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

Supposing you want to send an email through Outlook to a certain recipient based on a specified cell value in Excel. For example, when the value of cell D7 in a worksheet is greater than 200, then an email is created automatically. This article introduces a VBA method for you to quickly solve this issue.

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:

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 = “” and Bcc = “” 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 you entering 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:

Notes:

1. The VBA code is only working 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.

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Moorhen · 3 years ago
Hi there,

I currently having a little trouble this the coding (new to this - may have bitten off more than I can chew)

I currently have a spreadsheet with the following that I need help to automate and send email for fault that are at our properties for our business

I currently need a code that will do use the following data:

1) An address and the issue ( 2 "general" cells that have been merged via ((In cell D1)) " = =CONCAT(B1," "C1,) "
The address in B1 will allways be same (more or less)
Whilst C1 will always be changing dependant on the fault at the property.

2) An email to be sent by the same email adress, ( can I use $E$1 or I have to use E1 - E1 . for example) or can I just Input " TheEmailAdress@.co.uk" in the line of code

3) The email body to be populated in the similar way to point 1) ...... ((In cell F1)) " =CONCAT(G1," ",H1)
These will be changing constantly as they represent the company (G1) and what they are doing , fixing, quoting ect (H1)

4) The trigger to send the email off, I would be the number 7 , the sheet gets updated daily (7 days in a week)
as such I need the trigger to send the email on day 7, but no constantly like on day 8, 9 , 10+ ect. and not before such as 1-6, this would be in A4 : A 100+ (as we are constantly expanding

4) I've used small snippets from other users who mentioned about using a list for the trigger to send the email, but not sure was 100 % it was correct, but i'd need it to scan though all Collum A.... A4: A100
and if there are 47 cells that contain only " 7 " then 47 Emails will be sent

Thank you ever so much for reading and I hope you can help :)
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  crystal · 3 years ago
  
  Dear martyn,
  Sorry can't help with this.
  You can post your question in our forum: https://www.extendoffice.com/forum.html to get more Excel supports from our technical staff.
  Thank you for your comment.
  
  Best Regards,
  Crystal
  
  Reply
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MC · 3 years ago
Hi

Thank you so much for posting this VBA Code and instructions. When I found it I felt like I had won the lotto. However I am stuck on something so I'm hoping you can help (I'm new to VBA, only have very basic understanding).

I've copied the code and changed the cell and cell value to pick from a range if a criteria is met. I have tried and tested and it works and I received an email to outlook based on the criteria.

1) However, I cannot seem to figure out how to get the VBA code to run automatically when I open up the excel worksheet, rather than having to click on the VBA application and select run. Could you advise if there is an additional prompt to type into the VBA code above that will do this or does it have to be done separately.

2) Also is there a way to get the VBA code to send a mail to a person if the due date is yes for a certain item as shown in example below.
email hidden column
Name

Procedure
Procedure no.1 due date yes
Procedure no. 2 due date no

I would have numerous people in the spreadsheet (going across horizontally in a row) and 'Yes' could be highlighted for various overdue procedures (listed vertically in column A. Is there a way to create a VBA code that runs for something like this - if 'Yes' for 'Person 1', then email 'person 1' with 'procedure no #' (or numbers) and due date(s). Being able to list in the email all the procedures and their subsequent due dates.

I wouldn't mind if I had to set a separate VBA code for each person as long as it sent a mail of all the documents overdue for that person and the due dates.

Hoping you can help
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  crystal · 3 years ago
  
  Dear Ann,
  Please try the below VBA code. Thank you for your comment.
  
  Sub Mail_small_Text_Outlook()
  Dim xRg As Range
  Dim xCell As Range
  Dim I As Long
  Dim xRows As Long
  Dim xCols As Long
  Dim xVal As String
  Dim xOutApp As Object
  Dim xOutMail As Object
  Dim xMailBody As String
  On Error Resume Next
  Set xRg = Application.InputBox("Select the range contains the cell value you will send emails based on:", "Kutools for Excel", Selection.Address, , , , , 8)
  If xRg Is Nothing Then Exit Sub
  xRows = xRg.Rows.Count
  xCols = xRg.Columns.Count
  For I = 1 To xRows
  Set xCell = xRg(I, xCols)
  If xCell.Value = "Yes" Then
  Set xOutApp = CreateObject("Outlook.Application")
  Set xOutMail = xOutApp.CreateItem(0)
  xMailBody = "Hi there" & vbNewLine & vbNewLine & _
  "This is your information: " & vbNewLine & xCell.Offset(0, -1).Text & vbNewLine & xCell.Offset(0, -2).Text
  With xOutMail
  .To = xCell.Offset(0, -4).Text
  .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 If
  Next
  End Sub
  
  Reply
  
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  Jacob · 3 years ago
  
  Where exactly do we insert this code?
  
