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How to send email if due date has been met in Excel?

As shown in the screenshot below, if the due date in column C is less than or equal to 7 days (for example, the current date is 2017/9/13), an email is sent to the specified recipient in column A and the specified content in column B is dispalyed in the body of the email. How could you do to achieve it? This article provides a VBA code to help you accomplish this task.

Send email if due date has been met with VBA code

Send email if due date has been met with VBA code

Please do as follows to send an email reminder if the due date has been met in Excel.

1. Press the Alt + F11 keys simultaneously to open the Microsoft Visual Basic for Applications window.

2. In the Microsoft Visual Basic for Applications window, please click Insert > Module. Then copy and paste the below VBA code into the Module window.

VBA code: Send email if due date is closed in Excel

Public Sub CheckAndSendMail()
'Updated by Extendoffice 2018/11/22
    Dim xRgDate As Range
    Dim xRgSend As Range
    Dim xRgText As Range
    Dim xRgDone As Range
    Dim xOutApp As Object
    Dim xMailItem As Object
    Dim xLastRow As Long
    Dim vbCrLf As String
    Dim xMailBody As String
    Dim xRgDateVal As String
    Dim xRgSendVal As String
    Dim xMailSubject As String
    Dim i As Long
    On Error Resume Next
    Set xRgDate = Application.InputBox("Please select the due date column:", "KuTools For Excel", , , , , , 8)
    If xRgDate Is Nothing Then Exit Sub
    Set xRgSend = Application.InputBox("Please select the recipients?email column:", "KuTools For Excel", , , , , , 8)
    If xRgSend Is Nothing Then Exit Sub
    Set xRgText = Application.InputBox("Select the column with reminded content in your email:", "KuTools For Excel", , , , , , 8)
    If xRgText Is Nothing Then Exit Sub
    xLastRow = xRgDate.Rows.count
    Set xRgDate = xRgDate(1)
    Set xRgSend = xRgSend(1)
    Set xRgText = xRgText(1)
    Set xOutApp = CreateObject("Outlook.Application")
    For i = 1 To xLastRow
        xRgDateVal = ""
        xRgDateVal = xRgDate.Offset(i - 1).Value
        If xRgDateVal <> "" Then
        If CDate(xRgDateVal) - Date <= 7 And CDate(xRgDateVal) - Date > 0 Then
            xRgSendVal = xRgSend.Offset(i - 1).Value
            xMailSubject = xRgText.Offset(i - 1).Value & " on " & xRgDateVal
            vbCrLf = "<br><br>"
            xMailBody = "<HTML><BODY>"
            xMailBody = xMailBody & "Dear " & xRgSendVal & vbCrLf
            xMailBody = xMailBody & "Text : " & xRgText.Offset(i - 1).Value & vbCrLf
            xMailBody = xMailBody & "</BODY></HTML>"
            Set xMailItem = xOutApp.CreateItem(0)
            With xMailItem
                .Subject = xMailSubject
                .To = xRgSendVal
                .HTMLBody = xMailBody
                .Display
                '.Send
            End With
            Set xMailItem = Nothing
        End If
    End If
    Next
    Set xOutApp = Nothing
End Sub

Notes: The line If CDate(xRgDateVal) - Date <= 7 And CDate(xRgDateVal) - Date > 0 Then in the VBA code means that the due date must be greater than 1 day and less than or equal to 7 days. You can change it as you need.

3. Press the F5 key to run the code. In the first popping up Kutools for Excel dialog box, please select the due date column range and then click the OK button. See screenshot:

4. Then the second Kutools for Excel dialog box pops up, please select the corresponding column range which contains the recipients’ email addresses, and click the OK button. See screenshot:

5. In the last Kutools for Excel dialog box, select the content you want to display in the email body, and then click the OK button.

Then an email will be created automatically with the specified recipient, subject and body listed out if the due date in column C is less than or equal to 7 days. Please click the Send button to send the email.

Notes:

1. Each created email is corresponding to a due date. For example, if there are three due dates meet the criteria, three email messages will be created automatically.

2. This code will not be triggered if there are no dates meet the criteria.

3. The VBA code is only working when you use Outlook as your email program.

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Comments (126)
Rated 4.5 out of 5 · 1 ratings
Annie B
Annie B
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I want to apply this macro to different sheets in my workbook, but each sheet is different. Adding a second module means the first one no longer works.

