Set up alerts in SharePoint for other users in 3 ways. Use a rule, a Power Automate flow or the User alerts page. Microsoft set classic alerts to retire in mid July 2026. Rules suit list owners who want a no code notice. Flows suit custom emails to many people. Admins clear old alerts from User alerts in Site Settings. Test the notice with one real change.
You own a list and want to set up alerts so a manager gets an email when a status changes. Many guides still tell you to select Alert Me and add that person.
Microsoft has moved away from that feature and the steps now differ. You get a straight answer on alerts, 3 ways to notify other users and the limits I check first.
Can SharePoint Still Set up Alerts for Other Users?
No for classic alerts. Microsoft says SharePoint Alerts for SharePoint Online will be fully retired and stop working starting July 2026. Its notice names rules and Power Automate as the replacements.
Do You Know? Microsoft started the retirement in phases. New alert creation closed for newly onboarding tenants in July 2025 and alerts began to expire 30 days after their first use in October 2025.
Rules and flows can still tell other people about a change. The next sections show how.
Which 3 Ways Set up Alerts Today?
Three ways cover the current options and the table shows who they suit.
| Way | Best for | Skill needed |
|---|---|---|
| SharePoint rule | A quick notice on one list or library | Owner with Contribute permission |
| Power Automate flow | Custom emails and many recipients | Power user with flow skill |
| User alerts page | Review and delete old alerts | Site admin |
How do You Notify Other Users With a SharePoint Rule?
Who it suits. Non technical list and library owners. Extra application. None, because a browser is enough.
Microsoft gives these steps for rules on lists and libraries.
- Open the list or library. Go to the place where the change happens.
- Select Integrate. Choose Rules on the menu.
- Choose a trigger. Under Take action when, select a trigger like An item is modified.
- Set the details. Select every underlined part of the sentence to choose the column, the value and the person to notify.
- Select Create. The new rule appears on the Manage rules page and starts in the on state.
Heads Up. You need Contribute permission on the list or the library. The guide on SharePoint permission levels explains what that level allows.
How does a Power Automate Flow Notify Other Users?
Who it suits. Technical power users who build flows. Extra application. Power Automate from the Integrate menu.
Microsoft shows a template that sends an email when a new item appears in a list.
- Start the flow. Open the list and select Integrate, then Power Automate and then Create a flow.
- Choose the template. Select Send a customized email when a new SharePoint list item is added.
- Check the connection. Confirm the SharePoint Site Address and List Name show a green checkmark.
- Edit the flow. Select Create Flow and then Edit to open the designer.
- Name the recipient. Replace the To value with the address of the person you want to notify.
- Save and test. Select Save and then Test. Add a list item and confirm the email arrives.
Microsoft's template sends the email to the profile address of the person who starts the flow. Step 5 swaps that value for the person you name.
How do You Review Old SharePoint Alerts?
Who it suits. Site admins with permission to manage the site. Extra application. None, because a browser is enough.
Microsoft says site managers can view and cancel the alerts of other users.
- Open Site Settings. Select the Settings gear and then Site Settings.
- Find User alerts. It sits under Site Administration.
- Choose the user. Select Display alerts for, choose the name and select Update.
- Delete the alert. Tick the checkbox and select Delete Selected Alerts.
- Confirm. Select OK.
Replace every alert you delete with a rule or a flow so the person still gets the notice.
What Limits Apply to Rules and Flows?
- Group addresses. Microsoft says rules cannot send to group email addresses. Name every person or use a column.
- Date triggers. A list or library can have two rules that use a date approaches trigger.
- Column types. Rules cannot use a multi line text column.
- Sender. Rule emails come from [email protected].
- Delay. Microsoft says alert notifications can take up to 4 hours.
Which Habits Improve Notices in SharePoint?
- Tell the recipient. Warn people that the email comes from a no reply address.
- Name one trigger. A rule for one clear change beats a rule for everything.
- Test with a real change. Edit one item and confirm the email arrives.
- List old alerts first. Review User alerts in Site Settings before you replace anything.
Which Mistakes Break Notices for Other Users?
- Following old guides. Steps that say Alert Me and add users belong to a retired feature.
- Sending to a group address. Rules do not support it and the notice never arrives.
- Skipping permission. Without Contribute permission the Rules menu does not help you.
- Deleting old alerts without a replacement. People lose the notice they relied on.
My Verdict on Notifying Other Users
Set up alerts with a rule when one list needs a plain notice. Use a flow when the email needs custom text or many people.
Clear old alerts from the User alerts page and replace them before people notice a gap.
Key Takeaways
- Microsoft says classic SharePoint Alerts retire from July 2026.
- Rules notify a person, several people or a column but not group addresses.
- Rules need Contribute permission on the list or library.
- Site admins can still view and delete old alerts for other users.
Next Read
Frequently Asked Questions
Can You Still Set up Alerts in SharePoint?
No. Microsoft says alerts retire from July 2026 and names rules and Power Automate as the replacements. Check your own site before you rely on either one.
Can a Rule Notify Other People in SharePoint?
Yes. Microsoft says a rule can notify a person, several individuals or a column. Group email addresses are not supported.
Do I Need Special Permission to Create a Rule?
Yes, at the Contribute level. Microsoft says you need that permission on the list or library. An owner can grant it.
Can a Rule Watch a Multi Line Text Column?
No. Microsoft says rules cannot use a multi line text column. Choose another column for the trigger.
Can I Edit or Delete a Rule Later?
Yes, on the Manage rules page. New rules appear there and start in the on state. Edit or delete them from that page.
Can I See the Alerts That Other Users Created?
Yes when you can manage the site. Open Site Settings and select User alerts under Site Administration. Choose Display alerts for and select the user.
Can Rule Emails Come From My Own Address?
No. Microsoft says rule emails come from [email protected]. Tell recipients to expect that sender.
Jamie blends strategic marketing insight with technical writing, turning migration and recovery topics into guidance that works for technical and general readers alike.
Published 2 November 2026. Rule steps and limits come from Microsoft's page on how to create a rule for a list or library. Retirement dates and the User alerts steps come from Microsoft's page on how to manage SharePoint alerts. The flow steps follow Microsoft's page on how to create your first flow. Microsoft updates menus and dates so check them before you plan.