  Reply
  
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  crystal · 3 years ago
  
  Good day,
  You need to place the code into the worksheet's code window.
  Open the Microsoft Visual Basic for Applications window, double click the sheet name in the left pane to open the code editor.
  
  Reply
  
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  Jermaine · 3 years ago
  
  Crystal,
  
  This replaces the following code:
  
  Sub email()
  
  Dim xRg As Range
  
  Dim xRgEach As Range
  
  Dim xEmail_Subject, xEmail_Send_Form,;etc.
  
  Reply
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hanizah223@gmail.com · 3 years ago
how to stop code from running ie don't prompt the email when condition is not met?

even when D7 < 200, I still get prompted the email.
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  crystal · 3 years ago
  
  Good Day,
  The code is updated in the post with the problem solved. Thank you for your comment.
  
  Reply
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Savy · 3 years ago
How can you add Multiple Range to "Set xRg = Range("D7")". I want to edit it and add Range("D7:F7"). However i am getting an error of Run Time Error 13, Type Mismatch and it is taking me to If xRg = Target And Target.Value > 2 Then.

How can i solve this proble?
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  crystal · 3 years ago
  
  Good Day,
  Please try below VBA code to solve the problem.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  If Target.Cells.Count > 1 Then Exit Sub
  If (Not Intersect(Target, Range("D7:F7")) Is Nothing) 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 = "Your recipient's 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
  
  Reply
  
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  Nitol · 3 years ago
  
  It is not working for me as the value in D7 is a result of a formual. What if cell D7 contains a formula, e.g. D7 =2*120? It still meets the condition but nothing is happening. Please help
  
  Reply
  
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  Savy · 3 years ago
  
  worked perfectly fine.. Thank you..:):)
  
  Reply
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Doug · 3 years ago
How can I edit the code to send an email based on a date in the cell. For example, I need a document reviewed every 15 months and I want to kick out an email at 12 months to an email address saying the document needs to be reviewed. I've got it now to auto-send an email by changing .Display to .Send and it works great as written, but what do I need to change to use a date function instead of a whole number??
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New2Excel · 3 years ago
Hello what code would I use if I am trying to send an email to a manager that has a list of the fruit that has a quantity > 200 once per month (based on your example) or expires soon( based on dates)
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  crystal · 3 years ago
  
  Good Day
  May be the method in this article "How to send email if due date has been met in Excel?" can help you.
  Please follow this link: https://www.extendoffice.com/documents/excel/4664-excel-send-email-if-due-date-has-been-met.html
  
  Reply
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vj.mayank@gmail.com · 3 years ago
I am having trouble sending mail through outlook. I receive the error saying "A program is trying to send an email on your behalf. If it is unexpected, please deny and verify your anti-virus software is up to date"
Please help as I am not able to automate it.
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  crystal · 3 years ago
  
  Sorry mayank,
  The code works well in my case. It seems that something about "send on behalf" function is configured in your Outlook. Pease check for it.
  
  Reply
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Dhruv · 3 years ago
I have a list of email addresses already in an excel file, how can I modify the code to automatically choose the email address of the person if his cell D7 is >200?
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  crystal · 3 years ago
  
  Good Day,
  The following VBA code can help you solve the problem. Please place the VBA script into your worksheet module. When value in the specified cell meet the condition, a Kutools for Excel dialog box will pop up, please select the cells which contain the recipients' email addresses and then click the OK button. Then emails with specified recipients are opening. Please send them as you need.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  If Target.Cells.Count > 1 Then Exit Sub
  Set xRg = Range("D7")
  If xRg = Target 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
  Dim xRgMsg As Range
  Dim xCell As Range
  Set xRgMsg = Application.InputBox("Please select the address cells：", "Kutools for Excel", , , , , , 8)
  xMailBody = "Hi there" & vbNewLine & vbNewLine & _
  "This is line 1" & vbNewLine & _
  "This is line 2"
  On Error Resume Next
  For Each xCell In xRgMsg
  Set xOutApp = CreateObject("Outlook.Application")
  Set xOutMail = xOutApp.CreateItem(0)
  With xOutMail
  .To = xCell.Value
  .CC = ""
  .BCC = ""
  .Subject = "send by cell value test"
  .Body = xMailBody
  .Display 'or use .Send
  End With
  xOutApp = Nothing
  xOutMail = Nothing
  Next
  On Error GoTo 0
  End Sub
  
  Reply
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fdh1201 · 3 years ago
How could I change this code for sending student grades to parents. Where if column A is the grade and Column B is the parent email. I want to populate an email for each student with an F as a grade.
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  crystal · 3 years ago
  
  Dear Frank,
  The below VBA code can help you solve the problem. Thank you.
  