Could you advise me please?
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crystal
crystal     Annie B
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Hi Annie,

The code can be applied to different worksheets, not just the current one. After running the code, select the desired worksheet tab and then the cell range.
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Geremias Júnior
Geremias Júnior
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Olá, eu trabalho com calibrações de equipamentos controlados pelo inmetro, eu fiz uma planilha com a data de vencimento da calibração de cada equipamento, é possível quando a data estiver chegando próximo ao vencimento tipo uns 30 dias, o excel enviar um email automático para que eu possa lembrar?
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theo charvet
theo charvet
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Bonjour , je suis nouveau sur VBA

Comment faire pour quand les dates change ?
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crystal
crystal     theo charvet
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Hi theo charvet,

Sorry I don't quite understand your question. For clarity, please attach a screenshot with your data and desired results.
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Bürger
Bürger
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Hallo Zusammen,

ich möchte an die generierte Email immer die gleiche Datei anhägen.
Ist das irgendwie machbar? Ich bedanke mich recht herzlich vorab.

Hello all,

I would like to attach always the same file to the generated email.
Is this somehow possible? Thank you very much in advance.
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crystal
crystal     Bürger
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Hi Sandro,

You need to add the following line above the .Display line in the VBA code.
Please replace the file path with the file path of your own.
.Attachments.Add "D:\Work\Month\Dec\Word.docx"
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Martin Bürger
Martin Bürger
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Hallo Zusammen,

danke für den Code.

Ich möchte an die generierte Email, immer den gleichen Anhang setzten. Mit meinem primitiven Versuch:

.attachments.add "Pfad\Dateiname" bin ich leider nicht weiter gekommen.

Kann mir hier vielleicht wer helfen? :)
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Vani
Vani
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Hi ,

I was using this and everything goes well but after step 5 I didn't see send button , please help. I need this very urgently.
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Rated 4.5 out of 5
crystal
crystal     Vani
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Hi Vani,
Does the new message window pop up? The Send button displays in the message window.
If there is no eligible date, the message will not be created.
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Mychel
Mychel
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Hi!
I am trialling and it seems that always need to open and run the module for the email to be created.
How do I automatically run this even if the worksheet is not open?
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crystal
crystal     Mychel
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Hi Mychel,
Can you describe the problem more clearly? By the way, you can't run a macro if the workbook is not open.
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A
A
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Hi,

Can this code be amended where it will send two lines of information to one recipient? Say i have two due dates, rather than sending two emails to the same person, can they be merged into one?

Thanks
A
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crystal
crystal     A
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Hi,
Suppose there are two tasks are assiged to the same recipient. When the due dates of these two tasks meet the conditions, an email is generated that includes the corresponding information of the tasks in the email body. Please try the following VBA code. Hope I can help.

