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How to automatically send email based on cell value in Excel?

Author: Siluvia Last Modified: 2024-11-28

In Excel, you can automate the process of sending emails based on specific conditions, such as the value in a particular cell. For example, you might want to send an email automatically via Outlook when the value in cell D7 exceeds 200. This tutorial demonstrates how to use VBA (Visual Basic for Applications) to trigger an email in Outlook based on a cell's value.

Automatically send email based on cell value with VBA code


Automatically send email based on cell value with VBA code

Please do as follows to send an email based on cell value in Excel.

1. In the worksheet you need to send email based on its cell value (here says the cell D7), right-click the sheet tab, and select View Code from the context menu. See screenshot:

A screenshot of the context menu in Excel showing the View Code option for a worksheet

2. In the popping up Microsoft Visual Basic for Applications window, please copy and paste the below VBA code into the sheet code window.

VBA code: Send email through Outlook based on cell value in Excel

Dim xRg As Range
'Update by Extendoffice 2018/3/7
Private Sub Worksheet_Change(ByVal Target As Range)
    On Error Resume Next
    If Target.Cells.Count > 1 Then Exit Sub
  Set xRg = Intersect(Range("D7"), Target)
    If xRg Is Nothing Then Exit Sub
    If IsNumeric(Target.Value) And Target.Value > 200 Then
        Call Mail_small_Text_Outlook
    End If
End Sub
Sub Mail_small_Text_Outlook()
    Dim xOutApp As Object
    Dim xOutMail As Object
    Dim xMailBody As String
    Set xOutApp = CreateObject("Outlook.Application")
    Set xOutMail = xOutApp.CreateItem(0)
    xMailBody = "Hi there" & vbNewLine & vbNewLine & _
              "This is line 1" & vbNewLine & _
              "This is line 2"
    On Error Resume Next
    With xOutMail
        .To = "Email Address"
        .CC = ""
        .BCC = ""
        .Subject = "send by cell value test"
        .Body = xMailBody
        .Display   'or use .Send
    End With
    On Error GoTo 0
    Set xOutMail = Nothing
    Set xOutApp = Nothing
End Sub

Notes:

1) In the VBA code, D7 and value > 200 are the cell and cell value you will send email based on.
2) Please change the email body as you need in xMailBody line in the code.
3) Replace the Email Address with the recipient email address in line .To = "Email Address".
4) And specify the Cc and Bcc recipients as you need in .CC = ā€œā€ and Bcc = ā€œā€ sections.
5) Finally change the email subject in line .Subject = "send by cell value test".

3. Press the Alt + Q keys together to close the Microsoft Visual Basic for Applications window.

From now on, when the value entered in cell D7 is greater than 200, an email with specified recipients and body will be created automatically in Outlook. You can click the Send button to send this email. See screenshot:

A screenshot showing an email draft in Outlook created automatically from an Excel cell value

Notes:

1. The VBA code only works when you use Outlook as your email program.

2. If the entered data in cell D7 is a text value, the email window will be popped out as well.


Easily send email through Outlook based on fields of created mailing list in Excel:

The Send Emails utility of Kutools for Excel helps users sending email through Outlook based on created mailing list in Excel.

A screenshot of Kutools for Excel's Send Emails utility interface

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