OneDrive or SharePoint file share Notification.

Question

How can we configure email notifications to receive details like the filename, external email ID, or user details when any of our organization’s users send files or links to external emails or users from OneDrive or SharePoint?

Answer 1

Hi @Vishnu Anand,

I would like to make a sincere apology for the delay, because it took me a while to find other solutions.

Regarding your question, you can try using the Alert Policy in Microsoft Defender.

Here are the specific steps:

1.Navigate to Alert policy and login.

2.New Alert Policy.

3.Name your alert, categorize it, and choose a severity.

4.Choose Shared file externally activity, conditions and when to trigger the alert.

5.Specify who will receive this notification.

6.Open the policy and submit.

7.This way when a user shares a file for an external user, the recipient receives an email like this:

8.Click View alert details > View activity list >Sharingset. In the list you can see who shared the file, which file was shared and to whom.

9.This is only for sharing files to external users, you can create another policy, but with Share file or folder activity.

If you have any questions, please do not hesitate to contact me.

Moreover, if the issue can be fixed successfully, please click "Accept Answer" so that we can better archive the case and the other community members who are suffering the same issue can benefit from it.

Your kind contribution is much appreciated.

Answer 2

Hi @Vishnu Anand,

Thanks for your trust and we are pleased to offer assistance.

When you share files or folders from SharePoint, the platform automatically generates an email to the recipients. This email includes a link to the shared item and some basic information about it.

However, SharePoint does not offer an out-of-the-box way to modify the body of the email that is sent when you share files or folders. The email template is standardized and cannot be customized directly through SharePoint settings.

We are always looking for ways to improve SharePoint, and your feedback and suggestions are very valuable.

We suggest that you can make suggestions on this SharePoint Feedback portal for customization of SharePoint share alert email templates. Your contribution will be highly appreciated.

MS will take this into serious account and make some modifications accordingly, which will benefit more community members.

Thanks for your meaningful contributions.

Should you have any questions or concerns, please do feel free to contact me.

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If the answer is helpful, please click "Accept Answer" and kindly upvote it. It will be beneficial to more community members reading here. Your contribution will be highly appreciated.

Answer 3

Hi @Vishnu Anand,

Appreciate for letting us know your user experience.

I checked that your alert settings are the same as mine, and I retested sharing files from OneDrive and SharePoint to an external email and received email alerts.

Please troubleshoot based on the following points first:

1. Is your external email able to access the file being shared, I would like to confirm if you are successful in sharing the file to external users.
2. Please check that the recipient email address is correct and see if the alert email was sent to the spam folder. If so, please remove it from the spam folder.

If there is anything else we can do for you, please feel free to contact us.

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If the answer is helpful, please click "Accept Answer" and kindly upvote it. It will be beneficial to more community members reading here. Your contribution will be highly appreciated.