Public Sub CheckAndSendMail2()
'Updated by Extendoffice 2022/08/23
    Dim xRgDate As Range
    Dim xRgSend As Range
    Dim xRgText As Range
    Dim xRgDone As Range
    Dim xOutApp As Object
    Dim xMailItem As Object
    Dim xLastRow, xJ As Long
    Dim vbCrLf As String
    Dim xMailBody As String
    Dim xRgDateVal As String
    Dim xRgSendVal As String
    Dim xMailSubject As String
    Dim xStrMail, xStrFind As String
    Dim xBol As Boolean
    Dim i As Long
  ' On Error Resume Next
    Set xRgDate = Application.InputBox("Please select the due date column:", "KuTools For Excel", , , , , , 8)
    If xRgDate Is Nothing Then Exit Sub
    Set xRgSend = Application.InputBox("Please select the recipients?email column:", "KuTools For Excel", , , , , , 8)
    If xRgSend Is Nothing Then Exit Sub
    Set xRgText = Application.InputBox("Select the column with reminded content in your email:", "KuTools For Excel", , , , , , 8)
    If xRgText Is Nothing Then Exit Sub
    xLastRow = xRgDate.Rows.Count
    Set xRgDate = xRgDate(1)
    Set xRgSend = xRgSend(1)
    Set xRgText = xRgText(1)
  Set xOutApp = CreateObject("Outlook.Application")
    xStrMail = ""
    For i = 1 To xLastRow
        xRgDateVal = ""
        xRgDateVal = xRgDate.Offset(i - 1).Value
        xBol = True
        If xRgDateVal <> "" Then
        If CDate(xRgDateVal) - Date <= 7 And CDate(xRgDateVal) - Date > 0 Then
            xRgSendVal = xRgSend.Offset(i - 1).Value
            xStrFind = xRgSendVal & ";"
            If InStr(xStrMail, xStrFind) > 0 Then
                xBol = False
            End If
            If xBol Then
            xStrMail = xStrMail & xStrFind
            xMailSubject = xRgText.Offset(i - 1).Value & " on " & xRgDateVal
            vbCrLf = "<br><br>"
            xMailBody = "<HTML><BODY>"
            xMailBody = xMailBody & "Dear " & xRgSendVal & vbCrLf
            xMailBody = xMailBody & "Text : " & xRgText.Offset(i - 1).Value & vbCrLf
            For xJ = i + 1 To xLastRow
                If CDate(xRgDate.Offset(xJ - 1).Value) - Date <= 7 And CDate(xRgDate.Offset(xJ - 1).Value) - Date > 0 Then
                    If xRgSendVal = xRgSend.Offset(xJ - 1).Value Then
                        xMailBody = xMailBody & "Text : " & xRgText.Offset(xJ - 1).Value & vbCrLf
                    End If
                End If
            Next
            xMailBody = xMailBody & "</BODY></HTML>"
            Set xMailItem = xOutApp.CreateItem(0)
            With xMailItem
                .Subject = xMailSubject
                .To = xRgSendVal
                .HTMLBody = xMailBody
                .Display
                '.Send
            End With
            Set xMailItem = Nothing
        End If
        End If
    End If
    Next
    Set xOutApp = Nothing
End Sub
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Pranay
Pranay
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Hello, I have an additional column. 'Subject' column with different subject for each mail. How do I add the Subject Loop in the above VBA Code?
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crystal
crystal     Pranay
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Hi Pranay,
The following code can do you a favor. Please give it a try.
Public Sub CheckAndSendMail()
'Updated by Extendoffice 20220729
    Dim xRgDate As Range
    Dim xRgSend As Range
    Dim xRgSubject As Range
    Dim xRgText As Range
    Dim xRgDone As Range
    Dim xOutApp As Object
    Dim xMailItem As Object
    Dim xLastRow As Long
    Dim vbCrLf As String
    Dim xMailBody As String
    Dim xRgDateVal As String
    Dim xRgSendVal As String
    'Dim xRgSubject As String
    Dim i As Long
    On Error Resume Next
    Set xRgDate = Application.InputBox("Please select the due date column:", "KuTools For Excel", , , , , , 8)
    If xRgDate Is Nothing Then Exit Sub
    Set xRgSend = Application.InputBox("Please select the recipients' email column:", "KuTools For Excel", , , , , , 8)
    If xRgSend Is Nothing Then Exit Sub
    Set xRgSubject = Application.InputBox("Please select the subject column:", "KuTools For Excel", , , , , , 8)
    If xRgSubject Is Nothing Then Exit Sub
    Set xRgText = Application.InputBox("Select the column with reminded content in your email:", "KuTools For Excel", , , , , , 8)
    If xRgText Is Nothing Then Exit Sub
    xLastRow = xRgDate.Rows.Count
    Set xRgDate = xRgDate(1)
    Set xRgSend = xRgSend(1)
    Set xRgSubject = xRgSubject(1)
    Set xRgText = xRgText(1)
    Set xOutApp = CreateObject("Outlook.Application")
    For i = 1 To xLastRow
        xRgDateVal = ""
        xRgDateVal = xRgDate.Offset(i - 1).Value
        If xRgDateVal <> "" Then
        If CDate(xRgDateVal) - Date <= 7 And CDate(xRgDateVal) - Date > 0 Then
            xRgSendVal = xRgSend.Offset(i - 1).Value
            xMailSubject = xRgSubject.Offset(i - 1).Value & " on " & xRgDateVal
            vbCrLf = "<br><br>"
            xMailBody = "<HTML><BODY>"
            xMailBody = xMailBody & "Dear " & xRgSendVal & vbCrLf
            xMailBody = xMailBody & "Text : " & xRgText.Offset(i - 1).Value & vbCrLf
            xMailBody = xMailBody & "</BODY></HTML>"
            Set xMailItem = xOutApp.CreateItem(0)
            With xMailItem
                .Subject = xMailSubject
                .To = xRgSendVal
                .HTMLBody = xMailBody
                .Display
                '.Send
            End With
            Set xMailItem = Nothing
        End If
    End If
    Next
    Set xOutApp = Nothing
End Sub
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Metin
Metin
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Merhaba, değer 50 nin altına düşünce otomatik olarak maili atıyor ama formül düşürünce maili otomatik olarak atmıyor bunun için ne yapabilirim?
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crystal
crystal     Metin
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Hi Metin,
I thought you may have gotten into the wrong article. To send an email automatically based on a cell value (contains a formula), you can try the following VBA code.
Here is the orginal article: How To Automatically Send Email Based On Cell Value In Excel?

Dim xRg As Range
'Update by Extendoffice 20220729
Private Sub Worksheet_Change(ByVal Target As Range)
    Dim xBoolean As Boolean
    Dim xItsRG As Range
    Dim xDDs As Range
    Dim xDs As Range
    On Error Resume Next
    xBoolean = False
    Set xRg = Range("D7")
    Set xItsRG = Intersect(Target, xRg)
    Set xDDs = Intersect(Target.DirectDependents, xRg)
    Set xDs = Intersect(Target.Dependents, xRg)
    If Not (xItsRG Is Nothing) Then
        xBoolean = True
    ElseIf Not (xDDs Is Nothing) Then
        xBoolean = True
    ElseIf Not (xDs Is Nothing) Then
        xBoolean = True
    End If

    If Not xBoolean Then Exit Sub
    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 < 50 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
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