  Sub Mail_small_Text_Outlook()
  Dim xRg As Range
  Dim I As Long
  Dim xRows As Long
  Dim xVal As String
  Dim xOutApp As Object
  Dim xOutMail As Object
  Dim xMailBody As String
  On Error Resume Next
  Set xRg = Application.InputBox("Please select grade column and the email column (two columns)", "Kutools for Excel", Selection.Address, , , , , 8)
  If xRg Is Nothing Then Exit Sub
  xRows = xRg.Rows.Count
  Set xRg = xRg(2)
  For I = 1 To xRows
  xVal = xRg.Offset(I, -1).Text
  If xVal = "F" Then
  Set xOutApp = CreateObject("Outlook.Application")
  Set xOutMail = xOutApp.CreateItem(0)
  xMailBody = "Hi there" & vbNewLine & vbNewLine & _
  "This is your child's grade " & xRg.Offset(I, -1).Text
  With xOutMail
  .to = xRg.Offset(I, 0).Text
  .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 If
  Next
  End Sub
  
  Reply
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Jose Manuel · 3 years ago
Hello, how would you modify this code to check wether a group of cells have the string "No match" and send an email if it has.
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  crystal · 3 years ago
  
  Dear Jose,
  Please try below VBA code. When running the code, a dialog box pops up, please select the range you will check for string, and click the OK button. if the string does not exist, you will get a prompt dialog box. If the string exists in the range, an email with specified recipient, subject and body will display.
  
  Sub SendEmail()
  Dim I As Long
  Dim J As Long
  Dim xRg As Range
  Dim xArr
  Dim xOutApp As Object
  Dim xOutMail As Object
  Dim xMailBody As String
  Dim xFlag As Boolean
  On Error Resume Next
  Set xRg = Application.InputBox("Please select range", "Kutools for Excel", Selection.Address, , , , , 8)
  If xRg Is Nothing Then Exit Sub
  xArr = xRg.Value
  xFlag = False
  For I = 1 To UBound(xArr)
  For J = 1 To UBound(xArr, 2)
  If xArr(I, J) = "No Match" Then
  xFlag = True
  End If
  Next
  Next
  If xFlag Then
  Set xOutApp = CreateObject("Outlook.Application")
  Set xOutMail = xOutApp.CreateItem(0)
  xMailBody = "Hi there" & vbNewLine & vbNewLine & _
  "This is line 1" & vbNewLine & _
  "This is line 2"
  With xOutMail
  .To = "Email address"
  .CC = ""
  .BCC = ""
  .Subject = "Match"
  .Body = xMailBody
  .Display 'or use .Send
  End With
  Else
  MsgBox "Found No matched value", vbInformation, "KuTools for Excel"
  End If
  End Sub
  
  Reply
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basil · 3 years ago
Hi I put the same script but it is not working please help me in the 1st part

Dim xRg As Range

Private Sub Worksheet_Change(ByVal Target As Range)
If Target.Cells.Count > 1 Then Exit Sub
Set xRg = Range("D7")
If xRg = Target And Target.Value = 200 Then
Call Mail_small_Text_Outlook
End If

End Sub
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  crystal · 3 years ago
  
  Dear basil,
  Is there any warning when running the code?
  
  Reply
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Brahma · 3 years ago
will it be sent automatically mail, without any manual interruption
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  crystal · 3 years ago
  
  Dear Brahma,
  If you want to directly send the email without displaying, please replace the line ".Display" with ".Send" in the above VBA code.
  
  Reply
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Shawn Henry · 3 years ago
Hello

I am having trouble because Email recipient has to be added again and again one by one. Please guide if list of email recipients can be added to this function so the the function will select the email address from the list of email addresses provided or list upload and the function sends the email, already composed to the desired recipient.
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  crystal · 3 years ago
  
  Dear Henry,
  The following VBA code can help you solve the problem. Please place the VBA script into your worksheet module. When value in the specified cell meet the condition, a Kutools for Excel dialog box will pop up, please select the cells which contain the recipients' email addresses and then click the OK button. Then emails with specified recipients are opening. Please send them as you need.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  If Target.Cells.Count > 1 Then Exit Sub
  Set xRg = Range("D7")
  If xRg = Target 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
  Dim xRgMsg As Range
  Dim xCell As Range
  Set xRgMsg = Application.InputBox("Please select the address cells：", "Kutools for Excel", , , , , , 8)
  xMailBody = "Hi there" & vbNewLine & vbNewLine & _
  "This is line 1" & vbNewLine & _
  "This is line 2"
  On Error Resume Next
  For Each xCell In xRgMsg
  Set xOutApp = CreateObject("Outlook.Application")
  Set xOutMail = xOutApp.CreateItem(0)
  With xOutMail
  .To = xCell.Value
  .CC = ""
  .BCC = ""
  .Subject = "send by cell value test"
  .Body = xMailBody
  .Display 'or use .Send
  End With
  xOutApp = Nothing
  xOutMail = Nothing
  Next
  On Error GoTo 0
  End Sub
  
