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Replace SharePoint Alerts with Modern Notifications and Automations
Overview
Many users have relied on SharePoint Alerts to receive email notifications when documents or lists change. As Microsoft continues to modernize Microsoft 365, now is a good time to review your existing alerts and consider newer notification options that provide greater flexibility and reliability.
This article explains how to identify your current SharePoint Alerts and suggests modern alternatives for common notification scenarios.
What Are SharePoint Alerts?
SharePoint Alerts send email notifications when content changes in a SharePoint site, document library, list, or folder. Users may have created alerts years ago and forgotten they exist.
Common examples include:
- Receiving an email when a document is modified
- Being notified when an item is added to a list
- Monitoring changes in a shared team site
- Tracking updates to departmental documents
Review Your Existing Alerts
Before replacing alerts, take inventory of the alerts you currently use.
- Open the SharePoint site where the alert exists.
- Navigate to the library or list.
- Select Alert Me or Manage My Alerts if available.
- Review:
- What content is being monitored
- Who receives notifications
- How frequently emails are sent
- Whether the alert is still needed
You may find old alerts that are no longer useful and can simply be removed.
Recommended Modern Alternatives
Option 1: Follow Files and Libraries
If you simply want to stay informed about important content, consider following the site, library, or document and using Microsoft 365 notifications.
Best for:
- Personal awareness
- Frequently accessed content
- Team collaboration
Option 2: Use Power Automate
Power Automate provides the most flexible replacement for SharePoint Alerts.
Examples include:
- Send an email when a file is added.
- Notify a Team channel when a document changes.
- Send approval requests when content is submitted.
- Notify specific groups instead of individual users.
Best for:
- Business processes
- Team notifications
- Advanced filtering and routing
Power Automate reference samples
The recommendation is to user for modern notification scenarios. To help you with the transition to Power Automate the following set of Power Automate templates can be used by either browsing the and searching for the template name or alternatively using the links. Template names and links are in the table below.
Option 3: Microsoft Teams Notifications
Many teams now work primarily in Teams rather than email.
Consider:
- Adding a SharePoint library as a Teams tab
- Creating Power Automate flows that post to Teams channels
- Using Teams activity notifications
Best for:
- Shared team awareness
- Reducing email volume
- Collaborative workspaces
Common Alert Replacements
| Existing Alert |
Recommended Alternative |
| Email me when a document changes |
Power Automate flow or Teams notification |
| Email me when a file is added |
Power Automate flow |
| Notify our team when a list item is created |
Teams channel notification |
| Track approvals |
Power Automate approval process |
| Monitor important documents |
Follow the document and use Microsoft 365 notifications |
Remove Alerts You No Longer Need
After moving to a modern solution:
- Return to your alert settings.
- Delete obsolete alerts.
- Test the new notification method.
- Confirm the correct people receive notifications.
Removing unused alerts helps reduce notification fatigue and makes it easier to manage important communications.
Need Help?
If you are unsure whether an alert should be replaced, contact the IT Service Desk. Include:
- The SharePoint site URL
- The library or list being monitored
- What event triggers the alert
- Who should receive notifications
IT can help determine the best modern replacement based on your business need.
Want to learn more? Contact us!
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