Sending MS project automated task notifications to assigned resources via email

Arun Chakma 0 Reputation points
2026-10-16T16:56:26.6966667+00:00

How can I send MS project automated task notifications to assigned resources via MS outlook

Microsoft 365 and Office | Project | For business | Windows

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  1. Kai-L 21,185 Reputation points Microsoft External Staff Moderator
    2026-10-16T18:06:43.58+00:00

    Dear Arun,

    Thank you for your update. From my research, Project Professional 2024 is a standalone desktop app and as far as I know, it doesn't include a built in option to automatically email resources about upcoming or overdue tasks. There are two ways you can set this up.

    Option 1: Power Automate with Excel

    Power Automate can't read Project files directly, but it can read an Excel export:

    1. Export your tasks from Project to Excel, including the task name, the resource's email address and the finish date, and format the data as a table.
    2. Save the file in OneDrive for Business or SharePoint.
    3. Create a scheduled cloud flow that checks the table each day and sends an Outlook email for tasks that are due soon or overdue.

    Microsoft has a tutorial that walks through a similar setup: Send weekly email reminders based on spreadsheet data. Please note that the flow only uses what's in the Excel file, so you'll need to export again whenever the schedule changes.

    Option 2: Planner

    If you can manage these tasks in Planner, it automatically emails assignees when a task is assigned and when it's near or past its due date, so you won't need to set anything up yourself. You can find more details in Stay updated with notifications in Planner.

    I hope this information helps clarify the situation and provides you with workable solutions. Should you have any further questions or need additional assistance, please don't hesitate to reach out. I'm always happy to help. Have a wonderful day! 

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  2. Kai-L 21,185 Reputation points Microsoft External Staff Moderator
    2026-10-16T17:17:44.4966667+00:00

    Dear Arun,

    The correct method depends on which Microsoft Project product you use. If your project is in Planner (premium plans), Planner already sends automatic email notifications to assignees when a task is assigned to them and when a task is near or past its due date. Each user can turn these on or off under Settings > Notifications in Planner. You can find more details in Stay updated with notifications in Planner.

    If you're using Project desktop with an .mpp file, it doesn't send automated task emails on its own. In that case, Planner or an automated workflow may be a better fit. To point you in the right direction, could you please share a few more details?

    1. Are you using Project desktop or Planner premium plans?
    2. Which notifications do you need, for example new assignments, upcoming due dates, or overdue tasks?

    Once I know more, I can suggest the best option for your setup. Looking forward to your reply.

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