by hand for every deadline or approval is easy to forget. This guide shows how to build a scheduled Power Automate flow that automatically sends Outlook reminders and posts Teams notifications based on data pulled from Excel, SharePoint, or Microsoft Lists.
01Create a scheduled cloud flow
Start a new flow designed to run on a schedule rather than in response to a single event, so reminders go out consistently.
02Configure the recurrence trigger
Set how often the flow should run, such as daily or weekly, so it checks for upcoming tasks, approvals, or deadlines at the right cadence.
03Retrieve reminder data
Pull the relevant records from Excel, SharePoint, or Microsoft Lists so the flow knows who needs a reminder and what it's about.
04Send Outlook emails and Teams notifications
Use the retrieved data to send personalized Outlook emails and post messages to Microsoft Teams, adding conditions to avoid sending duplicate reminders.
Frequently asked questions
Can this send reminders through both email and Teams at once?
Yes, the same flow can include actions for sending an Outlook email and posting a Teams message so reminders reach people through both channels.
How do I avoid sending the same reminder twice?
Add conditions in the flow, such as checking a status field, so the reminder only sends once per item rather than repeating on every run.
Where can the reminder data come from?
The flow can pull data from Excel, SharePoint, or Microsoft Lists, depending on where your tasks, deadlines, or approvals are tracked.
Can I personalize each reminder message?
Yes, dynamic content from the data source lets you insert specific names, dates, or task details into each reminder.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
