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Hey everyone,

 

I’m having a weird issue.  I have an appointment reminder set up that notifies clients of meetings 24 hours in advance.  Currently, not all the emails are consistently going out.  

Summary of Issue with Appointment Reminder Zap

  • Zap function: Sends Outlook email reminders to clients ~24 hours before their scheduled appointment.

  • Problem: The Zap frequently fails at the Outlook “Send Email” step with the error:
    “Required field ‘To’ is missing – recipient email not provided.”

  • Frequency: At least 20+ errors between September 4th–18th, 2025.

What I’ve checked so far

  • All affected records in Airtable do have correct emails entered.

  • I manually checked three errored runs and in every case the email address was present in Airtable.

  • In the Zap run history, the Outlook step shows the “To” field empty even though the Airtable record has a valid email, but it isn’t being pulled into the Zapier step.

Observations

  • The issue seems to be Zapier not reliably passing the Airtable email value into the Outlook “To” field on certain runs.

  • All the emails are in Airtable but when I go to look at the data being pulled into Zapier, the email is left out for some of them and I have no idea why.

 

Any suggestions on what to do?

Hi ​@Langandq 

Did you rename Airtable Fields?

Check your Zap Run history details to see the DATA IN/OUT for each Zap step to help you trace the data flow and troubleshoot: https://zapier.com/app/history/

For us to have more info, post screenshots showing:

  • how your Zap steps are outlined
  • how your Zap steps are configured in the CONFIGURE tab while in EDIT mode with the field mappings visible
  • the encountered Zap Run step error
  • the DATA IN/OUT for an impacted Zap Run

No I haven’t changed the Airtable Name.  The error isn’t consistent either.  The error is stemming from the first step with Airtable not pulling in the Email Address.  Every error alert, I click on Data Out and it isn’t pulling in the email address.

 

The error doesn’t get realized until it tries to send the email out in step 5.

 


@Langandq 

Zap trigger step is for Airtable New Record.

We can’t see how the Zap trigger step is configured.

That means the Zap may be triggering for any new record whether the email address is populated or not yet.

 

For us to have more info, post the requested screenshots:

  • how your Zap steps are configured in the CONFIGURE tab while in EDIT mode with the field mappings visible
  • the encountered Zap Run step error
  • the DATA IN/OUT for an impacted Zap Run

 


Hey ​@Langandq,

Please share the screenshots of Data In and Data Out for us to have more context as well as how each Zap is configured for us to have more context? Also share the screenshot from Airtable to see the field names.

Here is help link for Common problems with Airtable in Zapier- https://help.zapier.com/hc/en-us/articles/8496011037453-Common-Problems-with-Airtable-on-Zapier

Referencing a problem for New Record trigger-

  • Empty records in Airtable still count as trigger records to Zapier. So, if you have empty records at the bottom of your table, Zapier will pick those up in testing. Likewise, if you create new empty records (which Airtable may do automatically if you hit the 'enter' key while editing a record), those will trigger your Zap without any additional data. Then, if you update that empty record later to add data to it, it will not trigger your Zap.

  • To fix this, make sure that you delete any empty records from your tables.


The problem you described has probably something to do with incorrect mapping or the Zap may be triggering before the email is written to the Airtable. Try adding a Find record action to see if it fixes it and fetches the email correctly. Hope it helps!