How Can You Create Alerts in Excel? (4 Practical Examples)

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In this Excel tutorial, we will demonstrate how to set up alerts in Excel. To create alerts, you can use conditional formatting, IF, AND, and TODAY functions in a combined formula, Data Validation tool, and VBA code.

While preparing this article, we used Microsoft 365 to apply all operations, but they are also applicable in all Excel versions.

Creating alerts is important for effectively managing data, tasks, and deadlines. These alerts, notifications, and popup messages are helpful to keep users on track and ensure that essential tasks are not missed. Excel’s alert features can significantly increase productivity and efficiency, whether you’re managing lessons, keeping track of project deadlines, or monitoring inventory levels.

Alerts in Excel


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How to Create Alerts in Excel?

There are different ways available to create alerts in Excel. Here, I will show you 4 ways to create alerts in Excel using different Excel features, formulas, and VBA Macro. Let us look into them.

1. Using Conditional Formatting to Set Up Alerts When Due Date Approaches

Conditional Formatting is the simplest feature to help you create alerts in Excel. We can set up Alerts and customize them according to needs in Excel.

Here, we will create an alert highlighting the delivery dates of products due in 7 days.

1.1 Setting Up Alerts

  • First, select the cells you want to set up an alert for.
  • Then, go to the Home tab from the Styles group, click Conditional Formatting, and choose New Rule

Opening Conditional Formatting

  • From the New Formatting Rule box, select Use a formula to determine which cells to format.
  • Insert the formula below in Format values where this formula is true: textbox.

=AND($D5>TODAY(),$D5-TODAY()<=7)

  • Then, click on the Format button and select any fill colour to highlight the cells due in 7 days.

Setting new formatting rule

  • Lastly, dates in the next 7-day range will be highlighted.

Formatting Added


1.2 Customizing Alerts

  • To customize the alerts, select the cells again.
  • From the Conditional Formatting options in the Home tab, click on Manage Rules.

Choose Managing Rules

  • Click on Edit Rule from the Conditional Formatting Rules Manager.
Choosing edit rule

Click the image to see the full view

  • Now, you can customize the alert by changing the rules. For example, we edited the formula and changed it to highlight dates due in 3 days. The edited formula is shown below. Besides, you can change the cell colour from the Format button.

=AND($D5>TODAY(),$D5-TODAY()<=3)

Applying New Rule to Edit formatting rule option

  • Finally, the delivery dates due in 3 days will be highlighted.

Output after Customizing Alerts


2. Combining IF, AND, and TODAY Functions to Get Alerts If Due Date Approaches in Excel

You can create alerts or notifications by applying a formula that alerts you if the delivery date is due in 7 days. Here, we combined IF, AND, and TODAY functions for getting alerts.

IF function syntax

The TODAY function returns that day’s date, and the IF function logically tests and returns results accordingly. AND function directs the IF function to give an output when both the logic is true that the date in cell D5 is not empty and is greater than or equal to that day added to 7.

  • In a cell adjacent to the date, insert the following formula.

=IF(AND(D5<>"",TODAY()+7>=D5),"Yes","")

  • Then, drag down the Fill Handle, and you will have which products are due in 7 days.

Combimimg IF,TODAY,& AND functions


3. Applying Data Validation to Create Pop-Up Alert When Cell Is Selected

Yes, you can apply Data Validation tool to create a pop-up alert showing the alert message when you select the cell.

  • To apply Data Validation, select a cell, go to the Data tab, and select Data Validation from the Data Tools group.

Selecting Data Validation tool

  • From the Data Validation box, click Input Message.
  • Insert a Title and Input Message that will be visible when you select the cell and click OK.

Input message from data validation

  • If you select the cell, it will show the message we added. However, this method is not so dynamic, and it will be better to use it when the values of cells are static.

Showing message on selection


4. Creating Notification for Decision Making by Embedding VBA Macro

You can apply a VBA macro to create notifications in Excel. Let us see how to do that. Here, the created notification will notify which buyer to contact when the product delivery date is approaching.

  • For creating notifications using the VBA macro, right-click on the sheet name and select the View Code option.

Opening VBA

  • Then, insert the following code into the window.
Sub Reminder_date()
    Dim date_col As Range
    Dim due_date As Range
    Dim pop_up_reminders As String
    Set date_col = Range("D5:D11")
    For Each due_date In date_col
        If due_date <> "" And Date >= due_date - Range("C13") Then
            pop_up_reminders = pop_up_reminders & " " & due_date.Offset(0, -2).Value
        End If
    Next due_date
    If pop_up_reminders = "" Then
        MsgBox "Do not have any reminders for today."
    Else
        MsgBox "Contact these buyers: " & pop_up_reminders
    End If
End Sub

Code inserted

  • Now, press Alt+F8 and select Sheet5.Reminder_date macro and press Run.

Selecting macro

  • In a message box, we will be notified of which buyers need to be contacted.

Alerts showing which buyers need to run that day


Frequently Asked Questions

1. How do I set a reminder alert in Excel?

Answer: To set reminder alerts in Excel, you have to install an add-in by Microsoft. To do that, select Get Add-ins from the Insert tab, search for Reminder in the Store tab, select Accessibility Reminder From the list of search results, and select Add. To accept the terms and privacy policy, press Continue, and the Accessibility Reminder tab will appear on the ribbon.

2. How can I disable or modify existing alerts in Excel?

Answer: You can change the conditional formatting rules or the VBA macros that launch the alerts in Excel to disable or alter existing alerts. You may modify the rules and format styles to meet your needs.

3. How do I add a warning text style in Excel?

Answer: You can add a warning text style from the Cell Styles option. To do this, select a cell in Excel, go to the Home tab, from the Styles group, click on Cell Styles, and from the options, select Warning Text from the Data and Model cell styles.


Conclusion

In conclusion, we have shown you how to create alerts in Excel using conditional formatting, a formula combining IF, AND, and TODAY functions, Data Validation tool, and VBA code. Using Excel alerts can be a helpful tool for maintaining organization and staying on top of critical deadlines. Excel offers diverse options to optimize Excel usage and organize processes by mastering these alert functionalities. We hope this article helps you in creating alerts in Excel.


Alerts in Excel: Knowledge Hub


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Priti
Priti

Priti Halder holds a BSc degree in Naval Architecture and Marine Engineering from Bangladesh University of Engineering and Technology. She has been a part of the ExcelDemy project for 6 months and during this time, she has written over 30 articles and 5 comments for the platform. Priti is currently employed as an Excel and VBA content developer and provides effective solutions to various Excel-related issues. She is passionate about expanding her knowledge of data analysis and Microsoft... Read Full Bio

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