Microsoft’s recent announcement regarding the retirement of SharePoint alerts has prompted considerable discussion within the Microsoft 365 community. As a long-time SharePoint consultant and evangelist, I’ve observed firsthand the utility this feature has provided to end users since the platform’s inception.
The Impending Retirement of SharePoint Alerts
For many users, particularly those less technically inclined, SharePoint alerts offered a straightforward mechanism for monitoring changes within document libraries and lists. During training sessions, I consistently highlighted the benefit of these alerts, emphasising the user’s ability to maintain control over their content and receive timely notifications regarding modifications, additions, or even views of items. This functionality provided a simple means of staying informed without the need for constant manual checks.
While the adoption rates of SharePoint alerts may not have been universally high, it provided a valuable entry point for basic notifications, requiring minimal technical expertise. The prevailing direction from Microsoft encourages users to leverage features such as Document Library Rules and Power Automate for similar notification and workflow automation requirements.
However, a key consideration arises regarding the readiness and skill set of the average end user. While Rules offer a more accessible interface compared to the comprehensive capabilities of Power Automate, the question remains whether the broader user base possesses the necessary aptitude and time to effectively implement these alternatives for fundamental notification needs.
The simplicity and ease of use inherent in the legacy alert system catered to a wide spectrum of users, including those in project teams, HR departments managing documentation, and frontline staff needing immediate updates. The transition to more advanced tools necessitates a greater degree of technical understanding and time investment from these individuals.
It remains to be seen whether this strategic shift will ultimately empower end users through more sophisticated automation possibilities or introduce a barrier for those who relied on the simplicity of SharePoint alerts. The long-term impact on user workflows and adoption will be a key indicator of this change’s success.
So, without alerts, now what are your options? Let’s break them down.
Option 1: Rules in Document Libraries (The Easiest Replacement)
Best for: Everyday users who just want to know when a document is added, modified, or deleted.
How it works:
- Go to a document library.
- Click the three dots (•••) in the toolbar > Automate > Create a rule.
- Choose a trigger (e.g. when a file is created).
- Choose who gets the email notification.
- Click Create.
Pros:
- Very similar in function to classic alerts.
- No technical skill required.
- Great for personal use or small teams.
Limitations:
- Only works on document libraries (not lists).
- Limited conditions—no advanced filters or logic.
Use case: A team member wants to be notified when a new policy document is uploaded to the HR library.
Option 2: Power Automate (For Customised Control)
Best for: Users with intermediate skills or IT teams supporting business workflows.
How it works:
- Go to Power Automate.
- Choose or create a flow from a SharePoint trigger (e.g. When an item is created or modified).
- Add actions like sending an email, posting to Teams, updating a field, or logging the change.
Pros:
- Works across libraries and lists.
- Highly customisable: add conditions, logic, approvals, etc.
- Can integrate with other apps like Teams, Outlook, and Planner.
Limitations:
- More complex to build.
- Maintenance required.
- Users may need training to get started.
Use case: A project site tracks document changes and sends a weekly summary to stakeholders.
Option 3: Power Automate Templates (Quick Start Approach)
For those who aren’t ready to build from scratch, Microsoft offers dozens of pre-built templates.
Example templates:
- Notify a team when a new item is added to a SharePoint list.
- Send a daily email with a summary of changes.
- Start an approval process when a document is uploaded.
Steps:
- Go to Power Automate > Templates.
- Search for “SharePoint notifications” or “document updated”.
- Click Use this template, sign in, and configure the details.
Tip: I always recommend starting with a template and customising from there—it reduces friction.
Option 4: Teams Notifications + Loop Components
Best for: Teams who collaborate primarily in Microsoft Teams.
Approach:
- Use Power Automate to post changes directly to a Teams channel.
- Embed a SharePoint list or library into a tab in Teams for visibility.
- Use Loop components for real-time task updates or document summaries.
Pros:
- Keeps everything in the flow of conversation.
- More visibility across teams.
- Promotes adoption of integrated tools.
Limitations:
- Requires Teams structure and governance.
- Can get noisy if not managed well.
Use case: An operations team gets notified in Teams when safety procedure documents are updated.
Helping Users Through the Transition
As much as we love new tech, it’s vital to remember that alerts were not just a legacy tool—they were a lifeline for non-technical users trying to stay on top of their work.
Here’s what I recommend doing next:
- Run short training sessions: Help users understand Rules and introduce basic Power Automate flows.
- Create a resource hub: Share templates, guides, and short videos.
- Offer a migration guide: Help people map their existing alerts to modern alternatives.
A Note on Governance
With this change, it’s a good time to reassess how your organisation handles notifications across Microsoft 365. Consider:
- Who needs to know what?
- Are people overwhelmed with too many notifications?
- Can notifications be consolidated into weekly summaries or Teams posts?
Automation doesn’t mean more noise—it should mean smarter, more timely communication.
Final Thoughts
The retirement of SharePoint alerts is a sign of the times. Microsoft is nudging us toward more powerful and flexible tools—but that shift comes with a learning curve.
As someone who has taught SharePoint for years, I’m seeing an opportunity here to level up how we think about communication and task visibility. But it needs support, training, and realistic expectations.
We’re not just swapping out alerts—we’re evolving how people work
For further information on the retirement of SharePoint Alerts, visit the following link at Microsoft Support: SharePoint Alerts Retirement