  Reply
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Jordan · 3 years ago
I am having trouble getting this code to prompt if the value in the cell is changed indirectly. For example, if I have Sum equation changing this value automatically. When the equation runs and the value goes above the set value to prompt the email, it does not do so, unless I physically change the number myself. Is there a way to make the email prompt even if changed indirectly?
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  crystal · 3 years ago
  
  Dear Jordan,
  The following VBA code can help you solve the problem. Please don't forget to replace the "Email Address" with the recipient's email address in the code. Thank you.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  Dim xRgPre As Range
  On Error Resume Next
  If Target.Cells.Count > 1 Then Exit Sub
  Set xRg = Range("D7")
  Set xRgPre = xRg.Precedents
  If xRg.Value > 200 Then
  If Target.Address = xRg.Address Then
  Call Mail_small_Text_Outlook
  ElseIf (Not xRgPre Is Nothing) And (Intersect(Target, xRgPre).Address = Target.Address) Then
  Call Mail_small_Text_Outlook
  End If
  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
  
  Reply
  
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  Jim · 2 years ago
  
  I used this code with the only change being I have applied it to an entire column [Set xRg = Range("D4:D13")]. Now the event triggers whenever a calculation is made regardless of whether the valve in Column D is below the target value. Any idea's why that is?
  
  Dim Xrg As Range
  Private Sub Worksheet_Change(ByVal Target As Range)
  Dim xRgPre As Range
  On Error Resume Next
  If Target.Cells.Count > 1 Then Exit Sub
  Set Xrg = Range("D4:D13")
  Set xRgPre = Xrg.Precedents
  If Xrg.Value < 1200 Then
  If Target.Address = Xrg.Address Then
  Call Mail_small_Text_Outlook
  ElseIf (Not xRgPre Is Nothing) And (Intersect(Target, xRgPre).Address = Target.Address) Then
  Call Mail_small_Text_Outlook
  End If
  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" & vbNewLine & _
  "Test vba" _
  & vbNewLine & _
  "Line 2."
  On Error Resume Next
  With xOutMail
  .To = ""
  .CC = ""
  .BCC = ""
  .Subject = "Auto Email Test"
  .Body = xMailBody
  .Display
  End With
  On Error GoTo 0
  Set xOutMail = Nothing
  Set xOutApp = Nothing
  
  End Sub
  
  Thanks.
  
  Reply
  
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  Herrera5238 · 3 years ago
  
  I've modified suggested code to try to make it work for my application.
  Changed xRg = Range("C2:C40") and If xRg.Value = -1.
  
  The issue that I'm having is anytime there is a change to any cell and as long as one of the cells in my range is = -1 it will call Mail_small_Text_Outlook.
  I'm trying to only call if any cell in my range is changed indirectly to -1.
  I was also wondering if and how it would be possible to have it meet two criteria.
  Like check range A and range B and if they meet criteria call function.
  
  Thanks in advance for the help. I'm new to all this but reading through this thread has me about 90% there.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  Dim xRgPre As Range
  On Error Resume Next
  If Target.Cells.Count > 1 Then Exit Sub
  Set xRg = Range("C2:C40")
  Set xRgPre = xRg.Precedents
  If xRg.Value = -1 Then
  If Target.Address = xRg.Address Then
  Call Mail_small_Text_Outlook
  ElseIf (Not xRgPre Is Nothing) And (Intersect(Target, xRgPre).Address = Target.Address) Then
  Call Mail_small_Text_Outlook
  End If
  End If
  End Sub
  
  Reply
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Debbie · 4 years ago
How should the code be modified, to apply to an entire range of cells?
- Reply
- To post as a guest, your comment is unpublished.
  crystal · 3 years ago
  
  Dear Debbie,
  Please try below VBA code to solve the problem.
  
  Private Sub Worksheet_Change(ByVal Target As Range)
  If Target.Cells.Count > 1 Then Exit Sub
  If (Not Intersect(Target, Range("A1:D4")) Is Nothing) 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 = "Your recipient's 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
  
  Reply

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