How to create alerts after SharePoint Alerts retirement

SharePoint Alerts help users stay informed about changes to files, folders, lists, and libraries without constantly checking the SharePoint site. Traditionally, SharePoint Alerts sent automatic email notifications when items were added, modified, or deleted, helping teams monitor activity with minimal effort. Alerts could be configured per list or library and managed through the Alert Me and Manage My Alerts interface in SharePoint Online.

Why is SharePoint Alerts being retired?

Microsoft is retiring classic alerts to modernize SharePoint’s notification system and align it with current Microsoft 365 capabilities. The legacy alert framework is email-centric, limited in customization, and difficult to scale in cloud environments.

What challenges will users face after SharePoint Alerts retirement ?

The transition away from classic alerts can introduce several operational and usability challenges, especially for teams that relied heavily on them.

• Missed updates and reduced visibility: Users may stop receiving notifications for important changes, leading to delays in response or overlooked tasks.
• Lack of equivalent one-click setup: Modern replacements often require additional configuration, making them less intuitive for non-technical users.
• Permission and governance barriers: Creating rules or automation flows may be restricted to Members or Owners, preventing Visitors from setting notifications.
• Learning curve for new tools: Users must understand how to use Rules or automation platforms, which may require training and documentation.
• Limited coverage for lists vs. libraries: Some modern features primarily target document libraries, leaving gaps for list-based monitoring scenarios.

To minimize disruption, organizations should identify existing alert usage, notify users in advance, and implement suitable replacements. Modern solutions such as built-in library Rules, automation using Power Automate, and third-party SharePoint alerting tools provide richer functionality, including conditional logic, multi-channel notifications, and tighter integration with services like Teams. Moving away from alerts enables better reliability, security, and consistency across the platform.

This article will guide you through different tools and methods that serve as replacements for SharePoint Alerts.

Method 1: Create alerts using the SharePoint Online browser UI

SharePoint Online allows users to configure notifications directly from the browser using classic Alert Me and Manage My Alerts options or modern library Rules, making it easy to receive updates without scripts or additional tools.

Prerequisites

• You must have at least Edit permission.
• Alerts must not be disabled by tenant policies.
• Email notifications must be enabled in Microsoft 365.
• You must have access to the target list or library.

Steps to create an alert using Classic Alerts

Classic Alerts are being retired and should be used only as a temporary solution if the feature is still available in your tenant.

1. Sign in to SharePoint Online.
2. Navigate to the target list or document library.
3. Click Alert me from the command bar (or click the ellipsis icon (…) and select Alert me).
4. In the pop-up window, configure the alert recipients, delivery method, change type, frequency, and expiration.
5. Click OK to create the alert.

To manage existing alerts, click the ellipsis icon (…) and select Manage my alerts to modify or delete them.

Steps to create alerts using Rules

Modern document libraries provide built-in Rules, which act as a lightweight replacement for classic alerts.

1. Open the document library.
2. Click Rules from the command bar (or click the ellipsis icon (...) and select Integrate > Rules).
3. Choose a trigger condition, such as:
   • A file or metadata is modified: Notify when a file is edited or a column value changes.
   • A new file is added: Notify when a new document is uploaded or created.
   • A file is deleted: Notify when a file is moved to the Recycle Bin.
   • A date approaches: Send a reminder a specific number of days before or after a date in a column (e.g., 3 days before "Review Date").
   
4. The UI will present a sentence with underlined words. Click each underlined word to set your logic:
   • If: Select the specific column or condition (e.g., Status).
   • Condition: Select the change (e.g., is modified or changes to Approved).
   • Then: Choose the recipient (e.g., Me, Created By, or Modified By).
   
5. Click Create.

Limitations to consider

• Classic alerts are being retired (timeline varies by tenant).
• Alerts typically expire automatically after a set period.
• Each library supports a maximum of 15 rules across all users.
• Rules do not support complex logic or thresholds.

Method 2: Create SharePoint alerts using Power Automate

When built-in Rules are insufficient, Power Automate enables advanced notifications, cross-service integrations, and conditional logic. It can monitor SharePoint events and send notifications via email, Microsoft Teams, or other systems.

Prerequisites

• You must have at least Contribute or Edit permissions on the SharePoint site.
• You must have a valid Power Automate license (included in most Microsoft 365 Business/Enterprise plans).
• A connection to SharePoint Online must be configured.
• You must have governance policies allowing flow creation.

Steps to create a file alert using Power Automate

1. Log in to Power Automate and click + Create from the left pane.
2. Select Automated cloud flow (this runs automatically when an event occurs).
3. Enter a clear flow name, search for SharePoint in the trigger box, and select When a file is created (properties only).
4. Configure the SharePoint connection by selecting your Site Address, choosing the Library Name, and optionally specifying a Folder if alerts should apply only to a particular folder.
5. To filter alerts, click the plus icon to add an action, then add Condition.
6. Type / to add dynamic content, and choose File name with extension. Set the operator to ends with, and enter the file type. We'll use .pdf for this example.
7. In the True branch, click the plus icon to add an action and select Send an email (V2).
8. Enter the recipient email address, add an appropriate subject, and compose the message body using dynamic content (e.g., Name, Created By DisplayName, Link to item).
9. Click Save in the top-right corner.
10. Click Test in the top-right corner and select Manually. Upload a PDF to the SharePoint library, and confirm the flow run succeeds and the notification is received.

Limitations to consider

• Setup can be complex due to multiple steps and connection dependencies.
• Requires licensing and administrative governance.
• Flows can fail if connections expire.
• Over-notification can occur without filtering.
• Complex flows require maintenance.
• Performance depends on polling or trigger type.

Method 3: Create alerts using SharePoint Manager Plus

Native tools require excessive steps and lack a centralized place to quickly create alerts. ManageEngine SharePoint Manager Plus simplifies alert creation for all activities in SharePoint Online and on-premises environments.

1. In SharePoint Manager Plus, navigate to the Alerts tab and select + Create Alert Profile.
2. Enter the alert name, and choose the severity, category, and tenant.
3. Select Audits from the Select Category drop-down.
4. Select Document Library from the Scope drop-down.
5. Select File Uploaded from the Activity drop-down.
6. In Advance Configuration, choose Select Sites to add the site where your document library resides.
7. Enable Advance Filter and configure the item type to end with .pdf.
8. In the Notification tab, add email recipients and configure notification settings. Click Save.

How to stay informed on SharePoint activity

As classic alerts in SharePoint Online retire, organizations need a reliable way to monitor critical changes without relying on per-library rules or complex workflows. SharePoint Manager Plus provides a centralized, easy-to-use console, without the complexity of Power Automate, and ensures you don’t miss any critical events.

How to transition to an alternative alerting solution

As classic alerts retire in SharePoint Online, organizations should migrate to modern notification options to avoid missed updates. The right alerts replacement depends on the complexity of alerts and the scope of monitoring required.

Frequently asked questions