--- title: "Due Dates That Remind, Overdue Tasks That Report" description: "Email each assignee three days before a task is due and send the manager one table of everything overdue every morning, from a SharePoint task list." url: https://www.virtosoftware.com/use-cases/task-deadline-reminders/ language: en-US last_modified: 2026-10-14T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/task-deadline-reminders/index.md --- # Due Dates That Remind, Overdue Tasks That Report Every task in a SharePoint list has an assignee and a due date. Virto Alerts & Reminder App emails the assignee three days before the date and sends the manager one table of everything overdue each morning. Available at: SharePoint Microsoft Teams Microsoft Azure Illustrative reminder email three days before a task is due: Publish travel policy, due 8 October. Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## A Reminder Before the Date, a Table After It One task list and three rules: the assignee hears three days before a task is due, the manager gets a table of what is overdue and still open, and once a week one table shows what is due next. The reminder ### Three days before the due date, the assignee gets an email #### Recipient from the Assigned to column The To line is filled from the task itself, so one rule reminds every assignee about their own tasks. #### Finished tasks are left out The condition Status not equal Done keeps completed tasks out of the reminder. #### Set the rule up ahead Each rule sends at its own hour, in the time zone of the app settings. A new rule does not send on the day it is created. ![Edit window of the reminder Task due in 3 days in Virto Alerts & Reminder App, Options section: Filter items set to Use condition(s) with Status not equal Done; When To Send Alerts set to Send on date depending on a field value, field Due date, the email will be sent Before 3 days; Send separate e-mail for each item ticked; send time 12:30, Pacific Time](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders/due-options.webp) Options of the reminder: tasks that are not Done, three days before Due date, one message per task. The email ### One email per task, with the date and a link #### The subject names the task Due in 3 days and the task title: the assignee knows what it is about before opening the message. #### New tasks are included A task added after the rule was saved gets its reminder as well. The rule does not have to be saved again. ![Email Due in 3 days: Publish updated travel policy opened in Outlook, sent by Team Tasks to the assignee: the task name as a link, then Due date: 10/16/2026, Status: In progress, Priority: High](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders/due-email.webp) The reminder as it arrives: the task name is a link to the item, with the due date, status and priority under it. The overdue table ### Each morning the manager gets what is overdue #### Before today and not done Two conditions define overdue: Due date is earlier than today, and Status is not Done. The filter is counted from the current date each time the summary goes out. #### One table instead of a chase The open overdue tasks arrive as rows of one email — task, assignee, due date, status, priority — each linked to its item. #### Working days only The summary goes out on the weekdays you tick. ![Options section of the reminder Overdue tasks: Filter items set to Use condition(s) with Due date less than Today+0 and Status not equal Done; When To Send Alerts set to Send a daily summary at 12:45, Pacific Time, Monday to Friday](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders/overdue-options.webp) Options of the overdue table: tasks whose Due date is before today and whose Status is not Done, one summary on working days. The overdue email ### The table lists only what is late and still open #### Closed that morning, gone from the table A third task was overdue and was set to Done before the summary went out. It is not listed: the conditions are checked when the email is sent. #### Late since yesterday, listed today The task due on 12 October is in the table of 13 October, the first summary after its date. ![Email Team tasks: overdue today opened in Outlook: a table with the columns Task, Assigned to, Due date, Status and Priority and two rows, Renew SSL certificate for the portal, due 10/7/2026, In progress, and Fix broken links on the intranet home page, due 10/12/2026, Blocked; each task name is a link](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders/overdue-email.webp) The overdue table as it arrives: two tasks past their date and not done, each name a link to the item. The week ahead ### Once a week, everything due in the next seven days #### A third rule on the same list The weekly table is one more reminder rule: tasks whose Due date falls in the next seven days and whose Status is not Done, sent on the weekday you choose. #### Rows in the order of the list Tasks appear in the order they were created, not sorted by date: the two at the bottom were added to the list last. ![Email Team tasks: due in the next 7 days opened in Outlook: a table with the columns Task, Assigned to, Due date, Status and Priority and seven rows, tasks due from 10/14/2026 to 10/19/2026; each task name is a link](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders/week-table.webp) The weekly table as it arrives on Tuesday: seven open tasks due in the days ahead, each name a link to the item. ## Key benefits ### Reminders for a team, not for one person Set a reminder in Microsoft Lists emails the person who set it. Here the recipient comes from the Assigned to column of each task. ### Overdue in one table The manager reads one email with the open overdue tasks instead of sorting the list by date. ### Done means quiet A condition on Status keeps finished tasks out of both the reminder and the table. ### As many date rules as the list needs SharePoint's built-in rules allow two "a date approaches" rules on a list or library. A reminder, an overdue table and a weekly table are three rules on one list here. ### Every rule in one place My alerts lists each rule with its list, recipients and schedule, and the Queue tab shows what has been sent and what is due to go next. ### The list stays where it is The tasks remain an ordinary SharePoint list in your Microsoft 365 tenant, with the permissions and version history it already has. ## Which reminder fits which task list | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | A team task list with a different assignee on every row — Tasks live in a SharePoint list; each has an assignee and a due date. | Virto Alerts & Reminder App | One rule emails each assignee a set number of days before their task is due. | | A manager who wants to see what slipped — Nobody should have to open the list and sort it by date every morning. | Virto Alerts & Reminder App | A daily table lists the tasks that are past their date and not done. This replaces a chain of follow-up emails; it is a report, not an escalation workflow. | | Tasks kept in Microsoft Planner | Planner's own notifications | Planner emails the assignee when a task is due soon or late. Virto Alerts & Reminder App works with SharePoint lists and libraries. | | One person wants a reminder about one task | Set a reminder in Microsoft Lists | It is built in and emails the person who set it, which suits a personal follow-up rather than a team list. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Alerts & Reminder App](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/): Email and Teams alerts when SharePoint list items change, and reminders before the dates they hold—one-off or recurring. - [Virto Kanban Board App](https://www.virtosoftware.com/microsoft-365/virto-kanban-board-app/): This tool transforms team collaboration through visual task management for consistent stage-by-stage progress. - [Virto Notifications & Reminders App](https://www.virtosoftware.com/microsoft-teams/virto-notifications-reminders-app/): Elevate Microsoft Teams with an app for direct notifications and reminders, ensuring team alignment. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Change Digest for SharePoint Lists](https://www.virtosoftware.com/images/use-cases/sharepoint-list-change-digest.webp) ### Change Digest for SharePoint Lists Several people edit one SharePoint list; the project manager gets one email a day with every change in a table, and a separate email within minutes when a task is blocked. ![Expiration & Renewal Reminders](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders.webp) ### Expiration & Renewal Reminders Each owner gets an email 90, 60 and 30 days before a contract, certificate or licence ends, and the team lead gets one weekly table — from the SharePoint list you already keep. ![Project Management](https://www.virtosoftware.com/images/use-cases/kanban-project-management.webp) ### Project Management Leverage Virto's advanced tools to masterfully manage projects—breaking down complexities, optimizing timelines, and empowering agile methodology.